FUNCTION CATERING

BANQUETS

HISTORY
The term a banquet means feast or a sumptuous meal complete with main course dessert.
Alcoholic beverage may be served ad libitum mainly beer and wine. 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.

However, in the hotel industry it is described as a large gathering of people where

arrangements are made for service of food and beverage. In hotel industry it refers all
kind of food and beverage service done to a large gathering of people with the help of a fixed or
Tdh menu. All kinds of banquet comes under the term function catering.

Banquet department is another department that comes under the food & beverage department
headed by a banquet manager. The functions are all carried out in the banquet halls, the size of
which varies from hotel to hotel. The banquet is one of the major contributors to revenue.

HIERARCHY OF BANQUETS
 JOB DESCRIPTION OF THE DIFFERENT POSITIONS

Banquet Manager
Job title Banquet Manager

Reports to Food and Beverage Manager

Job purpose

To ensure the smooth and profitable operation of the banquets achieving the laid down
standard of guest and staff satisfaction contributing meaning fully to the overall
objective of the organization.

Duties and responsibilities

A) Should look after the overall functioning of the department and reports about the same
to Food and Beverage Director or Food and Beverage manager.
B) Formulates the budget for banquets in the beginning of an accounting year.
C) Formulates plans and strategies so as to achieve the proposed budget.
D) Draft the contracts made for usage of banquets.
E) Plan the menu for a banquet event along with the respective chef
F) Ensure compliance with SOPs, Banquet event orders, safety regulations and
procedures and ensure optimal level of service, quality and hospitality.
G) Meet the customers to review banquet event orders and review any changes to be
made in it or check for any problems/issues that might arise
H) Calculate and prepare the daily service charges and payroll ensuring accurate and
prompt notification about the same to accounts department.
I) Supervise and control the banquet subordinates including Asst. manager, Sr captains,
and Captains
J) Interview, recommend hiring, schedule training, develop, empower, coach and
counsel, resolve
K) Problems, provide open communication, recommend and conduct salary and
performance appraisals.

Qualifications

A) Should be a degree or diploma holder in Hotel Management.

B) Should have at ;east 5 years experience of heading the banquet department of a 4
or 5 star hotel having 100 to 150 rooms or 7 to 8 years experience of working as
the Assistant manager in banquet in a five star hotel having 100 to 150 rooms.
 C) Experience in Indian hotels will be preferred.

Working condition

The position involves long hours of work, sometimes demanding your presence
till the completion of the function if it is a vvip or a commercially important
function.
Direct reports

Banquet operation manager, Banquet sales manager,

Approved by: Signature of the General Manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Banquet Sales Manager:

Job title Banquet Sales Manager

Reports to Banquet Manager

Job purpose

To maximize the revenue generation through banquet sales contributing to the overall sales of
the organization. Keep adding new companies to the list of companies giving banquet business
with the hotel. Continuously innovate new strategies to maximize the market share of banquet
business.

Duties and responsibilities

a) He is responsible to look after the sales and marketing of all the banqueting venues the hotel
has.

b) He is responsible to schedule, train and ensure optimum performance from the sales
executives working under him and report about the same to Banquet manager.
c) He conducts meeting with corporate houses and other potential contract makers with the hotel
and formulates a contract on the basis of their requirement.

d) The sales department which he overlooks is responsible to sell the product (banquet venue) to
guests and thus it becomes mandatory to showcase good salesmanship.

e) He also conducts meetings with the guests and knows their requirement and preferences about
the event.

f) Conduct a market study and finalize onto costs that suit the environment.

g) Co-ordinate with banquet operations and kitchen to promote the sale of any particular
product.

h) To brief and train his team on various sales techniques so as to maintain and increase the
clientele for the hotel.

i) Formulate annual sales budget and report the same to banquet manager.

Qualifications

1. Should have Master degree or Post Graduate Diploma in Marketing from a reputed business
school.
2. Should be a degree or diploma in hotel management.
3. Should have at least 5 years of experience as assistant banquet sales manager in a 4/5 star
hotel.

Working conditions

The position requires travelling at least seven days a month. Meeting Sr.executives of
companies at time convenient to them for negotiating banquet business.

Direct reports

Assistant manager banquet sales, banquet sales executive.

