BANQUETS

Sr. No. TABLE OF CONTENTS Page No.

01 Taking Banquet Reservation 3
02 Preparing Function Prospectus 6
03 Distribution of Function Prospectus 7
04 Function Prospectus details 8
05 Check List for Conference and Seminars 9
06 Check List for Cocktail Dinner 11
07 Handling Last Minute Banquet Booking 13
08 handling Sales Call 14
09 Mise-en-place 15
10 Procedure for Buffet Set-up 16
11 Head Table arrangement 17
12 Setting up Bar Counter 18
13 Briefing Procedure 19
14 handling Guest Beverages 20
15 Making Board To Read 21
16 Billing Procedure 22
17 Taking Inventory 23
18 Indenting Linen 24
19 Indenting Stores 25
20 Handling Records & Registers 26
21 Maintaining Guest History 27
 Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Taking Banquet Reservation SOP No : 1

PROCEDURE :

The following are the details one must know while taking a banquet reservation:

Sitting arrangement and Capacity:

ORCHID ROOM
1. Theatre Style: 200
2. Classroom Style: 70
3. Boardroom Style: 25
4. U Shape: 30
5. Fishbone Style: 30
6. Informal/Buffet 350
7. Sit-Down/Buffet 80

DAFFOFILS
1. Theatre Style: 80
2. Classroom Style: 36
3. Boardroom Style: 32
4. U Shape: 28
5. Fishbone Style: 28
6. Informal/Buffet 60
7. Sit-Down/Buffet 30

BOARD ROOM
1. Theatre Style: 80
2. Classroom Style: 36
3. Boardroom Style: 32
4. U Shape: 28
5. Fishbone Style: 28
6. Informal/Buffet 60
7. Formal Sit-down 30
Golden Tulip
1. Theatre Style: 80
2. Classroom Style: 36
3. Boardroom Style: 32
4. U Shape: 28
5. Fishbone Style: 28
6. Informal/Buffet 60
7. Formal Sit-downs 30

Types of Function:
1. Conference
2. Presentation
3. Seminar
4. Interview
5. Reception
6. Cocktail Dinner
7. Product Launch

Audio Video equipment:

1. LCD
2. OHP
3. Screen
4. Music
5. Lights
6. PA System
For this equipment, the Security Department is informed giving the details of the types
of equipment’s and the check in time for gate pass.
The gate pass must be made by the security after examining the physical count of items
and verifying with the FP

Beverages:
Beverages are also sending to the guests, if required. The beverages given are basic spirits,
Beers, etc. The requisition has to be made to the coffee shop service bar, specifying the
Brand and the quantity. It is then registered in the register with the Barman
 The Menu:

1. There are choices of 03 salads.

2. Vegetarian Soup.
3. Choices of 01 Raita.
4. Choices of 02 Non-Vegetarian dishes.
5. Choices of 02 Vegetarian dishes.
6. Choice of 01 Dal.
7. Choice of 02 Indian breads.
8. Choice of 02 Desserts.

Complimentary Items:

The basic conference stationery provided to the guests are :

1. Writing Pads.
2. Pencils.
3. Flip chart board
4. White board.
5. 02 Services of Tea and Coffee with Biscuits.
 Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Preparing function prospectus SOP No : 2

PROCEDURE :

 Always prepare the FP as per the format developed.

 Fill in as per the format.
 Enter all details pertaining to the function.
 All the special requirements that the guest asks for are also entered.
For example: extra lights, extra flower arrangements, section for
valet parking, etc.
 The menu items are entered
 Save the information and note the number of FP.
 Finally the FP no is written down in the reservation diary accordingly. This is
Important so as to counter check the details in future or as and when required.
 Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Distributing function prospectus SOP No : 3

PROCEDURE :

 The F.P’s are neatly prepared with clarity of information and the required number of copies
are removed and distributed to the following departments.

