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Copyright 2008 Delmar Learning.
All Rights Reserved.
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Copyright 2008 Delmar Learning.
What Is a Function? Any use of a banquet facility Room rented by client May use at no charge Examples Copyright 2008 Delmar Learning. All Rights Reserved.
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What Is a Function? (continued)
Clients deal directly with the banquet office The banquet manager A catering and sales manager Group sales office Depending on the size of the establishment Copyright 2008 Delmar Learning. All Rights Reserved.
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What Is a Function? (continued)
Once an event is booked, the responsibility for the event’s success belongs to the BANQUET MANAGER Successful functions begin with proper booking of the event Copyright 2008 Delmar Learning. All Rights Reserved.
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What Must Be Known about Function Room Setups
Regardless of the type of function, the person booking the function MUST KNOW SPECIFIC FACTS about the INDIVIDUAL BANQUET FACILITY First needed fact is the number of rooms available and capacity for either meal or meeting functions Copyright 2008 Delmar Learning. All Rights Reserved.
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What Must Be Known about Function Room Setups (continued)
Second needed fact is the type of physical setups that will accommodate guests COMFORTABLY and EFFICIENTLY Third needed fact is equipment availability Whether it has been assigned to another function How, where, and at what cost to obtain extra equipment Copyright 2008 Delmar Learning. All Rights Reserved.
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What Must Be Known about Function Room Setups (continued)
Finally—the manager will have to be able to perform the job WITHOUT having to ask any QUESTIONS about the room layout Copyright 2008 Delmar Learning. All Rights Reserved.
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Room Availability and Capacity
Function room—space calculated so that guests receive generally 8 to 12 square feet of space per person for a sit-down (plated) meal Formula is mathematically accepted, but the projected number of guests WILL NOT FIT INTO THE ROOM Copyright 2008 Delmar Learning. All Rights Reserved.
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Room Availability and Capacity (continued)
Experienced banquet managers know that each function is an individual party that may require different demands on the room, resulting in a different capacity for the room Copyright 2008 Delmar Learning. All Rights Reserved.
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Room Availability and Capacity (continued)
Factors such as Location of exits, shape of the head table The traffic flow and dance floor The audiovisual equipment, type of function must be taken into consideration before the realistic capacity of a room for each function can be determined “Moment of truth” occurs when the guests sit down and have enough room Copyright 2008 Delmar Learning. All Rights Reserved.
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Types of Room Setups for Functions
Guests DO NOT want to Be too crowded into a room Fails that “moment of truth” Be in too big a room with extra space Makes the event appear to be a failure Banquet managers must know how to use room space effectively in order to maximize revenue Copyright 2008 Delmar Learning. All Rights Reserved.
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Types of Room Setups for Functions (continued)
Social events use round tables Weddings or dinners Encourages conversation Business events use Block tables T-shaped tables or e-shaped tables Eliminates unnecessary conservation See Figure 11-1, Figure 11-2, and Figure 11-3 Copyright 2008 Delmar Learning. All Rights Reserved.
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Types of Room Setups for Functions (continued)
Meeting setups—generally two types Theater style Guests provided only chairs, ALL facing the same direction Used when attending a presentation Copyright 2008 Delmar Learning. All Rights Reserved.
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Types of Room Setups for Functions (continued)
Meeting setups—generally two types Schoolroom or classroom All guests facing toward the front of the room while seated at the tables for note taking purposes Used for teaching a seminar Uses the most amount of space, which lessens the amount of guests Copyright 2008 Delmar Learning. All Rights Reserved.
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Types of Room Setups for Functions (continued)
Place in front of the room Guests seated only on one side of the table, facing the other members of the party A trend at social events A round table as the head table, placed in the middle of the party, allows hosts of the party to enjoy themselves more Copyright 2008 Delmar Learning. All Rights Reserved.
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Types of Room Setups for Functions (continued)
Flow of guests is important Be creative in using space Lobbies or pools of hotels Position of food and beverage is important Guest comfort and ease of service Minimize traffic jams Setup relatively easy Only has a few tables to deal with Copyright 2008 Delmar Learning. All Rights Reserved.
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Types of Room Setups for Functions (continued)
Cocktail parties Should be fewer chairs than guests Forces the guest to socialize A room can accommodate more guests than a sit-down (plated) dinner because less chairs are needed Copyright 2008 Delmar Learning. All Rights Reserved.