Approved by: Signature of the General Manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

 Assistant manager banquet sales:

Job title Assistant Manager Banquet Sales

Reports to Banquet Sales Manager

Job purpose

To assist the banquet sales manager in reaching the established sales target for the banquet. To
help the banquet sales manager in planning and strategizing sales policies, manpower planning,
training, budgeting etc.

Duties and responsibilities

a) Assist banquet sales manager in performing his day to day duties.

b) To identify potential customers and corporate houses and have an initial/ routine sales
protocol followed.
c) To be in constant contact with existing as well as potential customers and fix a meeting as
and when required.
d) To control and supervise the actual operations carried out in the banquet sales
department.
e) To prepare duty roasters and cater to the leave requirements of his subordinates.
f) To supervise the maintenance of the documents and proper filing of the same.

Qualifications:
a) The candidate should have an MBA or PGDM in Marketing Management from a reputed
business school.
b) Should be a degree or diploma in hotel management
c) Should have minimum 5 years of experience as banquet sales executive in a for to five
star hotel.

Working conditions:

a) The position involves extensive travelling and meeting top executives of companies to
maximize banquet business. He will help the Banquet sales manager in planning,
strategizing and executing the different sales policies for the banquet.

Direct reports: Sales executives

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved
Reviewed: Date when the job description was last reviewed

Sales executives

Sales Executive
Job title

Reports to Assistant Banquet Sales Manager

Job purpose:

To make extensive sales call as per the directive of the Sales and assistant sales manager to
different corporate and commercially important guests to maximize the banquet revenue.
Providing continuous feedback to the organization regarding the change in market expectation
changing strategies of the competitors.

Duties and responsibilities:

a) Maintaining a database of all the existing customers.
b) Maintaining all the essential documents and proper filing.
c) Keeping the track of all the petty expenses incurred by the sales department and
maintaining corresponding documents.
d) Monitoring the volume of business given by the corporate houses in contract with the
hotels.
e) Assisting the assistant manager in his day to day duties and responsibilities.
f) Making documents such as banquet event order according to the guest specifications and
ensuring the distribution of the same to corresponding departments.
Qualifications:
a) Should be a degree or diploma in hotel management with two to three years experience
sales executive in a three to four star hotel or a standalone banquet.
Working conditions:
The job needs extensive travelling in and out of the city, meet top and mid level
executives to negotiate and finalize the banquet deals, meet the periodical revenue targets.

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

 Banquet operations manager
Banquet Operation Manager
Job title
Banquet Manager
Reports to

Job purpose:

To ensure smooth and successful execution of all functions including the settlement of
the bill. Estimate and arrange the required manpower in consultation with the HR
manager. He will remain responsible for the profit from operation. He is required to meet
the periodical revenue targets
Duties and responsibilities

a) Ensuring compliance with the SOP’s safety regulations and procedures that are essential
in banquet operations.
b) Coordinating with corresponding departments to meet the guest requirements mentioned
in banquet event order.
c) Formulate operations budget and report about the same to banquet manager.
d) Calculate and prepare the daily service charges and payroll ensuring accurate and proper
notification about the same to accounts department.
e) Supervising proper sanitation and hygiene measures are taken during day to day
operations.
f) Responsible to authorize store requisitions in order to maintain their inventory levels.
g) To plan the most appropriate style of banquet in order to meet the guest requirements.
h) To plan and supervise the setup of the banquet venue as well as the buffet setup.
i) Supervise the overall functioning of the operations in a smooth manner with a well
trained operations team.
Qualifications:
Should be a degree or diploma holder with at least three years of experience as
assistant banquet manager or assistant restaurant manager in a three to four star hotel.
Working conditions
The position demands long and odd hours of work requiring the banquet operation
manager to remain present till the conclusion of the function and settlement of the bill.
Additional attributes expected are to have good negotiating skills with guests, good
organizing skills etc.

Direct reports: Assistant manager operations

Approved by: Signature of the General manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Senior captain
Senior Captain
Job title
Banquet Operation Manager
Reports to

Job purpose:

To assist the banquet operation manager in day to day operation of the banquet. Must be
ready to take over all the responsibility of the banquet operation manager in his absence. Remain
in charge of the actual operation and the inventory of the banquet.