1. General Manager’s Office.

2. F&B Manager’s Office.
3. F&B Control.
4. Accounts.
5. Kitchen.
6. Kitchen Stewarding.
7. Coffee Shop.
8. Security.
9. Engineering.
10. House-Keeping.
11. Stores.
12. Front-Office.
13. Banquets.
 The F.P contains the F.P no and the name of the function, which is counter signed by the
distributor and the receivers in the register maintained for FP distribution.
 All FP must reach the concerned person and receipts acknowledged duly in order to ensure
clear flow of communication.
 Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Function Prospectus - Details SOP No : 4

PROCEDURE :

 The details which are to be entered in the Function Prospectus are

1. Name of the Function.
2. Date of the Function.
3. Venue.
4. Session.
5. Timings.
6. No. Of people guaranteed and expected.
7. Rate & Taxes.
8. Mode of payment.
9. Address, Telephone no and fax no.
10. Any special instructions.
11. Sign Board matter.
12. Menu: Veg / Non-Veg /Salads/Dessert.
 Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Checklist for Conference and Seminars SOP No : 5

The checklist for conference and seminars are in three phases:

1. Pre – Function
2. Operation
3. Post – Function

PRE - FUNCTION
 Glasses / Cutlery Polished, Ready for Operation.
 Linen / (Napkins / Table Cloth) – Inventory to be complete.
 Board to Read (Clean, Accurate, Placed Properly) at the hotel entrance & Meeting room
entrance.
 Chaffing Dish to be checked.
 Ash Trays/ Cruet Set / Candle Stand / Flower Arrangement / Bread Basket / Butter Dish to
be ready (in case of sit – down)
 Pads / Pencils / polo – to be ready (in case of conference )
 Check the store / General & Food.
 Hall to be ready (Hovering / mopping / room freshener) to be checked.
 Seating arrangement /set up to be done as per specifications.
 Staffing to be done ( Duty Allocations )
 Chairs to be dusted.
 Buffet tags to be made ready.
 Name tags to be kept ready.
 Housekeeping to be informed regarding floral arrangement required for the future.
 Audio – Video Requirements to be followed, all equipment to be arranged prior to guest
arrival.
 Check the Front Entrance display board for Cleanliness, Accuracy & Alignment of Letters.
 Front Entrance (Free from litter ,Clean , Cars not obstructing the Entrance)
 Front Door (Clean, free from stains, Brass sparkling)
 Toilets (Clean, Dry & Odour free)
 The meeting room display Board (Clean, Accurate & Aligned)
 Floral Arrangement on the Table to be fresh and not wilted.
 Pantries to be clean & organized.
 Carpets to be Spotless.
 Tables to be frilled properly.
 Lights to be checked.
 A/C to be functioning properly and put on 45 mins prior to the function

 Tea / Coffee Counter to be set up.

  Hot water to be filled in the chaffing dishes.
 Name tags & Buffet tags to be checked.
 Glass door to be opened by the Security 45 mins prior to the function.

OPERATION

 Caption / Sr. Steward to be present when guest arrives and introduce himself to the
host/ coordinator
 Set up and equipment to be reviewed with the host.
 Timing of Tea / Coffee, Lunch / Dinner snacks etc. have to be reconfirmed and
Conveyed to the kitchen.
 In case of conferences, one person to remain inside the hall during the conference
And coordinate the services of tea / Coffee, lunch / dinner, snack etc.
 Regular replenishment of water must be done as per requirements.
 Bill to be raised and checked against FP before being presenting.
 Billing instructions to be checked and settlement done accordingly.

POST FUNCTION

 A/C to be switched off.

