Chapter Six
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Function room's appearance
Location
Utilities
Amount of floor space.
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A function room's appearance is high on
most clients' priority lists
Often a potential client is attracted to the
facility primarily because of the ambience
provided
◦ View
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Lighting
Sound
Colors
Walls
Temperature
Smell
Visibility
Layout
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Room dimension
Ceiling height
Number of columns
Exits and entrances
Proximity, number and quality of restroom
facilities
Colors and types of floor and wall coverings
Sound insulation
Lighting
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The typical ceiling height in hotel or
convention center function rooms is
approximately eleven feet
In many local municipalities, the building
code may require a higher ceiling
Some building codes stipulate 14-foot
ceilings in public areas, such as restaurants,
theaters, and shops.
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A lectern or head table should not be located
next to an entrance because the movement of
those coming and going will disrupt the
speaker
If a video or power point presentation is
planned, try to have the room set up so the
doors are off to the side so that a late-comer
does not have to walk in front of the
projector and interrupt the presentation.
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The colors and types of floor and wall
coverings are the first thing a client sees
when viewing a function room
In addition to meeting building-code
requirements, they should be free from stains
and in good repair
They also should be in good taste and
decorated with style.
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Guests tend to eat and drink more in brightly
lit, colorfully decorated surroundings
Vibrant colors, such as brilliant red, hot pink
and bright yellow stimulate the appetite
Dark tones dull the appetite
Examples of colors that cool the appetite are
dark green, navy blue, gray and black.
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Some caterers consider how the clients are
paying for receptions
If they are paying per person, it would benefit
the facility to have the guests eat and drink
less, hence locating them in a darker room
would be a wiser choice
However, clients that are paying on a
consumption basis would benefit the facility’s
sales in a brighter room.
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Table placement at receptions affects food
consumption
An hors d’oeuvre table placed against a wall
only provides 180° access to the food
A rectangular table in the center of the room
provides two open sides and 360° access to
the food, and greater food consumption
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A round table in the center of the room gives
an appearance of a lavish presentation
But since there is no way for a line to form to
circle the table, guests have to work their way
in and out at various points for each item
they wish to eat
Which decreases food consumption.
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If the function room is a great distance from the
kitchen, the menu planner may be limited to only
those foods that hold up well
The banquet staff also will need to use hot and
cold transport equipment in order to preserve the
foods' culinary quality en route
Without this equipment, food costs could
increase as finished food items are vulnerable to
quality deterioration when they must be preplated in advance and transported long distances
The extra effort also could increase labor costs.
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Types of electricity
available in house
Types of electricity that
can be brought in
Maximum wattage
Maximum lighting
Number of separate
lighting controls
Heating, ventilation, and
air conditioning (HVAC)
capacity.
Closed-circuit TV, radio,
and VCR system.
Closed-circuit, audiovisual (AV) system
Paging system
Number, types, and
locations of:
◦ electrical outlets
◦ electrical floor, wall, and
ceiling strips
◦ phone jacks
◦ dimmer switches
◦ vents and ducts
◦ built-in speakers
◦ doors (open in or out?
single or double doors?)
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If the event will be in an
exhibit hall, the client
may be concerned with
the number, types, and
locations of:
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gas hookups
exhaust fans
drains
water connections
Data ports for computers
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Number of Guests
Type of Dining Tables
Aisle Space
Dance Floor Space
Bandstand
Other Entertainment
Head Tables
Bank Maze
Reception Needs
Buffet Table
Beverage Station/Bar
Side Stands
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Action Stations
Staging Area
Cashier
Display Area
Landing Space
Meeting Activity
Style of Service
Audience Separation
Handicap Seating
Props, Décor, Plants
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Local fire code will dictate the maximum number of
people who can be legally housed in a function room
This maximum is a good guide when planning a
stand-up function, such as a cocktail reception
It can also be a good guide when planning theater or
auditorium setups
Many events, such as banquet or classroom setups,
will accommodate fewer persons
For most F&B, you would be unable to accommodate
the maximum number of persons allowed by the local
fire code
Room setups for these types of events will reduce the
number of guests that can be handled efficiently and
comfortably.
