BANQUETS

A banquet is a large meal or feast] complete with main courses and desserts. It usually serves a purpose
such as a charitable gathering, a ceremony, or a celebration, and is often preceded or followed by speeches
in honor of someone.

History of Banquet
The word banquets is derived from the French word BAQE meaning bench. He word which dates from 1th
century comes from the Italian “banchetto” meaning a small bench in which the guest normally sits.
A banquets a large meal or feast, complete with main courses and desserts. It usually serves a purpose such as a charitable
gathering, a ceremony, or a celebration, and is often preceded or followed by speeches in honor of someone. The idea of
banqueting is ancient in the sixteenth century a banquet was very different from our modern perception and stems from the
medieval 'ceremony of the void'. After dinner the guests would stand and drink sweet wine and spices while the table was
cleared, or ‘voided’ (Later in the seventeenth century ‘void’ would be replaced with the French ‘dessert’).
During the sixteenth century, guests would no longer stand-in the great chamber whilst the table was cleared and the
room prepared for entertainment, but would retire to the parlor or banqueting room. As the idea of banqueting developed, it
could take place at any time during the day and have much more in common with the later practice of taking tea. Banqueting
rooms varied greatly from house to house, but were generally on an intimate scale either in a garden room or inside such as the
small banqueting turrets in Longleaf House. Today banquets serve many purposes from training sessions, to formal business
dinners. Business banquets are a popular way to strengthen bonds between businessmen and their partners. It is common that a
banquet is organized at the end of an academic conference.
ORGANISATION CHART OF BANQUET DEPARTMENT

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TYPES OF BANQUETS

FORMAL AND INFORMAL FUNCTIONS

Type of function
Business organizations, clubs, family, and friends organize functions for various occasions. Due to non-availability of
place to hold the function and time to pay attention to the detail, most of them depend on a third party to organize the
function according to their needs. This is where the banquet department of a hotel comes to their rescue by conducting
the function.
• Formal
• Informal

1. Formal function
In this type of function, certain procedures, such as seating the host, chief guest, guest of honour, and the invitees,
serving the food and beverages are decided by the host. This should be strictly followed during the function. Formal
functions always include speeches at a specified time winch at the end of the meal just before the service of coffee.
Dress code for the invitees may be insisted upon. Controlled behavior of the guests prevails in the formal function
catering.
Functions hosted by the head of the country or state, military, formal wedding breakfasts are some of the examples of
formal functions lunch, dinner, wedding, breakfast etc.

2. Informal Function
In an informal function, no formalities and procedures are followed on seating, serving, and the dress codes. The
service is indiscriminate of sex and rank. These functions normally include entertainment. One can witness casual
behavior of the guests in the informal functions. More of normal functions are organized in the present days. For
example, birthday parties, cocktail parties, wedding anniversaries, club members meets, alumni meets, etc.
Functions can be further grouped into the following types according to their purpose.

a) Social Function
 The purpose of this type of function is to meet people, make new friends, entertain oneself, and For example, cocktail
parties, wedding anniversaries, birthday parties, wedding dine and dance parties, etc.
b) Public relation
These are organized by the business houses in order to make the consumers aware of their presence and to establish
relationship with them. Exhibitions, contests for home makers, fashion parades, dealer's meetings etc. are some of the
examples.
c) Conferences
The purpose of this type of function is to share the knowledge and expertise and to discuss on matters of concern.
Political conferences, trade union conferences, international and national conferences on important issues etc. are
some of the examples.
Following are some of the functions normally organized by the banquet department of a hotel.
• Workshops • Seminars
• Conferences • Exhibitions
• Fashion parades • Beauty contests
• TV shows • Training sessions
• Wedding receptions • Wedding anniversaries
• Birthday parties • Graduation days
• Alumni meets • Cocktail parties
• Club members' meets, etc. Whatever may be the kind of function, it needs two broad categories of facilities without
which the function will be a failure. The facilities are in the following.
• Food and beverages
• Other amenities include seating, audio, video, stage, lighting, press meet, etc. which vary according to the type of
function

All the functions need some basic facilities other than food and beverages. These facilities vary according to the type
of function. For example, the facilities required for a seminar will be different from those required for a beauty
contest. The facilities required should be discussed with the host at the time of booking the function and provided
accordingly. Banquet department is a facilitator. If the facilities required by the host, say an LCD, or a screen, is not
available in the hotel, they may be outsourced. Other than the provision of food, beverages, and seating arrangement,
following are the facilities required for various kinds of functions, but not limited to.

Road show/ Exhibition

This is basically a display of a particular product. This may be from the same company- different types for example
range of Akai TV’s or may be different company TV’s displaying their range of products. The set up for all road
shows or exhibitions will differ from product to product. In this sort of an event a hall hire is charged to the concerned
as guests keep coming and going. There will be an ad in the newspaper regarding the timing of the road show &
guests will choose a convenient time to visit. The hotel high organize a coffee tea service for all the guests who come
in.
Examples
An exhibition of sarees will require a platform or a stage in each stall to display the entire saree with lot of spotlights
so that the colour is not hidden. They will also require tables behind to store the sarees. One man per counter from the
company as a salesman displaying. A computer road show will require stalls as in cubical with spotlights highlighting
the product & a display table with focus light to display the catalogues of the product. They would also require lot of
extension cords to operate the computers & printers & a three phase power supply available at all times. In these sort
of road shows no one speaks, but each stall has a salesman who takes care of getting the addresses of the guests who
are interested to buy the stuff. These guests are approached at a later date by the company for sales.