Duties and responsibilities

a) To maintain a liaison between the operations team and banquet operations manager.
b) To supervise the actual operations conducted in any banqueting event.
c) To prepare the duty roster and cater to any leave requirements by his subordinates.
d) He is responsible to overlook all the preparations made according to the guest
specifications mentioned in the banquet event order.
e) He executes the plans made by the banquet operations manager according to the guest
specifications.
f) Coordinating with corresponding departments in order to make the necessary
arrangements required for the banquet event according to the specifications.
g) Ensuring that the banquet setup and buffet setup has been done as planned and the guest
requirements have been met.
h) Maintaining contact with the guest before, during and after the event and ensuring
optimal services are being offered.
Qualifications:
 Must be a degree or diploma holder `in hotel management with at least three years of
experience as assistant manager or senior captain in a four to five star hotel. Similar
experience in a standalone banquet or a restaurant will also suffice.

Working conditions:
The position requires long and odd hours of work. The person concerned is expected to
remain present till the end of the function and settlement of the bill. He is responsible for the
smooth execution of the function minimizing the number of complaints from the guest. Any
complaint from the guest will be dealt with by him before it comes to the manager level.

Direct reports : Captain

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Captains
Captain
Job title
Sr Captain or Assistant manager operation
Reports to

Job purpose:

To ensure that all the mis en place, mis en scene etc are completed before the party starts and to
see to it that all operational aspects like food pick up, clearance, post function clearance of the
function area etc are carried out. Proper count of plates etc are maintained to facilitate proper
billing.

Duties and responsibilities

a) Assign sections of work to stewards.

b) Conducts beginning of shift briefing and end of shift briefing.
c) Ensures that the banquet has been setup as well as the buffet setup according to the
guest specifications.
d) Should know to operate the EPOS.
e) Ensures discipline and proper grooming amongst his subordinates.
f) Caters to any personal requests of the host.
 g) He is the bridge between the manger and the guest and is responsible to convey
any guest requirements.
h) Ensures adherence to SOPs at all times during the course of event.
Qualifications:

Must be a three year diploma or degree holder in hotel management with one year
experience or a craft certificate holder in food and beverage service with at least three years of
experience as a steward in a four to five star hotel.

Working conditions:

The position demands long and odd hours of physical work. The person should be physically
strong to carry out his duties diligently as long as the function is on without taking breaks etc.

Direct reports: Stewards

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Stewards

Steward
Job title

Reports to Sr Captain or Assistant manager operation

Job purpose:

To carry out the actual task of the banquet operation.

Duties and responsibilities

a) Acts according to the orders given by the captain.

b) Responsible for setting up the banquet area as per the guest specifications.
 c) Responsible for the service in the section allotted to him.
d) Ensures refilling of buffet counters from time to time and proper upkeep of water
stations.
e) He ensures that all the trainees and apprentices do their assigned work properly.
f) They are responsible for stock taking and maintaining the inventory levels.
g) The position demands long and odd hours of physical work. Person needs to be
physically strong enough to carry out the different function like lifting tables, chairs,
chafing dishes, food pans containing food, continuously move around in the banquet area
serving food and beverage etc as long as the function is on.
Qualifications:

Should be a craft certificate holder in Food &Beverage service with one year of
experience as a steward in a four to five star hotel.

Working conditions

The position demands long and odd hours of physical work. Person needs to be
physically strong enough to carry out the different function like lifting tables, chairs,
chafing dishes, food pans containing food, continuously move around in the banquet area
serving food and beverage etc as long as the function is on.

Direct reports: None

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Casuals/Bus Boys
a) Assist the stewards in their day to day responsibilities.
b) They are responsible for the clearance of the banquet area during the course of the
event.
c) Coordinating with the kitchen stewarding personnel to ensure upkeep of the
banquet area and proper sanitation and hygiene standards.
d) Assist stewards in the closing duties such as winding up the banquet area.
 BANQUET BOOKING PROCEDURE