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Allocate 10 sq ft per guest at rectangular banquet
tables
Round tables require about 12 ½ sq ft per guest
These estimates will suffice if you are using standard
chairs whose chair seats measure 20” by 20”
Adjust your estimates if you use smaller chairs
◦ seats measuring 18” by 18” or larger armchairs, which
usually have a minimum width of 24”
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Round tables are the easiest for the staff to service
and they maximize interaction among guests
Chair backs should be placed from two to three feet
apart.
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Aisles are needed for server access and
customer maneuverability
Aisles between tables and around food and
beverage stations should be at least 48
inches wide
Leave enough entry and exit room for guests
Allocate sufficient cross-aisle space
◦ aisles used for guests to collect and funnel in and
out of the function areas
◦ cross-aisles should be approx. six feet wide.
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Allocate 3 sq ft of dance floor per guest
Lay-out squares for portable dance floors
come in 3’ by 3’ sections
◦ 9 sq ft
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Use one section for every three guests
A 24’ by 24’ dance floor covers
approximately 600 sq ft of floor space.
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Estimate about 10 sq ft per band member
Drum sets usually require about 20 sq ft
Large pianos, synthesizers, runways, and so
forth need additional space
Disc jockeys may need considerably more
space to hold their equipment and music
collection
Check the entertainment contract as it may
set forth the floor-space specifications.
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Bandstands are often elevated on risers
Risers come in many shapes and sizes
The are used to elevate speakers, other
entertainers, or audio-visual (AV) equipment so
that a large audience can see what is taking place
at one end of the function room
Most are 4’ by 4’ or 4’ by 8’ folding risers that
can be adjusted to several heights
Set up with steps with attached hand and light
strips
A lawsuit can occur if a guest falls from an
improperly set stage.
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You may need to allocate additional floor
space for strolling musicians, and other
similar entertainment
Check the entertainers' contracts for exact
space requirements.
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25 to 100 % more floor space than regular dining tables
If tables on risers, increase space estimate to include
platform area, steps, and to spread the table-and-guest
weight properly over the stage
If using platform sections 4’ x 4’ and 4’ x 8’, connect a 4’
x 4’ and a 4’ x 8’ to have enough space for a dining table
measuring 3’ x 8’
You need 48 sq ft of platform space for approx 24 sq ft of
dining-table space
48 sq ft will seat four guests at 24” intervals
12 sq ft pp is the minimum amount for head-table guests.
A raised head table for twelve people, plus a lectern
should be a minimum of 26’ long
The rule of thumb is 2’ pp, plus 2.5’ for the podium
For more comfortable seating, allow 2.5’ to 3’ pp.
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A bank maze consists of posts (stanchions)
and ropes set up to control guest traffic
You may want to use bank mazes to control
traffic around cashier and ticket-taker
stations
Allocate more floor space to accommodate
them.
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Plan about 6 to 10 sq ft of floor space per guest
With 6 sq ft, guests will feel a bit tight; they also
will have a bit less ease getting to the food and
beverage stations
Consequently, they may eat and drink less
If a budget client is paying on a per-person
basis, where guests can eat and drink as much as
they want for one price, you might consider
allocating only about 6 sq ft pp to keep the price
low and your food and beverage costs under
control.
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7 ½ sq ft pp is considered to be a "comfortablycrowded" arrangement
◦ It is thought to be the ideal amount of floor space per
guest for receptions and other similar functions
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10 sq ft provides more than ample space for
guests to mingle and visit easily the food and
beverage stations
◦ It is an appropriate amount of floor space for a luxurytype reception
◦ It is an appropriate setup if the client is paying according
to the amount of food and beverage consumed
◦ You want guests to have enough room to eat and drink
as much as they want so that your revenues are
maximized.
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Food stations need
enough floor space for
the tables and aisles
An 8’ rectangular
banquet table needs 24
sq ft for the table, and
60 sq ft for aisle space (if
the table is against the
wall); about 100 sq ft for
aisle space if the table is
accessible from all sides.
When determining the
number of buffet tables
needed, as well as the
number of buffet lines
required, consider:
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Number of guests
expected.
Length of dining time.
Amount of service
equipment required.
Type of service
equipment required.
Type of menu.
Style of service.
Amount of decor
desired on the buffet
line.
Amount of total floor
space available in the
function room.