Product Launch

This type of a function mainly is for company who has just launched a new product in the market. This will mainly
consist of a presentation regarding the product to the dealers. May it be a medical product, toothpaste or a computer or
a new toffee. The presentation will be done by a single person who knows the product well & is confident of handling
the questions which may come up by the dealers.
The seating will necessarily be a theatre style with a visual aid. After explaining the product, the product is displayed
for the guests to see. Spotlights will highlight the product. The dealers can go see the product & take samples & ask
the company representatives questions regarding the product. A cocktail & dinner will follow this. This is a very
prestigious function for any company. No compromises are generally made on the quality of the hotel & the food.
Usually the best is chosen, as this is a time for the company to create an image about itself. Bigger the product , the
bigger the type of function & the greater the product awareness in the market.

Seminar

These are basically lectures given regarding a subject. After the researchers do research on a particular subject, they
present the results & what they have found during the research to the other people in the same field. For example a
seminar on “Cancer” will necessarily have doctors, journalist & druggists attending it. Doctors & druggists for sharing
the knowledge & the journalist for bringing it to the rest of the world.
This also involves a lot of visual aids & the seating will be either theatre style or classroom style. In this sort of a
conference, there will be a panel of guests who will be pioneers in the subject & will sit on a stage waiting or present
their papers regarding the subject. Each one of them will present what their views are on the same subject & then
answer to the question asked by the audience.

Press Meet

This is done if a company is making its shares public or a new company is being launched, so that the press can be
called & the vital statistics of the company can be discussed so that the company is projected through newspapers to
the public.
This is a very food way of advertising. To call the press & let the press spread the word around through newspapers to
the other residents of the country. This is a theatre style of seating , but very small gathering. This might involve a
visual presentation to the press & followed by question answer session by the press directed to the board of directors
of the company.
Political Parliamentary Delegation Meet
This happens when a parliamentary delegation meets the tip officials of a Government concern or of a company. For
example- Parliamentary Delegation of Railways will necessarily have the Railway Minister of state & the other
Cabinet Ministers & the members working for the railway. They usually meet for a tea meeting or a luncheon
meeting.
The seating is usually two I shapes facing each other. One I shape for the ministers & the other one for the railways.
Each member of the ministry will have a mike & the proceeding will be recorded. It is a very high profile function
with name crds for each members present in the I shape. The hotel coordinates with organizers regarding the names &
the itinerary of the entire function.

HANDLING A CONFERENCE
REQUIREMENTS FOR A CONFERENCE
The following should be kept in mind while handling conferences:
• The exact seating arrangement. If possible insist on a seating plan drawing with the exact head table requirement.
• The stationery requirement.
• The audio / visual requirement. What is the equipment, which the guests are bringing, or what do they want us to
organize. The type of markers they require.
• We must be very clear about the break timings / lunch / dinner etc.....
• We must know whether they require extra cords / pointer / laser pointer / podium etc...
• We must be clear regarding the nature of the function, whether it is a road show / exhibition / display / seminar as
the requirement for each is different.
• For e.g. For a seminar, a stage & a podium might be required, for an exhibition spotlights might be required etc.
• It should be clear whether flip chart / white board etc. is required, whether recording is required etc.
• All arrangements should be in the F.P & before the conference it should be re looked.
The Requirement Calculation
The number of staff required for a function is determined by many factors, such as
•Number of people to attend                • Type of function
•Type of food service                         • Number of dishes offered
•Provision of alcoholic beverages—if provided, cash or inclusive
In a formal banquet, one food waiter is for every 10 covers.
One wine waiter for every 15 covers, if beverages are served on cash basis; for every 25 covers, if drinks are inclusive
and limited.
One waiter for every 30 covers for buffet service, in general, however, it cannot be calculated by applying this norm
as it depends on the number of food stations and other counters to be manned, number of dishes to be served by the
waiters, etc.
One supervisor for every 30 covers for a formal function and 75 covers for a buffet. One head wine waiter for every
four to five wine waiters.
The banqueting in-charge must ensure that the duty allocation is done properly in such a way that everyone is
distributed with adequate tasks and no waiter remains ideal. The wine waiter engaged for the service may assist in the
mise en place and in food service. Briefing the staff on the service procedure is the most essential part for the
successful service which should be done just before the function.

Colloquium
This is a meeting where area specialist delivers lecture address on specified topic and queries.
Conference
A meeting of people for discussing formally matters of common concern is termed as conference. This primary
concern with planning, solving managerial problems or obtaining information. The number involved range from 30
to200 delegates.
Congress
These are usually general session of delegates belonging to a particular organization or a body engaged in special
study, it is also a session for a full membership meeting of an organization and the number attending are usually large.
Convention
This is assembly of people formally for purpose to formally discuss the policy , generally this term is used for annual
political member meeting etc.
Conclave
This is private meeting or a secrete assembly generally held among political heads of different country or among
heads of different business houses to discuss and negotiate issue of common concern.
Meeting
The coming together of person or an assembly for common purpose to discuss and decide on issues is termed as
meeting.
Seminar
Short intensive course of study or meeting of a small group for discussion and research.