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Types of Room Setups for Functions (continued)
Once the banquet manager and the client determine the number of guests and type of setup desired, the manager can decide on which room accommodates the group comfortably and efficiently Manager must draw a diagram for the room setup to be correct BUT needs to know what equipment is available for setting up rooms Copyright 2008 Delmar Learning. All Rights Reserved.
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Copyright 2008 Delmar Learning.
Available Equipment The manager knows the capacity of ALL the rooms and the types of functions that may be booked into each room The manager next needs to know the types and sizes of tables available so that the function is planned with comfort for the guests and efficiency for the banquet establishment Copyright 2008 Delmar Learning. All Rights Reserved.
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Available Equipment (continued)
See Figure 11-5—types of tables Round ables create jovial atmosphere, encouraging conversation Come in two general sizes: 60 inches in diameter Seats 8 guests 72 inches in diameter Seats 10 guests Copyright 2008 Delmar Learning. All Rights Reserved.
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Available Equipment (continued)
Round tables Take up more space than rectangular tables Cannot seat as many guests as with rectangular tables Copyright 2008 Delmar Learning. All Rights Reserved.
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Available Equipment (continued)
Oblong or rectangular tables Three basic sizes: 30 inches wide by 96 inches long An 8-foot table 18 inches wide by 96 inches long 8-foot by 1½ feet or skinny 30 inches wide by 72 inches long A 6-foot table See Figure 11-6 Copyright 2008 Delmar Learning. All Rights Reserved.
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Available Equipment (continued)
Oblong or rectangular tables Guests require 24 inches of linear space to be comfortable An 8-footer will seat 8 people —4 on each side A 6-footer will seat 6 people —3 on each side Copyright 2008 Delmar Learning. All Rights Reserved.
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Available Equipment (continued)
Space between tables When seated back-to-back With rectangular tables 60 inches is recommended between tables With round tables 54 inches is recommended between tables Experiment with the room Set up the room to determine space between tables Copyright 2008 Delmar Learning. All Rights Reserved.
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Available Equipment (continued)
Special-shaped tables Trapezoid, serpentine, quarter- and half-round tables are best used for setting up food or bar stations or to create interestingly shaped buffet lines rather than for the guests’ dining Copyright 2008 Delmar Learning. All Rights Reserved.
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Available Equipment (continued)
Placed in the center of the head table Takes up 24 inches of space Place for notes of the speaker Light and microphone Podium—same purpose as a lectern Difference is that podium is FREESTANDING Copyright 2008 Delmar Learning. All Rights Reserved.
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Available Equipment (continued)
Microphones—manager must know Different types of microphones Where power source is How to turn system on How to adjust the volume How to eliminate annoying feedback Common mistakes made with microphones Adjusting the volume not loud enough Setting microphone too far away from speaker’s mouth Copyright 2008 Delmar Learning. All Rights Reserved.
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Available Equipment (continued)
Audiovisual equipment Manager must know How to operate it Where to rent equipment not owned How much to charge the client for the rental Larger facilities have their own AV department Price sheet for all equipment is available Employs staff to set up and operate equipment for an hourly fee Copyright 2008 Delmar Learning. All Rights Reserved.
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Copyright 2008 Delmar Learning.
Things to Keep in Mind Planning the correct setup of a function is an integral part of the success or failure of a business meeting or party Use common sense when booking rooms Don’t put a wedding reception next to a business meeting that ONLY has a pullout wall as a divider WILL NOT ABSORB SOUND AS PROMISED Copyright 2008 Delmar Learning. All Rights Reserved.
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Things to Keep in Mind (continued)
ALL equipment MUST BE in the room and thoroughly tested before guests arrive If equipment is rented, know how to operate it If owned, schedule regular maintenance Copyright 2008 Delmar Learning. All Rights Reserved.
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A Final Point about Room Setups
Rule of thumb Function rooms are large enough to accommodate all guests comfortably Exception to the rule: Press conferences are planned for a small room to give the impression that the event was an overwhelming success Copyright 2008 Delmar Learning. All Rights Reserved.
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Physically Setting Up the Function Rooms
Banquet manager should NOT set up the function rooms Banquet manager should draw a diagram of the room simply and concisely for the setup people to use and follow Check the room after setup to make sure the diagram was followed See Figure 11-7 Copyright 2008 Delmar Learning. All Rights Reserved.
