The Banquet Event Order Chapter 12 Copyright 2008 Delmar Learning. All Rights Reserved

Copyright 2008 Delmar Learning.All Rights Reserved.

The Banquet Event Order

Chapter 12


Organization: The Key to a Successful Banquet

•Every successful banquet manager

– Has an organized system• Keeping in mind the limitations of the

facilities

– Is responsible for obtaining all utensils and plates to feed the guests

– Must obtain all service staff to serve the guests


Organization: The Key to a Successful Banquet (continued)

•Banquet manager should make lists of what they have to do for the event

– Makes certain that nothing is forgotten

•Banquet manager must make certain that

– Everything the client ordered is present

– It is served the way the client ordered it


Organization: The Key to a Successful Banquet (continued)

•Daily computerized printout consists of five parts

•

•

•

•

•

– See Figure 12-1


Obtaining Information about the Function

•Manager schedules an appointment to discuss the particulars concerning the event

– Manager will listen, suggest, and guide the client to make correct choices about the function

• Physical setup of the room

• Planning the program and time schedule

• Selecting the food and beverage menu

•To help the client with details of the event they did not think about


The Policy Sheet

•A printed sheet listing specific policies

– Given to the client at the initial planning meeting—includes:• Length of time a room may be reserved

• Cost of extra service staff

• How long in advance a room is set up

• Policy on deposits, guarantees, and contracts

– See Figure 12-2


The Banquet Event Order

•An organized written document

– Gives the client exactly what has been requested when it is requested

– Also know as function sheet or banquet stencil

– See Figure 12-3


The Banquet Event Order (continued)

•Broken into three parts

– Part 1—Covers information that is obtained at the time of the booking— Figure 12-4

– Part 2—The work order for the employees after the manager determines the client’s needs— Figure 12-5

– Part 3—Filled in after all the plans have been made for the party—Figure 12-6


Purpose of the Event

•First determine the purpose of the event

– Social or business event• Food is secondary

– Serve the guest quickly and efficiently so that the client can begin the program


Menu Planning

•Choosing a meal is important for both the client and the banquet manager

– Should be served efficiently

– Meet nutritional needs of the client

– Meet financial needs of the client

– If client desires heavy or light meal

– Makeup of the guests attending the event

– Figure 12-7 and Figure 12-8


Planning the Details of the Event

•BEO open-ended area

– Manager writes exactly what client desires• Serving times of food and liquor

• Color of

• Completed

•

•


Planning the Details of the Event (continued)

•Details

– Taking care of all the little things that make a party a success• Results in repeat business

•Discussing the details of the party

– Discuss every aspect regarding the event

– Listen to what the client says, then offer proper suggestions


Types of Meals

•Three types of meals– The cocktail reception

• Beneficial for guests to mingle

– The sit-down• One of the most popular

– The buffet meal• Offers the client an enormous choice of foods

• Variety of serving options to meet the needs of the client


Alcoholic Beverage Service

•Two basic types of beverage service–

• Client pays for all the drinks

– Cash bar• Guests pay for each drink individually

•Policy sheet explains–

– Type of


Alcoholic Beverage Service (continued)

•Banquet manager suggests options based upon the desires of the client

•Alcohol placed on the guests’ table

– Called setups• Clients charged by number of bottles placed

on table



•Open bar

– Client charged in a variety of methods• Pays for all bottles of liquor that are opened

• Pays for amount of liquor used

•Cash bar

– Brings in less revenue than open bars

– Minimum amount of liquor sales attained



•À la carte drinks

– Staff takes individual drink orders• Serves them to the guests

– May be at an additional cost to the client

•However, the main job of the service staff is to serve the food, NOT to serve drink orders


Guarantee and Set

•Guarantee

– Minimum number of guests the client MUST pay for, even if fewer guests attend

– Most establishments require 72 business hours in advance

– Some establishments allow guarantee to go 10 percent in either direction


Guarantee and Set (continued)

•Set—once the guarantee is given, the manager decides on how many extra seats to set

– Oversetting ranges• 5 to 10 percent above guarantee

• Larger parties, percentage diminishes

– Reasons for oversetting• More guests may attend than the guarantee

• Guests in groups of two or more don’t want to break up the group


Setting Up the Time Schedule

•Client wants the guests to eat promptly and the program to begin on time

•American banquet service takes between 1½ to 2 hours from the time guests are seated until the dessert and extra items are removed


Setting Up the Time Schedule (continued)

•Most challenging event: Wedding reception

– Generally takes 3 hours from the time guests sit down

•All details of the event are placed on the BEO exactly as discussed with the client

– See Figure 12-10


Confirming the Arrangements

•Once the function sheet is completed, the manager must send a copy to the client along with a cover letter

– See Figure 12-11


Scheduling Parties

•When events occur on the same day– Try to stagger the events at 15-minute

intervals

– Sell the clients the same meal items

– If not, give them the same accompaniments• Helps the kitchen staff

• Makes the party run smoothly

•American banquet style service is used for speed and profitability


Distribution of the Banquet Event Order

•Need policy to distribute to departments

– Determined based on amount of time needed to order food and schedule staff

– Usually two weeks in advance of the event

– Each department receives its own copy


Meeting with the Staff

•For events to run smoothly, schedule weekly staff meetings

– Discuss specifics about all events

– Explain any special requests

– Discuss problems from previous events

– Alleviate problems and misunderstandings between staff members


Working with the Kitchen

•Must learn to work effectively with the kitchen staff and especially the chef

– Treat them with respect

– Make them your allies

•Include chef in the planning– Introduce to the client

• Communication and respect make it easy to work with the kitchen


Checking Details

•Check with the client three to four days before the event

– Obtain the guarantee

– Verbally recheck every item step-by-step to make sure there are no misunderstandings

•Any changes made to the BEO must be initialed by the person who made the change

– Department head must be told verbally


Seating Arrangements

•Step-by-step procedure

– Pages 345–346• Nine steps


Weekly and Daily Function Sheet

•Two forms used to let the staff know the events that are happening

•Weekly function sheet

– Distributed on the same day every week

– Given to all department heads


Weekly and DailyFunction Sheet (continued)

•Daily function sheet

– Simply an update of the weekly function sheet

– Guarantee is on the function sheet

– Figure 12-13

Documents

The Banquet Event Order Chapter 12 Copyright 2008 Delmar Learning. All Rights Reserved