Summit
A meeting of top must official is termed as summit.
Symposium
A formal meeting at which many specialist deliver brief address on a pre decided or given topic is known as
symposium
Workshop
A seminar, discussion group etc where the exchange of idea and demonstration or application of techniques skill etc
takes place is known as workshop.
Exhibition
Presentation of product or services to an invitee’s audience or public with aim of introducing the product or service
and inducing sale or informing a visitor.
Assembly
When a large number of people or representative group gather together for discussion o a particular subject or agenda,
it is term as assembly.

Duties and responsibilities

The Banquet Captain is responsible for the execution of catering functions through the supervision of the catering
staff and execution of designated tasks while maintaining the highest standards. He/she is also responsible for
ensuring the completion of all pre/post event duties and assisting the Banquet manager with additional assigned
duties.
Duties and Responsibilities:
1. Oversee all banquet functions from origination to execution including the delegation of responsibilities
Supervise, direct and train all banquet personnel
2. Ensure the proper set up of the banquet rooms in accordance with event diagrams including tables, chairs,
linens, audiovisual, food, and any additional needs specific to the event
3. Hands on approach to all aspects of an event Assist in the coordination of additional arrangements in planning
such as rental of tables, video, audio equipment, event equipment and linen
4. Responsible for all food, beverage and service procedures Coordinates and supervises the execution of all
banquet functions to ensure clients' specifications are adhered to and that the function runs smoothly
5. Oversee the proper uniform appearance of the catering team
6. Responsible for the efficiency and productivity of the catering team
7. Review and understand all necessary information prior to the event with the Banquet Manager on the most
up-to-date Banquet Event Orders (BEO) and execute accordingly
8. Confirm all event information on the BEO with the client prior to the event
9. Monitor the client’s needs throughout the event and communicate any changes to the proper departments
including but not limited to the culinary, beverage, security, house management, and catering sales.
10. Develop a sense of accuracy and urgency with the catering team
11. Understand how the events outside of Food and Beverage (F&B) function and their impact F&B
operations

Duties and responsibility of Banquet manager

 Researching markets to identify opportunities for events;
 Liaising with clients to ascertain their precise event requirements;
 Producing detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and
budgets);
 Securing and booking a suitable venue or location;
 Ensuring insurance, legal, health and safety obligations are adhered to;
 Co-coordinating venue management, caterers, stand designers, contractors and equipment hire;
 Planning room layouts and the entertainment program, scheduling workshops and demonstrations;
 Organizing facilities for car parking, traffic control, security, first aid, hospitality and press;
 Identifying and securing speakers or special guests;
 Co-coordinating staffing requirements and staff briefings;
 Selling sponsorship/stand/exhibition space to potential exhibitors/partners;
 Arranging accommodation for exhibitors and/or delegates;
 Preparing delegate packs and papers;
 Creating, implementing and monitoring marketing and PR plans;
 Liaising with clients and designers to create a brand/look for the event;
 Liaising with newspapers, TV, radio and other media;
 Writing press releases or briefs in order to gain maximum exposure for the event;
 Organizing the design and production of tickets, posters, catalogs and sales brochures;
 Co-coordinating everything on the day of the event to ensure that all runs smoothly;
 Handling client queries on the day and troubleshooting exhibitor and visitor problems on the day;
 Overseeing the dismantling and removal of the event, and clearing the venue efficiently;
 Post-event evaluation (including data entry and analysis and producing reports for event stakeholders).
 Responsible for soliciting banquet business and ensuring customer satisfaction with all functions booked.
 Coordinates and supervises the execution of all banquet functions to ensure clients' specifications are adhered
to
 Make sure that the function runs smoothly and efficiently.
 Possesses knowledge of food production and service
 Should have the ability to perform all position in banquet operations in order to supervise, direct, and train all
banquet personnel.
 Oversees management, budget, and operation of the food service outlet, catering services, and kitchen, and
maintains liaison with sales department to ensure maximum profitability