Function Booking and organizing

1. Booking may come by mail, telephone call or through a person visiting the
hotel directly.
2. The booking diary is checked to see that the dates asked for are available or
not.
3. If the booking date is not available then the guest is politely declined and/or
offered a separate date depending on the type of function.
4. If the date is available then the entry of the same is made in the booking
diary and a confirmation mail is given to the guest.
5. The guest is requested to come for a one to one meeting to discuss the menu
and see the venue with the facilities.
6. If the guest agrees to the menu, facilities and related hotel policies, he is
told to make the necessary payment within next 48-72 hours.
7. Till that time the booking is kept as tentative and marked with pencil in
booking diary.
8. Once the payment is done the tentative booking is converted to confirm
booking which is marked with the pen.
9. The function prospectus is typed and signature of the guest is taken on the
function prospectus as well as the banquet contract.
10. The function prospectus is sent to all concerned departments like
housekeeping, front office, food production, security, controls etc
11. If the function gets cancelled from the guest side for any reason, the same
has to be intimated within a stipulated time period failing which the hotel
may not refund any amount.

The following are the essentials of the function prospectus:

a) Date and time
b) Host’s name/organizations name, contact details, address
c) Type of function
d) No of pax – guaranteed and expected
e) Venue of the function
f) Price per head
g) Menu- dietary needs, veg/non veg food
h) Method of service
i) Type of table plan
j) Wines/alcohol – inclusive/rate package/corkage
k) Extra charges of additional required facilities
l) Mode of payment
m) Advance paid with receipt no.
n) Food pick up time.
o) Instruction to concerned departments like housekeeping, maintenance, front
office, security and controls am
 Front Office: being the first point of contact, invitees always enquire about
the venue at the reception. They are required to make a bulletin board to be
placed in an appropriate place in the lobby as information for the incoming
guest.
Housekeeping: Responsible for cleaning and decorating the function hall,
cleaning the cloak rooms, making floral arrangements, linen requirements
etc. They are required to clean the hall after the function gets over.
Maintenance: Responsible for ensuring all electric gadgets, A/C, AV
requirements are in order. The maintenance staff is stationed at the hall
throughout the function for any emergency requirement
p) Kitchen: provision of dishes offered in the menu on time and inadequate
quantity. They need to plan in advance and dietary requirements have to be
met with.
q) Control: They are notified about the per plate pricing and no of guaranteed
and expected. In a lot of hotels the plate count is maintained by a personnel
from this department and advances collected are verified by them.
r) Security: For ensuring adequate security and traffic controlling allowing
casual staff to come into the hotel.

Whatever maybe the kind of function following facilities would be provided to the guest:

• Food and Beverage

• Other amenities including seating, audio, video, stage, lighting, press meeting etc which
could vary from hotel to hotel and from function to function.
 ORGANISING THE FUNCTION

ON THE DAY OF THE EVENT

• Check staffing, briefing and grooming

• Inspect the mis en place and mis en scene
• Ensure all the requirements of the guest have been met with
• Inspect the cleanliness of the chafing dishes and other equipments.
• Inspect cleanliness of the floor and the surrounding areas.
• Ensure that all equipments like platters and entre dishes etc are ready.
• Ensure that required accompanying equipments like chutney bowls, salad bowels
candle stand etc are ready.
• Check the bar counters (if any) if adequately stacked with all glassware and
equipments etc.
• Assign and allot tables.
• Run through the entire service procedure.

DURING THE SERVICE

• Ensure the food and beverages are served according to the instructions and on time
• Ensure that plated food reaches at the correct temperature and a correct head count
is maintained.
• Fuel pots for chafing dishes are frequently topped up.
• Ensure that the supervisors and stewards are at the allotted stations.
• Correct count of the plates consumed from the buffet is maintained for correct
billing.
• Beverages like beer and aerated waters which are charged per bottle are kept
proper count of for correct billing.
• Clearance of cutlery and crockery done swiftly.
• Temperature of the hall is at comfortable levels.
• Monitoring the entire service procedure.

AFTER THE FUNCTION

• Tables are cleared.
• Soiled service equipments are sent for washing.
• A/c is switched off.
• Food containers on the buffet are cleared.
• Buffet counters are dismantled and stacked.
• Chairs are stacked.
 • Soiled linen is counted and sorted and sent to the laundry.
• Bar is closed and the inventory is taken.
• Settling the bar cash with the cashier and returning any unused bottles and half
filled bottles to the bar. Acknowledgement from the bartender to be taken.
• Settling the banquets bills in the system and handing over the cash to the front
office cashier or any other designated employee as per the policy of the
establishment.