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Allocate approx two running feet of buffet
table for each food container
Tp display three hot offerings, three cold
offerings, and a condiment basket, you
should set up a buffet table about 14’ to 16’
long
With two 8’ rectangular banquet tables, you
will need 48 sq ft of floor space for the buffet
table and approx 150 sq ft of standard 3’
aisle space surrounding the buffet table
The total allocation for this setup is 200 sq ft.
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For self-service, nonalcoholic beverage stations,
setups are similar to buffet-table setups
A hot-beverage station will need about as much
space as a buffet table laden with foods
Bars need more floor space because you need room
to store back-up stock, ice, and coolers to hold beer
and some wines
Allocate enough working space for bartenders and, if
applicable, cocktail servers
The smallest portable bar measures approximately 6’
x 7’ or about 42 sq ft
Taking account of aisle and other space needed, you
need to allocate at least 150 sq ft for the typical
portable banquet-bar setup.
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Side stands, tray jacks and bus carts
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Three square feet each
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Also called Performance or Exhibition Stations
Allocate a bit more floor space than for a
buffet, so guests can gather and view the
chefs' performance
Your floor-space estimate also must be
increased if the action station is elevated on a
riser.
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If you anticipate any of these needs, you will
need to allocate sufficient space to accommodate
them
◦ temporary serving line in the function room
◦ band or disc jockey equipment storage
◦ A client may need space to store convention materials,
party favors, and other similar items
◦ Floor space for lighting and sound equipment
◦ A temporary service corridor to store hot carts
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If you allocate floor space for a staging area, you
should block it off with pipe and draping so that
it does not interfere with the appearance and
ambience of the catered event.
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Some functions, particularly beverage
functions, may require floor space for one or
more cashiers
The catered event might include a cash bar
The typical facility will require the client to
use cashiers to sell drink tickets.
Plan at least 25 to 30 sq ft for one cashier
station
If a security guard will be stationed at the
cashier area, you will need additional floor
space to accommodate this person.
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.Sometimes clients need space to set up their
own cashier stations, registration/information
tables, kiosks, booths, and so forth
A client may need a cashier station in order to
sell meal tickets to guests who have not
prepaid, but who decided at the last minute
to attend the event.
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Where guests can discard empty plates, glasses, soiled
napery, and waste
A tray on a folding tray jack stand located next to a bar or
against a wall
Allow 4 sq ft for each of landing space area
Cocktail or tuxedo tables can also accommodate this need
You can reduce the amount of landing space if attendants
remove the discards quickly and often during the event
Landing space should be allocated on the buffet tables
between and in front of food containers
Guests will need some place to set their drinks while
putting food on their plates
They may need room on the table to set their plates
temporarily while deciding what foods to take.
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A client may want to have a business meeting
and the meal or reception in the same
function room
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This is important if you are planning to use
French or Russian service, as these service
styles require up to twice as much floor space
Some buffets, especially those where
beautiful displays and several tables are used,
may also need extra space
Instead of the typical buffet floor-space
estimate, you may want to increase it by 50
to 100 % if the function is very elaborate and
you want to provide a luxury amount of space
for all guests.
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If you expect to have a physically
handicapped guest, you will need to allocate
additional floor space
A wheelchair-bound guest will need a bit
more space at the dining table as well as a
wider aisle in which to navigate.
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Using facility floor plans and other schematic
drawings that show square footage, dimensions,
doors, and other factors that may be important
to the client, several visual plans can be
developed using a basic template with graph
paper
Many facilities have software that will correlate
the room's dimensions, location, doorways,
service corridors, columns, protrusions, dead
space, permanent service installations (such as a
permanent bandstand, bar, and/or dance floor),
and other limitations, with the client's desires
and draw out several suggested layouts for
consideration.
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Software programs will draw a layout using
industry standards as defaults (which can be
changed) for such things as distances
between rows of chairs or tables, aisle space
needed, and the optimal angles that should
be set to accommodate video presentations
Most of these software packages also will
automatically generate standard seating
styles
MeetingMatrix, Vivien, RoomViewer
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Function Room Status
Timing of Events
Setup Difficulty
Function Room Layout and Design
Décor
Pre-movement
Tear Down
Lighting and AV
Outside Service Contractors
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Should be 30” high
60” round – typically called a round of 8, or
8-top
◦ It is usually used to seat between 6 to 10 guests.
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72” round – typically called a round of 10, or
10-top
◦ It is usually used to seat between 8 to 12 guests.