Duties and responsibilities of Banquet Steward

 To provide prompt and courteous service to all guests, encouraging the
Guests to return again which will generate repeat business.
 To provide guests with efficient and attentive service this will present a positive image of The Forum
while exceeding the guest’s expectations. All functions are to be carried out in an environment of
teamwork, as follows:
• Attentively listen to pre‐shift meeting conducted by banquet captain
• Prepare and serve meal accompaniments to guests.
• Perform side work.
• Open bottled wine for guests.
• Bus and set tables.
• Perform set up and breakdown of various stations (i.e., deli, dessert, coffee, espresso).
• Seat guests as business demands.
• Communicate with support crew and management
• Set up banquet room as instructed by Banquet Captain to include linen, service‐ware
and glassware.
• Attend roll call /line‐up meetings before events to learn function particulars, including
guest expectations.
• Maintain complete knowledge of and comply with all departmental policies/service
procedures/standards.
• Maintain complete knowledge of correct maintenance and use of equipment. Use
equipment only as intended.
• Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy
and whatever time of day.
• Maintain positive guest relations at all times.
• Be familiar with all The Forum’s services/features and local attractions/activities to
Respond to guest inquiries accurately
• Resolve guest complaints, ensuring guest satisfaction.
• Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
• Practice “Clean as you go” policies.
• Perform other duties as assigned.
• Maintain complete knowledge of service requirements for assigned function:
a) Pre function side‐work;
b) Detailed menu selections, major ingredients, appearance, Texture, quality standards, garnish and method of
presentation;
c) Particular Characteristics/description of wines/champagne ordered;
d) Prices for specified bar Selections on cash bars
; e) Station assignment and table set‐up
; f) Group name, type of function and expected attendance
g) Scheduled hours of service;
h) Special requests/arrangements;
i) Order of service, traffic flow in room; VIPs’
• Maintain complete knowledge of and strictly abide by state liquor regulations,
particularly those prohibiting service to minors, intoxicated persons and drunk driving
• Complete pre‐function side‐work:
a) Check quality and amount of all stock and supplies
using checklist;
b) Transport necessary supplies from storage areas to service area;
c) Fold napkins, set linen/skirting on tables;
d) Set tables according to service standards;
e) Set up all condiments (butter, jellies, cream, juices) and beverages (non‐alcoholic);
f) Ensure a sufficient supply of all silverware, glassware and chinaware for service;
g)Prepare all cold food items (cereals, fruits and salads) as assigned by the Supervisor;
h) Check cleanliness and condition of assigned station and service areas; rectify any
Efficiencies. Set up side station as assigned by supervisor.
• Greet guests as they arrive and assist them with seating at tables
• Retrieve alcoholic beverage items from bar and serve to guests
 • Open and serve wine/champagne bottles
• Make all varieties of coffee
• Serve all food courses and non‐alcoholic beverage items to the guest in accordance with
Function requirements
• Clear each course following procedures
• Serve the food and/or beverage in the order and to the expectation of the Banquet
Captain to ensure consistency in the order throughout the banquet.
• Promptly bus dishes as guests complete each course and/or meal at the end of the meal
or function
• Once banquet is complete, reset banquet room according to Captain's specifications to
Ensure the readiness of the room for the following function as well as sanitation of
Banquet areas
• Remove all tabletop items, linen and equipment from the function room as designated
by function requirements
• Set up, monitor, refresh and breakdown coffee breaks, receptions and buffet tables for
Specified functions according to group requirements
• Complete closing side duties: a) Breakdown all goods as specified. b) Clean all
equipment as assigned.
• Complete other duties as assigned by the Banquet Captain or Management

Booking a Function
At the initial meeting of the banquet manager with the client, a file is opened, recording all the points discussed
concerning the particular function and to file all the further correspondence received. If the enquiry is not immediately
a firm booking, then the provisional details are only penciled in until the booking is confirmed. After receiving the
confirmation, it is inked in.
During the initial discussion, the banquet manager must find the date and time of the function, number of people to
attend, type of function, and the facilities required. More detailed the information received, better the execution of
function and customer satisfaction will be. Before moving into further discussion, the banquet manager must find out
the hall availability on the date requested and if the size of the hall would be enough to accommodate the number of
people expected to attend. For example, it is not possible to hold 500 people function in the hall that has the capacity
of holding only 300 people.
The banquet manager, before discussing about the menu and the facilities required, should find out the budget or how
much the host can spend. Having decided on the budget, the manager offers the menu and the other facilities required
within the budget. The banquet department usually has the specimens of luncheon and dinner menus of different rates
and photographs of the various table’s layouts for different numbers. This gives the client a clear picture of the
facilities available in the price range he/she can afford
 BY PHONE BY WRITTEN REQUEST IN PERSON

CHECK DIARY

AVAILABLE NOT AVAILABLE

ENTRE IN BOOKING DIARY REFUSE POLITELY

SEND CONFIRMATION SEEKING LETTER NOT RECEIVED CONFIRMATION OFFER

ALTERNATIVE

RECEIVED CONFIRMATION

PREPARE FUNCTION PROSPECTUS

PREPARE FUNCTION PROSPECTUS

2 DAYS BEFORE PREPARE FUNCTION SHEET

TABLE PLAN AND STAFF ALLOCATION

Booking procedure

ESSENTIALS RESPONSIBILITIES OF BANQUET DEPARTMENT

Plan food required organize produce

food

Plan event plan banquet request staffing setup banquet hall F&B
service Clear up evaluate

Plan service request coordinate set up beverage

Service

During booking the function the following points are to be noted:

• Date and time of function
• Host's name/organization and his/her contact number and address
• Type of function
• Number of people to attend the function (expected and guaranteed number of guests, deadline for confirming the
guaranteed number of guests)
• Venue of the function (name of the function hall) or outside the premises
• Price per head
• Menu: Vegetarian, non-vegetarian, special dietary needs, if any
• Method of service
• Type of table plan
• Wines—inclusive or cash
• Extra charges for any facilities requested
• Requirement for sleeping rooms
After taking down the basic information, more points should be decided on the following, depending on the type of
function and the budget:
• Place cards
• Seating plan: Finalize who will be seated where consulting the host
• Toast master
• List of toasts (who are proposing and who are replying)
• Any special requirements, such as LCD, computers, screen, collar mike, cordless mike, podium, rostrum, lectern,
etc.
• Changing rooms
• Services of photographer and videographer
• Floral decor for the tables, rooms, and reception area
• Secretarial services
• Sign posting
• Press release
• Security services
• Internet facilities
• Special lighting
• Copier
• Printer
• Stationery
• Car parking
• Cash bar facilities
• Music and dance floor
After taking down all the necessary information, the banquet department may inform the host the following.
• Advance payment: It is collected for confirming the booking. The amount collected varies from hotel to hotel. Some
collect 60 per cent and the others 75 per cent. At times, some do not collect any advance if the hosts are regulars and
prompt payers.
• The dates for final settlement of the bill—Final settlement may be insisted either on the same day soon after the
event or after two or three days depending on the type of function and the host. This should be clearly communicated
to the host
• Mode of payment: It should be finalized—cash, card, or through bank.
 Function cancellation fee: The amount and deadline date of the function cancellation fee should be finalized.
• Date for final inspection by the clients.
• Date for finalizing the number of guests.
• Chargeable services and facilities.
• Billing will be for either guaranteed number of guests or actual whichever is higher.
Function prospectus or function contract sheet