 Glass door to be locked.
 Chairs stacked in one corner.
 Soiled linen to be returned to Housekeeping.
 Back area to be cleaned.
 Equipment’s to be kept at their respective places.
 Coffee machine to be switched off.
 Chaffing dishes to be cleaned.
 Water from the chaffing Dishes to be removed.
 All lights to be locked properly
 Cross check if billing was done correctly review customer feedback.
 Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Checklist for Cocktail Dinner SOP No : 6

PROCEDURE :
1. Pre – Function
2. Operation
3. Post – Function

PRE FUNCTION

 Glasses / Cutlery Polished, Ready for Operation.

 Linen / (Napkins / Table Cloth) – Inventory to be complete.
 Board to Read (Clean, Accurate, Placed Properly)
 Chaffing Dish to be checked.
 Ash Trays/ Cruet Set / Candle Stand / Flower Arrangement / Bread Basket / Butter Dish
to be ready (in case of sit – down)
 Check the store / General & Food.
 Staffing to be done ( Duty Allocations )
 Chairs to be dusted.
 Soft drinks to be stocked
 Cocktail Napkins to be ready
 Hall to be ready (Hovering / mopping / room freshener) to be checked.
 Buffet tags to be made ready.
 Name tags to be kept ready.
 Housekeeping to be informed regarding floral arrangement required for the future.
 Audio – Video Requirements to be followed, all equipment to be arranged prior to guest
arrival.
 Check the Front Entrance display board for Cleanliness, Accuracy & Alignment of Letters.
 Front Entrance (Free from litter ,Clean , Cars not obstructing the Entrance)
 Front Door (Clean, free from stains, Brass sparkling)
 Toilets (Clean, Dry & Odour free)
 The meeting room display Board (Clean, Accurate & Aligned)
 Floral Arrangement on the Table to be fresh and not wilted.
 Pantries to be clean & organized.
 Carpets to be Spotless.
 Tables to be frilled properly.
 Lights to be checked.
 A/C to be functioning properly and put on 45 mins prior to the function

 Tea / Coffee Counter to be set up.

 Coffee machine to be switched on and coffee to be brewed 30 mins prior the service.
  Hot water to be filled in the chaffing dishes.
 Name tags & Buffet tags to be checked.
 Cocktail napkins to be ready.
 Fresh lime & slices of lime to be stocked for cocktails.
 Snack counter to be set.
 Snack tray with fuel pots to be kept ready

POST FUNCTION

 Chairs stacked in one corner.

 Tables to be folded & stacked
 Chaffing dishes to be returned to the pantry.
 Glasses / crockery / Hollowware to be kept at their respective places.
 Bar counter to be cleaned
 Empty racks to be put near the security
 Linen to be exchanged.
 Entire are to be re-checked.
 Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Handling Last Minute Banquet Booking SOP No : 7

PROCEDURE :
 When last minute booking come, the following things are to be done:
1. The Kitchen should be informed first orally followed by a written note:
2. All the equipment should be ordered as per the requirements.
3. The banquet captain should be informed as well as other outlet in-charge.
4. A note should be send to all the departments.
5. Board to read must come out immediately.
6. Front office must be informed about the guest’s arrival.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Handling Sales Calls SOP No : 8

PROCEDURE :

 There are two types of calls which the banquet receive:3

1. Cold calls: in this case, one person goes to the office without prior
Appointment
2. Appointment call : in this case, the prior arrangement is made on the telephone
or otherwise.
 In each case, the details regarding the hotel, outlets and the banquet rates are given
To the guest.
 The guests are then invited for tea/coffee and the entire hotel is shown to them.
 The guests are made comfortable and the banquet areas are sold to them.