TYPE OF BANQUETS:
Types of banquet functions can be divided into three broad categories:

• Formal banquets
• Semi formal banquets
• Informal banquets

Formal banquets:
The normal features of a formal banquet are as follows:

1. There is a head table for the most important dignitaries or invitees including the host
and the guest of honour.
2. There is certain protocol observed while preparing the seating arrangement on the
main table.
3. The other invitees are seated on the sprigs.
4. There may be a proper dress code followed.
5. Seating arrangement is made on either side of the sprigs.
6. The more important people on the sprig are seated close to the main table.
7. There is a raising of toast after a speech either by the host or the guest of honour or
both. In a wedding breakfast or corporate banquet or similar kind of function there
may be toastmaster or master of ceremony who will propose the raising of toast.
8. In very formal state banquets the national anthem of the country of the host and guest
of honour are played.
9. The meal is served course by course.
10. The guests on the main table are served first followed by the guest on the sprigs.
11. All guests are served at the same time and all clearance is also at the same time.
12. In India there is no wine served in state banquets.

Examples of formal banquets:

Functions of the state, military, formal lunch, dinner, formal wedding breakfast are
some of the examples of the formal banquet functions.
Semi-formal banquets
In this a part of the function is formal whereas the rest can be informal in its own sense. For
example in a company board meeting the top table can be arranged maintaining the protocols and
ranking whereas the rest of the table could be at ease with no such arrangement. There may not
be a raising of the toast. There may be some entertainment in between the courses but there may
be a laid down dress code to be followed.

Informal banquets:

In an informal function there are no formalities and procedure are followed on seating, serving,
and dress code. The service is random. No criteria of rank and position are observed for the
service. There may not be any serious dress code. These functions normally include
entertainment. The behavior of the guests is usually casual. Food is normally served from a
buffet. Prior to food service cocktail and snacks may be circulated among the guest by the
waiters. Much less manpower is required in comparison to a formal or semi formal banquet.
Unlike formal and semi formal banquet limited seating arrangement is provided. Guest are
expected to eat in a stand up position only with the help of a fork.

Functions like birthday parties, cocktail parties, wedding anniversaries, wedding reception,
conference, seminars and conventions dine and dance parties, etc.

Informal banquets can be further be classified into the following types according to the purpose:

Social Function: This purpose of type is to meet people, make new friends, entertain oneself,
and build relations. For example: cocktail parties, receptions, birthday parties, wedding
anniversaries, dine and dance parties.

Public relations: These are organized by the business houses in order to make the consumers
aware of their presence and to establish relationship with them. Exhibition, contests for home
makers, fashion shows, dealers meetings, product launch etc are some examples.

Conferences: This type of function is to share the knowledge and expertise and to discuss on
matters of concern. Political conferences, trade unions conferences, international and national
conferences on important issues etc. are some examples.

Some of the following are the functions organized by the banqueting department of the hotel:
• Workshops
• Seminars
• Conferences
• Fashion shows
• TV shows
• Wedding reception
• Birthday parties
• Alumni meet
• Club members meet
• Beauty pageants
• Training sessions
• Exhibitions
 • Graduation party
• Cocktail party

SEQUENCE OF FORMAL BANQUETING SERVICE

• Guests get assembled in the Ante room.

• Seating plan is displayed in the ante room or announced for the guest. Tables
are numbered avoiding the number 13.

● Aperitifs are served to the guests at the pre-function area or the ante room. 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

• The host and the chief guest of the head table are led to the table by the
toastmaster or the maitre d’and the other members of the head table.
• The other guests are received by the toast master at the entrance and directed to
the relevant sprig before the invitees of the main table arrive.
• When the chief guest, host and other dignitaries of the head table arrive the
toast master announces the arrival so that the guest on the sprig stand up as a
mark of respect.
• After the guests on the head table are seated, the guests on the sprigs sit down.
• Water, bread butter, sometimes green salad may be already placed on the tables
before the guests arrive.
• The supervisor signals the commencement of the service and the waiters line
up near the hot plate in a pre-determined sequence to pick up the appetizers.

● The waiters move to the restaurant in a synchronized manner and stand behind
their allotted covers with the starters.