The detailed information collected is entered in Function Prospectus or Function Contract sheet and signed by banquet
in-charge and the host. the copies of me function prospectus sent to the following departments-
• Front office; as it is the first point of contact, the invites coming an attend the function will be enquiring the front
office about the function venue or anything pertaining to the function. If any complementary rooms are given to the
host, that should be booked by the front office.
- Housekeeping: Responsible for cleaning and decorating the function hall cleaning the cloak room and ensuring
adequate cloakroom supplies, making flower arrangements. Banquet linen laundry. etc.
• Maintenance: Responsible for ensuring all electric gadgets, A/C AV equipments are properly working. The
maintenance crew is expected to depute its staff during the function to attend to any emergency.
• Kitchen: It is concerned with the provision of dishes offered in the menu on time at adequate quantity. It helps the
kitchen crew to plan its production schedule in advance. It is informed about any special dietary requirements of the
host
• Control: The control department which maintains a separate account for function catering is notified about the
function and the rate per person. The plate count is normally done by a representative from the control department. It
notes down the advance amount collected, actual number of people served, guaranteed pax, etc.
• Security: The security department should be notified to ensure adequate security and are irrforrned in advance about
large movement of people and the traffic control.
The details obtained from the host are written in the function prospectus or function contract sheet and signed by both
the banquet manager and the host with the terms and conditions printed overleaf. The format may vary from hotel to
hotel; however, the basic information will be the same.

Organizing The Function

After confirming the booking with all necessary requirements and passing the information to various departments, the
following should be done.
• Finalizing the seating plan with the host which tells who will sit where and the table number
• Working out the staff requirement and hiring them
• Checking the availability AV and other requirements and their working conditions. Hiring them, if necessary
• Setting up the table plan as requested
• Setting up the rostrum, podium, dance floor, screen, etc. as required
• Setting up the dining area—formal dining, buffet, etc. as per the host's wish
Conducting service rehearsal for very formal service
Inviting the host for final check up and adjusting the plan according to his/her requirement
Food and beverage in-charge and the supervisors should closely monitor the function organization.

On the Day of the Event

• Check the personal grooming of the staff engaged.
• Allocate the mise en place and mise en scene activities to the service staff.
• Inspect the mise en place and mise en scene thoroughly.
• Ensure all the requirements of the host are provided.
• Inspect the cleanliness of the service equipment and the function area.
• Check the bar counter, if required and ensuring it is equipped with adequate stock and other supplies.
• Assign the tables to the service staff.
• Give adequate briefing to the service staff on the menu, service procedures of food and drinks, toast, etc.
• Count the number of plates placed, if buffet service is organized in the presence of a host's representative and a
person from the control department.
During the Service
• Ensure that food and beverages are served according to the instructions given.
• See that the guests receive the food and beverages on time.
• If plated, food reaches the guests quickly at right temperature. If buffet, head count is made and the dishes are
replenished quickly.
• Fuel containers of the chafing dishes are frequently topped up with chemi-iuel.
• Clearance of soiled cutlery and crockery should be done quickly.
• Water glasses are filled frequently.
• The temperature of the function hall is at comfort level.
• Monitoring the service of alcoholic beverages
• If toast is proposed, all wine glasses are filled with wine—normally, it is done in formal function.
• After the toast, coffee is served.

After the Function

• The tables are cleared.
• The soiled service equipment are sent for washing.
• A/C is switched off.
• Food containers on the buffet tables are sent back to the kitchen.
• Buffet counters are dismantled and tables are stacked.
• Banquet chairs are arranged properly or stacked and kept aside.
• Soiled linen are sorted, counted, and kept aside for laundry.
• Bar counter is closed and the closing stock of the bar is taken.
• Bar cash is tallied with the consumption of alcohol, if drinks are not inclusive.
• Returning the empty, full, and partly used bottles to the bar.
• Settling the bar cash to the control department.
• Giving feedback to the service staff.
  Paying off the hired staff and terminating their services.
* Switching off the lights and other electric gadgets.
• Closing the banquet suits and locking.
• Preparing the bill for settlement.
* Entering the bill amount in the banquet sales record.
During the function, generator back up, additional fuse cartridges, fire extinguishers, and first aid must be kept ready.

Seating Plan
In all the formal table plans, the seating of guests should be decided with the consultation of the host He/she will
decide who will be seated at the top table and other tables.
*The seating plan should be displaced in a prominent position in the pre-function hall or near the entrance of the
function hall so that the guests will know where they have to sit and where their table is positioned.
*The copy of the seating plan should be given to the organizer and the manager for reference.
*While seating the guests, avoid seating them with their backs to the top table as far as possible. However, it is not
possible in the plan of top table with round tables.

Note that the names are listed in alphabetical order for quick search. On the table allotted, the name card will be
placed at the head of each cover, thus making the guest find his/her cover
easily.

SEQUENCE OF FORMAL BANQUETING SERVICE.

• Guests get assembled in the Ante room.