Dept - Banquets
Standard Operating Procedure
 Food And Beverage Service Issued : New

Task: Mis en Place SOP No : 9

PROCEDURE :

 According to the type of the Function and the no of people, the Mis-en-place is done.
 If there is a conference , then the following arrangements has to be done:
1. Writing Pads.
2. Pencils.
3. Water.
4. Glasses.
5. Coasters.
6. Mint in bowl.
7. Glass covers.
 If the Function is a Lunch/Dinner Get together, the following arrangements are done
1. Buffet requirements.
2. Dinner plates.
3. Dessert plates.
4. Napkins.
5. Spoon/Forks.
 If the function is in the morning, then the Mis-en-place is done one day in advance.it
Will include all the activities like cleaning of the entire room, dusting of the chairs and the tables, etc.
which has to co-ordinated with the house keeping Department.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Procedure for Buffet Set - up SOP No : 10

PROCEDURE :

 The procedure for the buffet set-up is done according to the no of people.
 The following activities are carried on during the buffet set-up:
1. Place the chaffing dish on the buffet table in the required place as per the menu.
2. Check hot plates for working
3. Put water in the chaffing dish. (water level must be one inch height from bottom)
4. Under liner to be placed in front of the dish to keep the service cutlery.
5. Polished ladle to be placed on the under liner.
6. Menu tag holder to be placed with the menu tags
7. According to the no of salads, the i=under liners with the service cutlery to be
kept ready for the salads.
8. Extra under liners and service cutlery to be kept ready for replacements.
9. Keep cruet set in the centre of the salad counter.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Head table arrangement SOP No : 11

PROCEDURE :

 All the arrangements are made one day in advance.

 It depends on the no of people and the type of the function.
 The following arrangements are to be done at the head table:
1. Guest note pad along with the folder.
2. Flower arrangements to be placed in the centre of the table.
3. Mint polo’s
4. Ashtray
5. Glasses, as required.
6. Glass covers.
7. Name boards if requested for.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Setting up Bar counter SOP No : 12

PROCEDURE :

 According to the no of people and type of beverages, the st-up for the bar counters
Is done.
 All the glasses like, Hi-ball glass, Collins, Wine glass, Rolly – Polly, Champagne tulip
Champagne saucer and other fancy glasses are wiped clean.
 The glasses should be arranged in proper manner.
 Assorted aerated water/ beverages to be stacked and chilled one hour before the
Function.
 Any Canned juice, soda, tonic or mineral water to be stacked properly.
 The stir sticks, bottle openers, straws, can openers wine bottle openers ,etc. should be
Kept ready at the Bar counter.
 Other ingredients like, tobacco, sugar syrup, lime cardinal, lime slice, lime wedges,
Salt, pepper and garnishes like pineapple, cherry, khush syrup, grenadine syrup and
Cocktail shakers, peg measure, blenders bar spoon, etc. should also be kept ready at
The Bar counter.
 In case guest brings his own liquor, a count of the same must be taken along with the guest before
stacking the bar.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Briefing Procedure SOP No : 13

PROCEDURE :

 The briefing is done before every function.

 Briefing must be taken at the beginning of every shift.
 All employees must read the logbook before the briefing.
 Captain must ensure the following with the staff:
1. Ensure that the uniform is laundered.
2. Haircut, above the ears and not falling below the collar.
3. Finger nails (filed) clipped, no dirt inside the cuticle.
4. Moustache if worn to be trim, not covering upper lip.
5. Daily shave only mildly perfumed after - shave.
6. Brass button if part of the uniform to be well polished
7. Name tag displayed evenly
8. Ensure the following personal Mis-en-place is always carried.
9. Black socks & shoes that are approved by organisation
10. Only a wedding band or an engagement ring and wristwatch are allowed.
 Pen.
 Bottle opener.
 Match box – Hotel brand.
 Small note pad.
 Comb.
 Situations of previous day.
 Revise food & beverage menu.
 Revise wine list.
 Settle grievances and problems.
 Allocation of regular duties.
 Sales figures are discussed.
 Staff must be questioned about Hotel information and technical awareness.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Handling guest’s beverages SOP No : 14

PROCEDURE :

 Note down the no of bottles and their brand names consumed.

 Get it signed by guest
 After the signature, one copy will go to the guest and the other copy will go to the
Barman.
 At the end of the function, show the guest consumed bottle as well as the full bottle.
 Remark the changes and get it signed by the guest.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Making Board to Read SOP No : 15

PROCEDURE :

 The board is made according to the details in the FP.