• The waiters on the head table start the service to the host and chief guest.
• Once the waiters start the service on the main table the waiters on the sprigs
start service of the starter to their respective covers.
• While doing the service of the appetizers or the soup( which is commonly
vegetarian)the steward ask the guests about their meal preference.(i.e. veg or
non veg.)
• Service staff leaves the hall in a synchronized manner after appetizer course is
served.
● After a stipulated time the waiters come back to the restaurant in the same
synchronized manner and stand behind their respective covers with a tray on their
left hand.

● Once the indication is given the clearance starts on a main table following
which the stewards on the sprig start clearing the appetizer plate on the tray.
● After the clearance the stewards go back in the same synchronized manner to
the pantry

● The water and bread butter may be replenished if required.

● The fish course/veg alternative is served exactly following the sequence

discussed for the appetizer.

● The clearance of the fish course is done following the same procedure as
discussed for the clearance of the appetizer.

● Before the main course water and bread butter may be replenished once again if
required.

● The accompanying wine if any is served before the main course by the wine
waiters.

● The main course is picked up by the stewards in the same manner as starter
either pre plated or in entrée dishes for silver service.

● The service and clearnce follows the same protocol and procedure as discussed
in case of starter.

● The bread baskets, butter dishes, and cruet sets are removed by the stewards
from their respective covers in preparation for the service of the sweet.

● Do crumbing and adjust the cutlery for the sweet course.

● The accompanying wine if any is served before the sweet is served.

● Serve pre-plated sweet from the right-hand side.

● After the end of the course the soiled plates are cleared following the same
protocol.

● The wine for toast is served to all the guest.

● 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.)

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/the ante room 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.

LAST NAME FIRST NAME ALLOTED TABLE NO.

Dr Acharya Gopal 4
Mrs Acharya Nalini 4
Mr Agarkar Ranjit 7
Mr Ahuja Manoj 5
Mrs Ahuja Maya 5
Dr Apte Ramesh 4
Dr Apte Anjali 4
Mr Awasthi Anup 7
Mr Chandrawargar Pratap 3
Mrs Chandrawargar Anita 3
 Toastmaster-Toastmaster is a general term, prevalent in the United States in
the middle 20th century, referring to a person in charge of the proceedings of a
public speaking event. The toastmaster is typically charged with organization
of the event, arranging the order of speakers, introducing one or more of the
speakers, and keeping the event on schedule. Such meetings typically include
civic events, service organization meetings, and banquets of various purpose.
In many meetings, a toastmaster typically addresses the audience from behind
a dais or from a podium. At stage entertainment events, especially ones
broadcast on live television, the toastmaster often takes the form of a master of
ceremonies, introducing the entertainment acts.
 CALCULATION OF CROCKERY, CUTLERY AND GLASSWARE

While calculating for informal banquets for 200 pax:

200 spoons, glasses ,cutlery plus 1.5 times par to be maintained.

In formal banquets only 0.5 times par stock to be maintained since everything
on t

OUTDOOR CATERING

It is important to take care of the following steps to ensure successful outdoor catering

• Preliminary survey of the place

• Analysis of the menu for identifying the requirement of cooking and service
equipment
Preliminary survey of the place

Check the following things:

1. The distance from the hotel ,travelling time during the peak time and lean traffic,
which would give the caterer a clear idea of when to start for the venue
2. The availability of water, power, and gas. Accordingly the provisions for the same
have to be made.
3. Shops, if any, nearby for the availability of raw materials in an emergency.
4. The size and shape of the area. Is the function to be catered indoors or outdoors n
the open? Would there be a requirement of a shed.
5. Availability of the toilet facility. If unavailable , temporary one should be erected
which should be far away from the source of clean water supply
6. Identifying a suitable area for kitchen stores, pot washing, service area,
entertainment if any, parking and hand wash
7. Facilities of garbage disposal

Analysis of the menu

1. The no. of dishes to be prepared on site

2. The area required to be able to prepare the dishes
3. Containers to be used for storage and transportation
4. Storage area required-dry stores, vegetables and fruits
5. Materials required to be able to prepare the dishes on site
6. Preparation equipments required-grinders, mixers etc.
7. Cooking equipments required-hot plate, ranges, fryers, boilers etc.
8. The no. of gas ranges, fryers, boilers etc required
9. No. of gas cylinders required and no. of gas connections required
10. Cooking vessels required
11. No. of work tables required
12. Service equipment requirements-numbers, cutlery, crockery, glassware, linen,
disposables etc.
13. Setting up temporary bar-supplies
14. Fire extinguisher, power generators, security staff, first aid kit,etc