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Physically Setting Up the Function Rooms (continued)
Two final tips: Diagram should be on 8½-X-11-inch paper, able to be carried around Whenever feasible, suggest the same physical setup to the next client Will cut down on labor costs Will increase setup crew’s morale Copyright 2008 Delmar Learning. All Rights Reserved.
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Copyright 2008 Delmar Learning.
Booking Functions Once the capacity and the use of the function room is known, the next task is to book functions Booking is done by a sales, catering, or banquet manager who knows Exactly what types of Accommodations for meetings Charges for services establishment offers clients Copyright 2008 Delmar Learning. All Rights Reserved.
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Booking Functions (continued)
Banquet managers work from Set-priced menus Caterers set prices on factors: How much demand for Copyright 2008 Delmar Learning. All Rights Reserved.
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Copyright 2008 Delmar Learning.
Function Book An organized system to keep bookings straight Lists ALL rooms the establishment has to rent on a daily basis See Figure 11-8 Today being replaced with computer software Advantage: Backup copies of all bookings can be saved and/or printed Copyright 2008 Delmar Learning. All Rights Reserved.
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Function Book (continued)
Does NOT provide information about the menu or the party Only provides Who reserved the room Whether it is a firm or tentative booking Approximate time and number of guests Main purpose is to avoid overbooking Copyright 2008 Delmar Learning. All Rights Reserved.
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Function Book (continued)
Care and storage of the book Such an integral part of the establishment Kept in a permanent place in the office Locked away when nobody is in the office Only authorized people make entries In pencil Identify themselves by placing their initials in the entry Copyright 2008 Delmar Learning. All Rights Reserved.
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Copyright 2008 Delmar Learning.
Qualifying Business Need a policy to determine the amount of money that must be made when a room is booked Once determined, the manager should attempt to book parties that will bring in the most revenue Copyright 2008 Delmar Learning. All Rights Reserved.
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Qualifying Business (continued)
Qualifying a client means to determine How much money the client will spend at the establishment Whether the client can pay for the party Once the business is qualified, a date can be entered into the function book as a tentative or firm booking Copyright 2008 Delmar Learning. All Rights Reserved.
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How Far in Advance May Banquets Be Booked?
Determined by each banquet facility Develop a schedule that fits your business based upon demand for space Client agrees to pay a set amount, regardless if 1 person or 100 people attend Copyright 2008 Delmar Learning. All Rights Reserved.
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Difference between Tentative and Firm
Firm booking Easiest to understand Client gives a deposit for a party Establishment enters into the function book The amount and date of deposit The word “Firm” Your Copyright 2008 Delmar Learning. All Rights Reserved.
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Difference between Tentative and Firm (continued)
Tentative booking Enter client’s name into function book Client will have first refusal May be held for a week without a deposit After a week, if still interested, deposit is required Problems with tentative booking Some dates are more popular than others Copyright 2008 Delmar Learning. All Rights Reserved.
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Copyright 2008 Delmar Learning.
Deposits Required for almost ALL banquet events Protect both parties Banquet house will not sell the date to another client that wants the same date Client will not cancel the event without losing the money they have put down for the event Copyright 2008 Delmar Learning. All Rights Reserved.
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Copyright 2008 Delmar Learning.
Deposits (continued) Refunds of deposits Each banquet house must have its own policies No refund policy Refund if canceled within a certain time frame Refund if another group books that date Keep in mind what would be in The best interest of the guest The best interest of the business Copyright 2008 Delmar Learning. All Rights Reserved.
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Copyright 2008 Delmar Learning.
Guarantees A promise made by the host of the party that a certain number of guests will attend Host pays for the number promised, UNLESS more guests attend Host will pay on the higher guest count A guarantee is usually required three to four days before the event Copyright 2008 Delmar Learning. All Rights Reserved.
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Guarantees (continued)
Establishments usually set up for 5 percent above the guarantee Helps forecast if more guests show up May charge 10 percent menu premium if guest count is beyond 5 percent of guarantee Key to managing successful banquets: Communication on informing guests of ALL policies when event is booked Copyright 2008 Delmar Learning. All Rights Reserved.
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Copyright 2008 Delmar Learning.
Room Rentals Different ways to charge for room rentals Food and beverage package In addition to room rental Just meeting room is used No food and beverages offered Book a certain number of hotel rooms The meeting room(s) are included Copyright 2008 Delmar Learning. All Rights Reserved.
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