Presentation on theme: "Copyright 2008 Delmar Learning."— Presentation transcript:
1Copyright 2008 Delmar Learning. All Rights Reserved.
2Organization: The Key to a Successful Banquet Every successful banquet managerHas an organized systemKeeping in mind the limitations of the facilitiesIs responsible for obtaining all utensils and plates to feed the guestsMust obtain all service staff to serve the guestsCopyright 2008 Delmar Learning.All Rights Reserved.
3Organization: The Key to a Successful Banquet (continued) Banquet manager should make lists of what they have to do for the eventMakes certain that nothing is forgottenBanquet manager must make certain thatEverything the client ordered is presentIt is served the way the client ordered itCopyright 2008 Delmar Learning.All Rights Reserved.
4Organization: The Key to a Successful Banquet (continued) Daily computerized printout consists of five partsSee Figure 12-1Copyright 2008 Delmar Learning.All Rights Reserved.
5Obtaining Information about the Function Manager schedules an appointment to discuss the particulars concerning the eventManager will listen, suggest, and guide the client to make correct choices about the functionPhysical setup of the roomPlanning the program and time scheduleSelecting the food and beverage menuTo help the client with details of the event they did not think aboutCopyright 2008 Delmar Learning.All Rights Reserved.
6Copyright 2008 Delmar Learning. The Policy SheetA printed sheet listing specific policiesGiven to the client at the initial planning meeting—includes:Length of time a room may be reservedCost of extra service staffHow long in advance a room is set upPolicy on deposits, guarantees, and contractsSee Figure 12-2Copyright 2008 Delmar Learning.All Rights Reserved.
7The Banquet Event Order An organized written documentGives the client exactly what has been requested when it is requestedAlso know as function sheet or banquet stencilSee Figure 12-3Copyright 2008 Delmar Learning.All Rights Reserved.
8The Banquet Event Order (continued) Broken into three partsPart 1—Covers information that is obtained at the time of the booking— Figure 12-4Part 2—The work order for the employees after the manager determines the client’s needs— Figure 12-5Part 3—Filled in after all the plans have been made for the party—Figure 12-6Copyright 2008 Delmar Learning.All Rights Reserved.
9Copyright 2008 Delmar Learning. Purpose of the EventFirst determine the purpose of the eventSocial or business eventFood is secondaryServe the guest quickly and efficiently so that the client can begin the programCopyright 2008 Delmar Learning.All Rights Reserved.
10Copyright 2008 Delmar Learning. Menu PlanningChoosing a meal is important for both the client and the banquet managerShould be served efficientlyMeet nutritional needs of the clientMeet financial needs of the clientIf client desires heavy or light mealMakeup of the guests attending the eventFigure 12-7 and Figure 12-8Copyright 2008 Delmar Learning.All Rights Reserved.
11Planning the Details of the Event BEO open-ended areaManager writes exactly what client desiresServing times of food and liquorColor ofCompletedCopyright 2008 Delmar Learning.All Rights Reserved.
12Planning the Details of the Event (continued) Taking care of all the little things that make a party a successResults in repeat businessDiscussing the details of the partyDiscuss every aspect regarding the eventListen to what the client says, then offer proper suggestionsCopyright 2008 Delmar Learning.All Rights Reserved.
13Copyright 2008 Delmar Learning. Types of MealsThree types of mealsThe cocktail receptionBeneficial for guests to mingleThe sit-downOne of the most popularThe buffet mealOffers the client an enormous choice of foodsVariety of serving options to meet the needs of the clientCopyright 2008 Delmar Learning.All Rights Reserved.
14Alcoholic Beverage Service Two basic types of beverage serviceClient pays for all the drinksCash barGuests pay for each drink individuallyPolicy sheet explainsType ofCopyright 2008 Delmar Learning.All Rights Reserved.
15Alcoholic Beverage Service (continued) Banquet manager suggests options based upon the desires of the clientAlcohol placed on the guests’ tableCalled setupsClients charged by number of bottles placed on tableCopyright 2008 Delmar Learning.All Rights Reserved.
