STUDY MATERIAL
COURSE
: III B.Sc (Cs & Hm)
SUBJECT
: FOOD AND BEVERAGE SERVICE
SEMESTER
: VI
UNIT
: II
FACULTY
: GOPI ANAND R.
--------------------------------------------------------------------------------------------------------------SYLLABUS:
FUNCTION CATERING- Introduction, types of function, Function Service Staff and
responsibilities, service method in function catering, booking and organization of functions,
function menus wines tabling, seating arrangements, banquet layouts, instruction to service
staffs, order of service for a formal function, reception and ordering of wines.
WEDDING ORGANISATION-procedure at wedding buffet, reception, family line up,
procedure for toasts, planning of buffets-both-sit-down and fork buffets, procedure required for
exhibitions, seminars, fashion shows, trade fairs, etc
----------------------------------------------------------------------------------------------------------------INTRODUCTION – function catering is the term used for the service of special events
for the specific groups of people at pre-set times, with the food and beverages provided being
pre-determined. Which includes occasions such as luncheon parties, weddings and dinnerdances. In larger establishments all functions take place within the banqueting suites and are
under the administrative control of the banqueting manager. In the smaller operation this
functions normally takes place in rooms set aside for the purpose and come under the
jurisdiction of the manager or assistant manager.
TYPES OF FUNCTIONSThere are two main types of function:
a. Formal meals (sometimes called banquets)
 Luncheons
 Dinners
 Wedding breakfasts
b. Buffet Receptions
 Wedding receptions
 Cocktail parties
 Buffet teas
 Dances
 Anniversary parties
 Conferences
A further breakdown of the types of function may be as follows:
 Social
1. Dinners(trade associations)
2. Luncheons(Rotarians)
3. Receptions
4. Cocktail parties
5. Charity dinners
 Conferences
1. Political conferences
2. trade union
3. training seminars
4. sales conferences
5. academic conferences
 Public relations
1. press party to launch a new product
2. fashion parade
3.
4.
5.
exhibition
dealers meetings
seminars
FUNCTION SERVICE STAFF AND RESPONSIBILITIES
In larger establishments there are a number of permanent staff dealing solely
with functions comprising a sales manager, banqueting/function manager, assistant managers,
banqueting/function head waiters, service staff, technical staff and porters together with an
administration office.
1. SALES MANAGER
The main role of the sales manager is to promote the function facilities of an
establishment and to make the initial approaches and contacts. The sales manager must have
an extensive knowledge of room specifications, size, light switches, electric points , height of
doorways , maximum floor loads which will enable him or her to respond quickly to any
requests at the initial meeting with a client .
2. BANQUETING /CONFERENCE MANAGER
The banqueting/conference manager is responsible for all administration,
including meeting prospective clients and discussing the arrangements for the menu, table
plans, costs, wines, band, toast master. He or she must communicate to all the departments
concerned the date of a function , numbers expected and any other details that might be
required by a particular department.
3. ADMINISTRATION OFFICE STAFF
The administration staff work with the managers and are responsible for
handling all incoming and outgoing mail, ensuring that information about a function is passed
to the relevant internal departments and for record keeping. The administrative staff handle
inquiries and may take provisional bookings for functions, ensuring the details are entered on
the functions booking form.
4. BANQUETING/FUNCTION HEADWAITER
The banqueting/function headwaiter is in charge of the function rooms and
may also be responsible for engaging staff, on a casual basis , to cover the various duties at a
function .
5. DISPENSE BAR STAFF
The dispense bar staff are responsible for the allocation of bar stock for the
various functions, setting up the bars , organizations of the bar staff , control of stock and cash
during service and stock taking after a function has taken place. They are also responsible for
restocking the function bars.
6. BANQUETING HEAD WINE WAITER
The banqueting head wine waiter may work in conjunction with the dispense
bar staff and is often responsible for organizing and employing the banqueting wine waiters.
He/she will allocate the wine waiters stations, give them floats if there are cash wines and
discuss the service with the.
7. PERMANENT SERVICE STAFF
The permanent service staff are usually experienced staff who can turn their
hand to any job concerning functions and banqueting.
8. CASUAL STAFF
Casual staff are brought in on a part –time basis to work at the functions as needed.
9. PORTERS
There are generally a number of porters on the permanent function staff. They are
essential members of staff as there is often a great deal of work involved in preparing room
layouts before and after functions.
FUNCTION ADMINISTRATION
Function sales
In order to promote sale of functions (meeting/conferences/banquets etc.) most
establishment now have banqueting and /or meeting and conference sales packages
including.
 Location and contract details of the establishment
 Examples and descriptions of the functions
 Information on how to get to the establishment, local attractions and availability of car
parking.