• Small welcome drink or mocktail may be served to the guest in the ante room
• Seating plan is displayed or announced for the guest. Tables are numbered avoiding the number 13.
• Stewards/ waiters line up behind the head table and other tables.
• Guests are seated and serviettes placed across the leg
• First course is served to the head table followed by the other tables.
• Clearance also follows the same order.
• The subsequent courses take the same procedure.
• Toast may be raised in a break between the courses or it may even be raised at the beginning or the end of the party.
• Whenever toast is raised it is to be announced by the Toast Master.
• The Toast master is only responsible for the raising of Toast, the rest of all announcements are normally carried out
by the MOC.
• The service could be a pre-plated service or silver service at times, but strict observance of the codes is followed.
• All the guest seated in the head table are given the honor of name cards whereas the guest in the other tables are
either numbered or named as per the choice of the party.
• To facilitate the service system different systems are used which can vary from hand gestures to light signals.

BRIEFING
Briefing of staff refers to issuing service instructions. During briefing, the personal grooming of the staff is inspected
and the stations are allotted. Experienced staff are normally allotted top table and the aged staff are allotted the
stations near the entrance, thus minimizing the walking distance. The queuing instructions and the signal that will be
used during the service will be briefed in the case of formal service. The number of covers allotted to each waiter and
numbering of the covers, the person who will be doing the service of water, when to keep the bread basket and butter
dish, when to do the clearance, when to serve wine for toasting, etc. will be briefed for the formal service.
In the case of buffet, what dishes will be kept where in which containers, who will do the replenishing of dishes, man
the buffet, serve water, do the clearance work, and serve the sweets will be discussed,
What dishes and how much will be served by the staff will be briefed to the staff.

Toasting

In Britain, with the exception of the navy (1-2 segments of navy) who have the privilege of drinking the loyal toast.
All toasts are responded to by standing while the person being toasted remains seated. The rule also applies if an
association or similar organization is being toasted. Any member present remaining seated, and then the toast is
proposed.
Toast master

Toast master is highly professional activity and requires the invoice of a specialist who really understands the art and
can make all the difference to the proper execution of a banquet.

Important function, duties and responsibilities of toast master are:-

1. To ensure that the entire program is conducted smoothly and efficiently

2. Toastmaster is responsible for correct toast procedure and the execution of other formalities associated with a
function.
3. Master of ceremony organizes the dances, floor shows and other entertainment programs.
4. He does the job of coordinator by organizing the toast, during the hall speeches.
5. He should be having an impressive personality , mastery over the art of producing his voice without shouting
and haling
6. He should be well educated and should have good command over language.
7. He should have good vocabulary and clear speaking voice devoid of any broad dialect.
8. Toast master should understand 1 o 2 foreign languages
9. Must be able to demand respect ,obtain cooperation from all members of the staff
10. He should be diplomatic and tactful.

In Britain of the British love for tradition and ceremonies the toastmaster has become an essential figures who can be
usefully employed at all functions except small private parties where there are no formalities to observe.

IN America toast mastering is considered to be and honor of some magnitude rather than duty and is often understand
y a celebrity or someone of high standing associated with function. It is carried out in a much more informal way.

In India toasts are not popular. This custom has been borrowed from the west Only for state banquets these customers
are carried out with some reservation.

Service Procedure At Formal Function

In a formal banquet, normally four course menu is offered which includes appetizer or soup, fish, main course, and
sweet.
Following is the service procedure of continental menu implemented during the formal function:
Aperitifs are served to the guests at the pre-function area and the invitees take a look at the seating plan pasted at the
entrance of the hall. The service of drinks lasts for half an hour and then the toastmaster strikes the gravel and
announces in a clear voice, 'Ladies and gentlemen, the dinner is served'. The guests go into the dining hall and wait
till the host and other guests at the top table take their seats.
Bread and butter are placed before the arrival of the guests.
•The supervisor signals and the waiters line up at the hot plate as previously briefed to the staff and take the food in a
line.
•The top table waiters serve the food first; the other waiters serve at their stations once the service at the top table
commenced.
•Service staff leaves the room in a line after each course is served.
•Two waiters forming a team do the clearance—one standing just back of the guest holding a large tray and another
taking away soiled plate from the right-hand side and placing gently on the tray, cutlery separately, and moving to the
next guest.
•The other waiter holding a pile of clean half plates, places the plate with the help of the cloth from the right-hand side
for the fish course.
•Collect the fish and serve from the left-hand side. Take the dish back after serving.
•Clear the soiled plates as explained and place the full plate for the main course.
•Collect the main course, potatoes, and vegetables.
•One serves the main course, followed by the second with potatoes, and the third with the accompanying vegetables.
Serve the accompanying sauce.
•Clear the soiled plate as discussed along with the side plates.
•Take away the bread baskets, butter dishes, and cruet sets.
•Do crumbing and adjust the cutlery for the sweet course.
•Serve pre-plated sweet from the right-hand side.
•Clear the soiled plate.
•Serve the wine to all the guests for toast.
•Toastmaster announces the toast.
•Host proposes the toast raising the wine glass.
•Toastmaster announces chair's permission to smoke.
•Coffee cups placed from the right-hand side, sugar bowls with teaspoon kept on the table.
•Coffee is served from the right-hand side.
{Note: In the formal food service, no second helping of food is offered.)