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66” round -- a more recent compromise table
size, it is designed to take the place of the
60” and the 72” rounds
◦ It can seat between 8 to 10 guests
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Banquet 6 -- a rectangular table, measuring
30” wide by 6’ long.
Banquet 8 -- similar to the banquet 6,
measuring 30’ wide by 8’ long.
Rounds are the most popular style of dining
tables, except where U-shaped, hollowsquare, or conference-room setups are
required.
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Schoolroom or classroom table -- similar to
the banquet 6 and banquet 8
◦ It can be 18” or 24” wide and 6’ to 8’ long
◦ Used for business meetings where classroom
presentations are made
◦ Seating is usually on one side only
◦ Can also be used as one-half of a buffet table.
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Serpentine table -- a crescent-shaped table
◦ Typical size used is 1/4 of a hollowed-out round
table
◦ Can be used to make a snake-shaped buffet line
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Half-moon table -- a half-round table
Quarter-moon table -- a quarter-round table
Cocktail table -- a small, round table
◦ Usually available in 18”, 24”, 30-inch, and 36”
diameters
◦ You can use 30” heights (for sit-down service),
shorter tables (for displays), or Tuxedo (bar height)
for stand-up.
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The seat height of the chairs used should
measure 17” from the floor
The most common seat-cushion dimension is
20” x 20”
Typical banquet stacking chairs meet these
specifications
Folding chairs usually do not; they are usually
lower (15” high) and less comfortable
Folding chairs should only be used for
outside events or for emergency backup.
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Bar setups are easier to plan than food events
Unlike food, alcoholic-beverage service tends
to be very standardized
Also, you do not normally set up portable
bars with the wide array of equipment needed
to prepare and serve a complete line of
specialty drinks
Simple mixed drinks, wines, and beers are
more commonly served
Unique specialty drinks are not commonly
available.
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Must serve all function needs
Provide sufficient working space
Have sufficient storage space
Enhance cost control procedures
Prevent access by minors
Allow space for other items
Accommodate special requests
Allow for proper accounting of drinks served
Enhance security
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Coffee may be the simplest and most profitable
service you provide
There are more compulsive coffee drinkers in the
US than there are compulsive liquor drinkers, and
they need coffee throughout the day
Coffee drinkers are generally impatient and want
their coffee right away, especially in the morning
The setup must be easy to understand
You must make access easy
Traffic must flow smoothly with no backtracking.
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Attendees can draw 5 gallons of coffee from a
single urn in 15 minutes
You can anticipate 20 6-ounce cups of coffee
per gallon.
It takes twice as long to add cream and sugar
as it does to pour coffee, so cream and sugar
should never be placed directly in front of the
coffee urns
By placing these items away from the urn, the
line will move much faster.
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From left to right:
Cups
Regular coffee
Decaffeinated coffee
Hot water for tea
Teabags, Sugar, Sweetener, Cream, Lemon
Slices
Spoons
Food
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Buffets are generally faster and more efficient
than table-service, assuming there are
enough buffet lines to accommodate the
guests quickly and efficiently
Some clients are under the impression that
buffets are less expensive to implement than
table-service styles
While labor costs may be a bit lower, there is
no portion control and you must provide
surplus food to insure an ample supply of
each item.
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Lower cost food items, such as salads and
breads, should be placed first on the table so
that the guests' plates will be full by the time
they reach the main course
You can also cut down on consumption by using
a 9” plate instead of a 10” one.
Put small portion sizes on buffets
Instead of serving whole chicken breasts, or even
half-breasts, you should cut them into three or
four pieces each
Guests who want to eat another meat on the
buffet, but also want to sample the chicken, will
not have to take a large piece of chicken,
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If the buffet line will be longer than 16’, it should
be two tables wide, i.e., about 4’ to 6’ wide
A long, narrow line is unattractive
A wider line allows you to spread out the foods,
create a more aesthetically pleasing depth
perception, and enhance the set up with
decorations and food displays
If you must use long, narrow lines, you should
use a combination of straight tables and curved
ones to eliminate the "skinny" look.
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If floor space is at a premium, you should use
double-sided buffet tables
They can save as much as 20% of your
available floor space
They also tend to reduce leftovers because,
when service slows near the end of the meal,
you can close one side of the line and
consolidate all foods on the open side.