16Alcoholic Beverage Service (continued) Open barClient charged in a variety of methodsPays for all bottles of liquor that are openedPays for amount of liquor usedCash barBrings in less revenue than open barsMinimum amount of liquor sales attainedCopyright 2008 Delmar Learning.All Rights Reserved.
17Alcoholic Beverage Service (continued) À la carte drinksStaff takes individual drink ordersServes them to the guestsMay be at an additional cost to the clientHowever, the main job of the service staff is to serve the food, NOT to serve drink ordersCopyright 2008 Delmar Learning.All Rights Reserved.
18Copyright 2008 Delmar Learning. Guarantee and SetGuaranteeMinimum number of guests the client MUST pay for, even if fewer guests attendMost establishments require 72 business hours in advanceSome establishments allow guarantee to go 10 percent in either directionCopyright 2008 Delmar Learning.All Rights Reserved.
19Guarantee and Set (continued) Set—once the guarantee is given, the manager decides on how many extra seats to setOversetting ranges5 to 10 percent above guaranteeLarger parties, percentage diminishesReasons for oversettingMore guests may attend than the guaranteeGuests in groups of two or more don’t want to break up the groupCopyright 2008 Delmar Learning.All Rights Reserved.
20Setting Up the Time Schedule Client wants the guests to eat promptly and the program to begin on timeAmerican banquet service takes between 1½ to 2 hours from the time guests are seated until the dessert and extra items are removedCopyright 2008 Delmar Learning.All Rights Reserved.
21Setting Up the Time Schedule (continued) Most challenging event: Wedding receptionGenerally takes 3 hours from the time guests sit downAll details of the event are placed on the BEO exactly as discussed with the clientSee Figure 12-10Copyright 2008 Delmar Learning.All Rights Reserved.
22Confirming the Arrangements Once the function sheet is completed, the manager must send a copy to the client along with a cover letterSee Figure 12-11Copyright 2008 Delmar Learning.All Rights Reserved.
23Copyright 2008 Delmar Learning. Scheduling PartiesWhen events occur on the same dayTry to stagger the events at 15-minute intervalsSell the clients the same meal itemsIf not, give them the same accompanimentsHelps the kitchen staffMakes the party run smoothlyAmerican banquet style service is used for speed and profitabilityCopyright 2008 Delmar Learning.All Rights Reserved.
24Distribution of the Banquet Event Order Need policy to distribute to departmentsDetermined based on amount of time needed to order food and schedule staffUsually two weeks in advance of the eventEach department receives its own copyCopyright 2008 Delmar Learning.All Rights Reserved.
25Copyright 2008 Delmar Learning. Meeting with the StaffFor events to run smoothly, schedule weekly staff meetingsDiscuss specifics about all eventsExplain any special requestsDiscuss problems from previous eventsAlleviate problems and misunderstandings between staff membersCopyright 2008 Delmar Learning.All Rights Reserved.
26Working with the Kitchen Must learn to work effectively with the kitchen staff and especially the chefTreat them with respectMake them your alliesInclude chef in the planningIntroduce to the clientCommunication and respect make it easy to work with the kitchenCopyright 2008 Delmar Learning.All Rights Reserved.
27Copyright 2008 Delmar Learning. Checking DetailsCheck with the client three to four days before the eventObtain the guaranteeVerbally recheck every item step-by-step to make sure there are no misunderstandingsAny changes made to the BEO must be initialed by the person who made the changeDepartment head must be told verballyCopyright 2008 Delmar Learning.All Rights Reserved.
29Weekly and Daily Function Sheet Two forms used to let the staff know the events that are happeningWeekly function sheetDistributed on the same day every weekGiven to all department headsCopyright 2008 Delmar Learning.All Rights Reserved.
30Weekly and Daily Function Sheet (continued) Simply an update of the weekly function sheetGuarantee is on the function sheetFigure 12-13Copyright 2008 Delmar Learning.All Rights Reserved.