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 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
 ïhat 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 µbanqueting¶,

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
± ïeddings
± 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
‡ ïill 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
‡ ïould have consideration of the competition and the
services offered by them.

‡ Awareness of the µbuying 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
‡ ïould 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 µ 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 Comp
40 - 60 1 Large
60 - 80 2
Comp/Large
 Food service style
Big 80 - 100 1 Large+1 Comp
100-150 2 Large
150-200 1Large+2Comp
200-300 3 Large

More Consumption : Dealers, Private Receptions

 Measurements
‡ Height of Stage 18 inches
‡ Distance between 2 Sprigs 6 Feet
‡ ïidth 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