 Examples and costs of set packages
 Room plans indicating size, possible layouts, availability of services, air conditioning,
access points, maximum weight the floor will take etc.
 Provision for disabled visitors.
 Room hire charges.
 List and description of styles of tables and chairs and other equipment available.
 Charges for additional equipment such as projectors etc.
 Availability of room decoration, flowers, lighting systems.
 Availability of disco, resident bands, presenters, masters of ceremony, toast masters
etc.
 Examples of meal package such as a range of set menus, snacks menus , conference
lunches, and also details of the service method available , such as formal table service,
buffets, in room service etc.
 Other service such as car rental, limousine service, private bus services, catwalks,
business services and other service of the establishment such as restaurants and
fitness and leisure facilities.
 Standard terms and condition s of booking.
Booking and administrative procedures
The file will contain the client’s details and the basic information that is recorded is
shown below.
 Date and time of the function (including access and clear down times).
 Client details.
 Type of function.
 Location of function within the establishment.
 Food and beverage requirements.
 Service methods (including wines and drinks being inclusive or cash).
 Expected number of people attending (and confirmation of final deadline for actual
numbers attending).
 Table plan.
 Price being charged (e.g. inclusive or per head).
 Inclusive or cash bar and wines.
 Provision for guests with special needs.
 Additional charges for equipment hire etc.
 Contractual requirements (deposit payments in advance etc).
The requirements for a function will depend upon the nature of the function and it is useful
to have a checklist of these. In addition to the information listed above. The following might
also be considered:
 Overnight accommodation
 List of toasts
 Date for final inspection visit by client
 Floral décor for the tables, rooms, reception area and button holes
 Telephones
 Lectern
 Security
 Marketing
Secretarial facilities
Toastmaster
Audio-visual equipment
Syndicate/breakout/interview rooms
Band, cabaret, dancing(and meal
requirements)
 Photographer
 Place cards
 Special liquor license





 Music, dancing pr entertaining
licenses
 Sign-posting
 Seating plan
 Car parking
 Private bar facilities
 Cloakrooms
 Function cancellation policies
FUNCTION MENU, TABLING, SPACING :
There should be a varied choice of menu within a wide price range, with special menus
available for occasions such as weddings, birthday parties new year eve and so on. As
functions are booked up months in advance, special case is called for with regard to foods in
season. The minimum number of courses is often four plus beverages. They are made up of
for ex:
Hors-d oeuvres ? appetisers, soup/fish, meat with a selection of seasonal vegetables,
sweets, coffee with a selection of petit fours.
WINES:
The banqueting wine list is generally small, but contains good wines from the amin wine
list. Wines may be inclusive with the meal or on cash basis the money being payable to the
sommeliers who may work on a float system. Very often the appritif is served before a function,
is also inclusive with the meal but, if not, there may be a cash bar set up in the reception area.
TABLING:
The type of table plan put into operation for a particular function depends upon a
number of major factors, these being ;1) Organizer’s wishes
2) Nature of the function
3) Size and shape of room where the function is to be held
4) Number of covers
For the smaller type of functions a V (or) T shaped table may be used, or where the luncheon
or dinner party is more formal there may a top table and separate tables, round or rectangular
for the various parties of guests. Where the function to be held has a very large number of
covers, then the generally accepted form of table plan is a top table and springs. However,
before these various table plans can be shown to the organizer when a function is being
booked a great amount of considerations must be given to spacing (ie) widths of covers
gangways, size of chairs so on. This is to allow a reasonably comfortable seating space for
each guests, and at the same time to give the waiter, sufficient room for the service of another
during the service without any accidents. It is also ensured that maximum no of guests are
seated in minimum space, this gaining maximum income from the particular hall being used.
SPACING:
It is generally recognized that the minimum space between spring should be 2m (6 ft)
This is made up of 2chairs width from the edge of the table to the back of the chair. If a
gangway of 1m allowing each waiter passing space total of 2m.
Table widths are approx 75 cm. The length along the table per cover should be 50-60
cms.
The space from the wall to the edge of the table should be a minimum of 1.4cm. This is
made up of a gangway, +1 chair width 45 cm.The height of the chair from the ground will vary
according to the style and design,but in approximately 40-45 cms. The length of the table used
is generally 2 m.,but 1.2 & 1.5 length may be used to make a spring.
Round tables would be 1 or 1.5 or 2 m in diameter with the approximate extensions suggested
area allowance for a sit- down function per person is approximately 1- 1.4 sq.m for buffets the
allowance is 0.3 to 1 sq.m.
Depending upon the type of function, its requirements may vary and it is useful for the
banqueting manager to have a checklist of these possible requirements. Some of the
points to be considered are:
 Floral decors
 Spa license
 Car parking
 Artists accommodation
 Syndicate rooms
 Signboards
 Toastmaster.