As soon as the top table's plates are removed, the plates of other guests seated at the other tables should also be
removed.
The waiters should not commence the service or clearance without the signal of the supervisor. Before giving the
signal for clearance, the supervisor ensures all have consumed the meal. No precedence is given to rank or sex other
than top table.
In the formal function, the seating of the guests at the top table will be decided by the host The chief guest or guest of
honour is seated to the left of the host, Mrs Chief Guest or guest of honour is seated to the right of the host, the
hostess is seated to the left of the chief guest or guest of honour.
In a small group of 10 to 15 guests, the host is seated at the head of the table, Mrs. Guest of honour to the right of the
host, the hostess at the tail of the table, and the guest of honour at the right of the hostess.
While serving at the top table, who should be served first is often debatable. Some say Mrs Guest of honour should be
served first and others argue that the host should be served first in formal function. The best way to do is to consult
the host and carry out the way he/she wants it to go as it is his/her functions and he/she is the host.
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PROCEDURE FOR TOAST AT FORMAL FUNCTION

Toast will be generally announced by the toastmaster as soon as the sweet course is over and before the service of
coffee. The table should be cleared and the glasses filled with wine. No guest is allowed to smoke until the toast is

The toast is announced by the toastmaster and is then proposed by the host of the function. After the toast, the
toastmaster announces that the company present has the chair's permission to smoke.
Staff keeps the ashtrays on the table and serves coffee.

TOAST PROCEDURE AT A STATE BANQUET

When our president is giving a banquet on honor of a visiting head of states. He will at the time of toast first purposes
a toast for the health f the visiting V.V.I.P, his government and the people of his/he country.
The national anthem of the visiting head of state will be played first after the toast has been proposed by our president.
Therefore, visiting head of state will thirdly propose a toast and the national anthem of our country will be played
after it. At the time when the toast is being proposed the person to whom the toast is being proposed, remains seated.

Procedure For Toasts At Formal Wedding

Each formal function normally has a toast and the timing of which and the list of toasts—who
Will propose and who will reply—will be discussed prior to the function. Following are the two procedures of toasts
practiced during the wedding function. The cake, which is the focal point, should be neatly presented on a silver tray
with a knife and kept ready for the newly wedded couple to cut. ¦
• The bride and bridegroom cut the wedding cake.
•Telegrams of wishes and congratulations are read out by the best man.
•Cake and champagne are passed around for toasts.
•Toastmaster announces toast to bride and bridegroom, proposed by bride's father or close relation.
Response of bridegroom—proposes health to bridesmaids.
•The best man replies on behalf of the bridesmaids.
•Toasts by close relatives of bride and bridegroom. Alternatively,
•Champagne is passed around for toasts.
•Toastmaster announces toast to bride and bridegroom, proposed by bride's father or close relation.
•Response of bridegroom—proposes health to bridesmaids.
•Best man replies on behalf of the bridesmaids.
•Toasts by close relatives of bride and bridegroom.
•The bride and bridegroom cut the wedding cake and the telegrams of wishes and congratulations are read out by the
best man. Cake and more champagne are passed.

Service Procedure At Informal Function

 no formalities are followed in an informal function. The food and beverages are served at a specified time either by
buffet service or family service. A party of 100 and more are normally served by buffet.

Outdoor Catering
 Outdoor catering (ODC) refers to extending catering services to a specific group outside the premises in the
venue chosen by the host. The success of ODC largely depends on the efficient planning and careful attention
to the details.
It is important to take the following steps to ensure successful outdoor catering.
Preliminary survey of the function place
Preliminary survey of the place means visiting the place where the catering is organized to check and assess
the following.
•The distance from the hotel or base, travelling time during the peak and lean traffic, peak and lean traffic
period, etc. which will give a clear idea to the caterer the latest starting time from the base or from the venue.
•The availability of water, power, gas supply. Accordingly, the provisions have to be made.
•Shops, if any near the venue and the availability of materials in case of emergency.
•The size and shape of the area. Is the function place inside the building or in the open area? If it is in open,
do we need to erect temporary shed?
•The condition of the open area to assess if covering of the floor with coir mat is necessary.
•Availability of toilet facilities. If unavailable, temporary one should be erected which should be far away
from the clean water resource.
 •Identifying suitable area for kitchen stores, kitchen, pot washing, food service area, entertainment area if
offered, hand wash area, parking area, etc.
•Facilities for garbage disposable.

Space Efficiency & Table Placement  

In order to maximize the amount of round banquet

tables you can fit in a room, place them as illustrated in
If aligning 8 foot banquet tables end to end, you may add 1
the picture to the right. Diagonal placement is more
chair for each "joint" on each side. (See picture to right) This
space efficient than lateral rows.
should only be done if space is limited.

Banquet Setup Diagrams and Illustrations

Classic Banquet Style Placement Banquet Round Style

Classic banquet style table

placement consist of long
rows of rectangle banquet
tables with seats on both
sides. This setup will allow for The picture to the right
the most seats in a room. illustrates banquet style with
Notice in the picture to the round tables. Notice the rows
right an extra person is added are off center in order to
at the "joint" of each table. maximize seating.
The setup allows for a head
table to be placed at the front
of the room, like shown in the
illustration.

Conference Style Hollow Square

Conference style is great
for critical thinking
discussions. This is the
most productive setup
Conference Style For
when decisions need to be
22 People
made. You finally have the
board of directors all in one
place, so develop your
action plan in great time. Hollow square setup is much
Common setup includes 4 like conference style, except
eight foot tables. the inside of the square is
Conference style is NOT hollow. The illustration to the
ideal for groups of more right shows a hollow square
than 30 people. For groups setup for 50 people using 10
of more than 30 and 30x96 tables. Dimensions are
discussion/interaction
21 ft x 24 foot.
needs to be made, U shaped
is ideal.
 
