Function Catering ManagementFunction Catering Management

Objectives

• Understanding function catering and planning it for successful results.

• Financial, marketing and catering considerations in function catering.

• Elements of function catering: customer, service, product, organising and staffing.

• Understanding the procedural aspects of the stages of banquet process

What is Function Catering?

• It is service of food and beverage at a specific time and place, for a given number of people at a given price.

• This form of catering is also called as ‘banqueting’, however function catering is regarded as a wider terminology.

• By its very nature a function event involves more detailed and critical organising than a restaurant meal.

Classification of events

• Business • Social

– Cocktails– Receptions– Club Meetings

• Personal Events– Birthdays/Anniversary– Weddings– Home coming– Christening Ceremony

• Religious events

Classification of events

• National Days

• Embassies/State Functions

• Exhibitions/Conferences/Seminars/Launches

• Entertainment– Fashion Shows– Plays– Carnivals– Supper Theatre

Facilities

• Ranges from one hotel to the other depending upon:

– Size of the hotel– City demand– Level of specialisation– Competition in the city– Basic policies

Stages of banqueting process

Potential customer contact

Proposal

Discussion

Signing of contract

Function sheet

Advance preparation

Stages of banqueting process

Operation

Function

Clear-up

Guest feedback

Internal communication

Improve operations

Policies

• Are determined by the following factors:

– Type of establishment– Standards followed– Season– Concentration of events during that period– Information available before the function

Financial Aspect

• Highly profit orientated

• High GOP – 55%

• APC is pre-determined

• Pricing structure

• Cost structure

• Liquor policy

Marketing Aspect

• Will determine different market at which the the facilities may be aimed.

• How best the characteristic of the establishment can be knitted in the marketing plan.

• Selling techniques applied to target different market.

• Should ensure increase in utilisation of other services of the hotel.

Marketing Aspect

• Would have consideration of the competition and the services offered by them.

• Awareness of the ‘buying agent’.

• Development of a sound marketing plan which would be the interpretation of of marketing policy into a plan of action for a specific period.

Marketing plan

• Would have following headings:– Finance- will have forecast for the period

– Productivity

– Research

– Promotions• General• Special• Facilities• Development

Marketing Aspect

• Sales tool

– Advertisement

– Sales kit

– Brochures

– Photos/slides of function set up’s

– Client communication

Sales Kit

• Cover• Complete planning guide• Brochures• Room layouts• Room dimensions and capacity chart• AV equipments• Menus• Business card• Themes• Beverage rates• Policies of the hotel

Client Communication

• Sales Inquiry– Standard proposal letter with space,menu,rate, alternatives

available ….

• Confirmation– Confirmation letter– Function Prospectus– Terms and Conditions– Deposit receipt

• Post Event– Thank You letter– Final invoice - Check– Guest questionnaire form.

Catering Aspect

• It is often based on the financial and marketing policy.

• Function menus and packages created to send to prospective clients.

• These menus have predetermined gross profit percentages.

• Catering policies would also stipulate ‘ trading hours’

Catering Aspects

• Optimising business levels a different time of week.

• Optimal utilisation of unused spaces.

• Optimising potential business through reconfirmations and minimising the time frame of tentative reservations.

Important factors

• Guests

• Type of product/ Menu

• Food production and service style

• Function room

• Equipment

• Organisation and staffing

Guests

• Understanding the potential clients.

• Understanding their expectations.

• Understanding demographic aspects.

• Understanding paying power of the guest.

• Understanding the non customer.

Type of product

• Flexible vis-à-vis restaurant.

• Market level being aimed at.

• Pricing structure adopted.

• Nature of function.

• Depends whether it is of purely functional nature or entertainment value.

Menus

• Longer life cycle

• Compiled in variety of ways:– Sets of menu– Group of menu items provided to the guests to

choose from– Sets of menu with individual pricing

Food service style

• Essentially divided into:

– Buffet

– Sit Down• Silver service• Buffet cum sit down

Food service style

• Equipment in relation to the space.

• Buffet layout in relation to no. of pax

Small Pax Buffet

20 - 40 1 Comp40 - 60 1 Large60 - 80 2

Comp/Large

Food service style

Big 80 - 100 1 Large+1 Comp100-150 2 Large150-200 1Large+2Comp200-300 3 Large

More Consumption : Dealers, Private Receptions

Measurements

• Height of Stage 18 inches• Distance between 2 Sprigs 6 Feet• Width of table 2.5 Feet• Length 6 Feet• Per cover Space 24 Inches• Height of Chair 18-20 inches• Area Allowance :

– Sit Down 12-15 Sq Ft– Buffets 10-12 Sq Ft

• Distance for Back Projection 10 Feet

Function room

• Flexibility of room design

• Size of the function rooms

• Location of the function room

Equipment

• Functional

• Hardwearing

• Aesthetically attractive

• Contractor development

Organisation and staffing

• Type of staff

• Core team

• Type of function

• Skills required as per type of function

Staffing for buffet

1 Staff 15-20 Pax Snacks

10-15 Pax Drinks

– 1/2 Bar– 2+1 Buffet– 1/Buffet Pick Up– 1 Staff 30 Covers Clearance

Sit Down

• Platter to Plate

– 3 per table

• Pre Plated– 1.5 Per Table