 The spellings are checked
 The alignment is also checked.
 The date is entered.
 The board should be spotlessly wiped and clean.
 The brass metal is to be polished.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Billing Procedure SOP No : 16

PROCEDURE :

 The following entries are made in the bill

1. FP No.
2. Buffet rates.
3. Quantity.
4. Details like; aerated water, can juice, beer etc. as per the consumption
5. Types of equipment required by the guest.
 After entering the details double – check the items fed in the system.
 Save the bill in the system and print it.
 There are different modes of payment like; credit, cash, cheque, and bill to company.
 If the payment is bill to the company, then the following procedure is followed:
Take the business card of the guest who has signed the bill.(before accepting boll to
Company, letter must be obtained In company letter head stating bill must be sent to
the company at the given address and the same shall be paid with in specified time.)
 If the payment is direct, then the following procedure is followed:
The money obtained from the guest and he is given first copy of the bill after it has been stamped
PAID. The money is deposited with cashier along with second copy.
 If the payment through cheque, then the following procedure is followed:
Receipt to be made against the bill and a copy to be given to the guest. Both the
Copies will then go to cashier.
 If the payment is though credit card, then the following procedure is followed:
Get the bill and the credit card slip signed by the guest. After the guest signs the bill
and the slip, check the signature. One merchant copy and the bottom copy will go to the cashier and
the top copy of the bill will go to the guest.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Taking Inventory SOP No : 17

PROCEDURE :

 All the cutlery, crockery, glassware and hollowware is physically counted once in a
Week.
 An inventory register is maintained along with the variance.
 The captain in charge then counter signs it.
 Weekly inventories are taken internally and submitted to F & B Office.
 Monthly inventory is taken along with Kitchen Stewarding.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Indenting Linen SOP No : 18

PROCEDURE :

 According to the type of the function and the no of people, the indent is done.
 The indent may be for napkins, table cloths, frills, etc.
 The required number of linen is collected from housekeeping and an indent signed by
the department head.
 As the FP for the function has sent to housekeeping , the linen can be arranged well
in advance.
 All the soiled linen of the previous function must be sent to housekeeping as per the
Indent made for the function. Linen must be counted physically in presence of
Housekeeping assistant and recorded.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Indenting stores SOP No : 19

PROCEDURE :

 There are two different parts in indenting stores.

1. General Stores:

 The indents are made according to the PAR stock

 All stationary items are also indented from the General Stores.

2. Food Stores:

 The indents are made according to the PAR stock

 The indent has to the beverages to be given to the barman as per the requirements.
 Liquor is picked up from coffee shop bar and soft drinks are picked up from
Food stores.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Handling records & registers SOP No : 20

PROCEDURE :

 The following are the records maintained in the Banquet desk:

1. Sales logbook : the entire figure has to be entered in the logbook. Like: sales
Tax , expenditure tax , paid out, net amount etc. the details like FP no. date,
Name , venue session, bill no, mode of payment , tips(cash/credit)
2. FP file : All the FP’s has to filed on daily basis
3. Stock register.
4. Attendance registers.
5. Events register.
6. Menu file.
7. Guest Comments file
8. Challan File.
9. Inter-office Memo file
10. Quotation File.
11. Hiring of Equipment file.
Standard Operating Procedure Dept - Banquets

Food And Beverage Service Issued : New

Task: Maintaining guest history SOP No : 21

PROCEDURE :

 The list for the Regular Guests is maintained

 The following details are mentioned in the list:

1. Their Company.
2. Telephone Nos.
3. Name.
4. Set-up
5. Special requirements.
6. Food.
7. Birth date of the guest.
8. Address.
9. Guests like & dislikes.
 This list is checked on regular basis. Accordingly , the guest is sent greeting cards.