The illustration to the
right is setup for 22
 
people. 4 30x96 tables are
used, and it utilizes 1 extra
chair at the "joint" of the
tables.
Hollow Square w/ Serpentine Tables  U Shaped Setup

The hollow square diagram The picture to the right

to the right utilizes shows a U-Shaped setup for
serpentine tables at the 27 people using 6 30x96
corners. The illustration is tables.
setup for 44 people. It uses
4 serpentine tables, and 8 Dimensions of 27 Person
30x96 rectangle tables. Setup
   
Inner U
Side Bottom
Width

222 96
132
inches inches inches
The U shaped setup works
well for presentations where
there will be interaction
between the guests, and the
speaker. The speaker can
 walk up and down the
hollow box inside the "U"
interacting with the guests.
This style setup can be used
for meetings, dinners, or
watching films.

When setting up "U"

shaped, you may place a
video projector etc. at the
front of the hollow part of
the "U".
U Shaped Setup w/
  U Shaped w/ Head Table Inside U
Serpentine Tables

The U Shaped diagram to the

You may also place the head
right utilizes serpentine tables
table inside the legs of the
at the corners. The diagram is
"U" like shown in the
setup for 26 people. It uses 8 picture to the right. This
8 foot tables, and 2 table placement adds 3 seats
serpentine tables. to the head table.

U Shaped Plus   Theatre Style Setup  

The U shaped plus style

can be used when space is
limited. Chairs are placed Theatre style banquet setup is
in the "hollow" part of the   the most space saving design.
U. This is takes away some If your event is a speech or
of the advantages of the
lecture, this is the setup for
hollow part of the U.
IMPORTANT! In order to you. You may administer this
setup like this, you need to setup for watching films, or
have either the head table performances. Banquet chairs
inside the "U" or more than are faced towards the head
2 8 foot tables for the head table in front of the room.
table. Otherwise there will
not be enough room for the
chairs inside the "U".
Classroom Style Setup V Shaped Setup
The classroom style setup is
great for orientations or any
other presentation when the
guest will need to be
V shaped setup is much like
writing/eating while
classroom style, except for the
observing. Our seminar tables
tables are tilted toward the
are most suitable for saving
speaker.
space with this setup.
Seminar tables have a smaller
width than standard banquet
tables.

Auditorium Style Setup Herringbone "Fishbone" Style Setup

Herringbone style setup is for

dinners that will involve a
speaker. The alignment of the
Auditorium tables allows for most guests
style setup is to be comfortable while facing
very similar to the speaker. The tables are
theatre style. turned at an angle toward the
The chairs in head/speaker's table. Chairs
the outer area are placed on both sides of
are angled the tables. If using your
toward the standard 8 foot banquet
speaker more tables, it is recommended to
so than the place 3 chairs on each side
inner. due to some guest wanting to
turn their chair a little more.
Placing 4 chairs on each side is
perfectly fine if need be.

Semi Circle Circle Style

Semi circle setup is great for Circle style is much like semi
meeting when interaction is circle except the circle is
needed with the speaker.The completely closed off. The
setup to the right is an illustration to the right is for 96
illustration of semi circle people, and utilizes 24 8 foot
setup using 8 foot rectangle tables.
tables. The tables have seats
only on 1 side. There is a
head table, or podium at the
front of the open part of the
circle. The illustration is a
semi circle diagram for 48
people, and uses 12 8 foot
tables.

Calculating the banquet area & setting

41/2 ft

11 pax on top table 3ft

24 feet

3ft

36 pax 36 37
18 on pax pax
each 18 on 18 36ft
side each and
side 19 on
two
sides

41/2ft

41/2ft 6ft 41/2ft

Banquet of 120 pax top table 11 pax

Length of table top table

2 ft x 11 pax= 22 ft. (2ft space required for one pax)
Banquet table size 6x3 ft i.e. 6ft each
Therefore total numbers of table required = 22/6= 3. 6=4tables
Length of top table =24ft

Numbers of sprigs required

120-11=109 pax
4sprigs=109/4=27, 27, 27, 28.
3sprigs=109/3=36, 36, 37.

Length of each sprig

Number of pax on each sprig =36 i.e. 18 pax on each side
Length of the sprig = 18x2=36 ft
No of table (6x3ft) =36/6=6 tables

Checking of the 3 sprigs will fit on the top table

1. Breath of the table on sprigs=3x3 ft=9ft
2. Two gangways(i.e3ft each)2x3ft=6ft
3. Four chair width 11/2 ft each=6ft
4. Total space required for sprigs =21ft
Since the length of top table is 24 ft
Sprigs will fit easily

Length of the banquet hall

1. Length of the top table i.e. 4x6 ft=24ft
2. Two chair width (11/2 ft each) i.e. 2x11/2 ft=3ft
3. Two gangways (3ft each) i.e. 2x3ft = 6ft
4. Hence length of banquet hall is 24ft +3ft+6ft =33ft

Width of the banquet hall

1. Distance of the top table from the wall =41/2(3ft gangway+11/2
ft chair width)
2. Width of table on the top =3ft
3. Length of the sprigs i.e. 6x6ft=36 ft
4. Gangways i.e. 3ft
5. Distance from the (use of sprigs at the end of wall) = 41/2
6. Hence total width f banquet room is 51ft
Dimension of the banquet hall are 33ftx51ft =1683sqft