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Use small containers of food on the buffet line
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They will be more attractive than large, elaborately
garnished containers
◦ Try to use containers that hold no more than 25 to 30
servings
◦ Only the first few guests through the line will see the
beautifully garnished large presentations before they are
disturbed
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Small containers will need frequent replacement
Experience shows that guests will take smaller
portions from smaller containers, and larger servings
from bigger containers
The result: you save more on food cost than you
spend for any extra labor
Smaller containers usually mean fresher, more
attractive presentations.
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Most meal buffets are usually set with one
line for every 100 guests
◦ One line is one side of a buffet table, if you are
using two sides, that is considered two lines
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The maximum amount you can serve
efficiently with one line is 120 guests
◦ The break point, therefore, is 120 guests
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You should have one line for every 100
guests, but you should have two lines if the
number of guests ranges from 120 to 200.
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If you set one buffet line for every 50 guests,
you can feed the entire group in about 15
minutes
The first guest will take about 5 minutes to
go through the line
After that, there will be about 4 guests
passing through the line every minute
For some luncheons, it might be a good idea
to set one line for every 50 guests.
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The top of the dining table is 'the stage.'
Once guests are seated they will spend the rest
of the meal function looking at the table
The table presentation sets expectations for the
meal and should reflect the theme
The colors of the napery should not clash with
the carpet or wall treatments
Each place setting is referred to as a cover
The cover should never be empty, or what is
called a "naked cover."
◦ A show plate, folded napkin, menu or preset first course
should be placed between the flatware.
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When ordering napery, or requisitioning it from a
“linen” room, you will need to specify the exact
measurements needed
For round tables, for most functions, the size of
the tablecloth should be approximately 18” wider
than the table diameter so that about 9” of cloth
will drape over the sides
If the tabletop diameter is 60”, use a cloth 78”
square. A 72” diameter table should be fitted
with a 90” round cloth
If you use rectangular dining tables, the
tablecloth should also drape about 9” over the
table's sides.
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Since the standard table measures 30” from
the floor, and the standard chair seat
measures 17” from the floor, a tablecloth with
a 9” hem will not touch the chair seats
If this tablecloth is fitted correctly on the
dining table, it will not interfere with guest
comfort
Hems should just barely touch the front
edges of the chair seats.
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At formal dinners, if floor length tablecloths
are desired, allow 29” on each side
◦ for a 72” round, you would order a 130” round
tablecloth
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When using floor length tablecloths, be sure
that the setup crew does not push the chairs
in so far that the cloth is not hanging straight
down to the floor.
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The standard cover includes a plate set in the
center with flatware placed on either side
Forks are placed to the left of the cover, knifes
and spoons to the right
Flatware is placed in the order in which it will be
used by the guest, from the outside in
The soup spoon would be on the outside and far
right, as soup is usually an early course
The knife would be closest to the center plate,
with the blade edge facing the rim of the plate
The smaller salad fork would be set to the left of
the dinner fork on the left side of the plate.
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Some dessert flatware may be placed above
the center plate
Dessert pieces set above the plate would have
the bowl of the spoon facing the guest’s left,
and the tines of the fork facing the guest’s
right
The exact place setting depends primarily on
the menu and style of service selected by the
client
Coffee cups should not be preset at a formal
dinner
◦ They should be placed on the table after dinner
when coffee service begins.
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Floral arrangements of cut flowers, potted plants
or foliage combined with candles, lights, and ice
carvings are excellent centerpieces
Consider how the flowers will look on the day
you will be using them
If you want flowers in full bloom, you should
purchase them a few days early to allow them to
open fully
If you are going to use roses on the same day as
purchased, order "funeral roses," which are at
their peak of bloom
Store flowers between 38 and 45 degrees F.
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Strongly scented flowers, such as tiger lilies, can
interfere with the palate, i.e., taste of the food
Centerpieces on dining tables should never be at eye
level
The centerpiece should not interfere with guests‘
sight lines, they should be placed under or over these
sight lines
You do not want guests peering under, over, or
around them trying to see the person on the other
side
◦ Guests should not have to have a conversation with a
disembodied voice
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For height, use an "epergne," a container with a
slender center portion that does not obstruct the view
across the table
A centerpiece should not overpower a table.