STAFF REQUIREMENT CALCULATIONS

The number of staff required for a function is determined by many factors:

• No. of people to attend

• Type of function
 • Type of food service
• No. of dishes offered
• Provision of alcoholic beverages

In a formal banquet

1 food waiter: 04 covers

1 wine waiter: 08 covers (on charge)

1 wine waiter: 10 covers (not chargeable)

1 supervisor: 16 covers

In a buffet banquet

1 waiter: 20 covers (usually dependant on the no. of stations)

1 supervisor: 75 covers

1 head wine waiter: 4-5 wine waiters

TABLE REQUIREMENT CALCULATIONS

For a menu like the one mentioned below:

Green salad,Russian salad

Cream of tomato soup

Roti and naan

Mutter pulao
Chicken vindaloo
Mutton kolhapuri
or
Paneer do pyaza
Malai kofta curry
Masaledar bhindi
Dal Makhani
Dahi
 Papad, pickle

Fruit salad

Ice cream

Assuming the party caters to 200 pax and 100 pax are expected vegetarians

We set up different counters for veg and non-veg

The area allowance of a buffet counter =1.5’ per dish or item

The non-veg counter has 9 items (above menu) =1.5’*9=13.5’

Size of a buffet table: 8’x 2.5’

For water station: 2 round tables of 3ft diameter

For soup station: 1 buffet table for 1 counter

For non vegetarian buffet: 2 buffet tables

For vegetarian buffet: 2 buffet tables

For sweet station: The soup counter be changed to sweet counters

For clearance: 1 buffet table

Plastic bins lined with disposable bags: 4 nos.

Size of a buffet table: 8’x 2.5’

Therefore no. of buffet tables required:

Soup section: 1

Vegetarian counter: 2

Non veg counter: 2

Sweet counter: 0

Clearance counter: 1

Total buffet tables: 6

No. of round tables required:

Water station:2

Total round:2

FORMATS

BANQUETING BOOKING DIARY

 BANQUET CAPTAIN’S REPORT

BANQUET FOLLOWUP FORM

 TYPES OF FUNCTION/BANQUET:
There are three types of functions in banquet:
1. Formal function/Banquet: in formal function, there are certain procedures, such as seating
the host, chief guest, guest of honor, and the invitees, and serving the food and beverages are
decided by the host. A formal function always includes speeches at a specified time which is
mostly 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.

2. Informal function/Banquet: in this type of function, no formalities and procedures are

followed on seating, serving and the dress code. The service is indiscriminate of sex and rank.
These functions normally consist of entertainment. One can witness casual behavior of guests in
informal functions. Nowadays, more informal functions are being organized such as birthday
parties, cocktail parties, wedding anniversaries, club members’ meets, alumni meets, and so on.
The informal functions are such as :
3. Social function: purpose is to meet people, make new friends, entertain oneself and build
relationship. Such as cocktail parties, wedding anniversaries, birthday parties, wedding
receptions, dine and dance parties etc.
4. Public relations: these are organized by the business houses in order to make the consumers
aware of their presence and to establish relationship with them for example: Exhibitions,
contests for home makers, fashion parades, dealer’s meetings etc.
5. Conferences: the purpose of this type of function is to share the knowledge and expertise and
to discuss on matters of concern. For example: political conferences, trade union conferences,
international and national conferences on important issues.

 The following are some functions normally organized by the banquet department
of a hotel:
 Workshops
 Conferences
 Fashion parades
 TV shows
 Wedding receptions
 Birthday parties
 Alumni meets
 Club member’s meets etc
 Seminars
  Exhibitions
 Beauty contests
 Training sessions
 Wedding anniversaries
 Graduation days
 Cocktail parties

FUNCTION MENUS
 The following factors need to be kept in mind for planning menus:
1. Cost
2. Feasibility of various styles of service
3. Profit contribution
4. Culinary skills of the kitchen staff
5. Service equipment available
6. Dietary needs of various age groups
7. Service skill available
8. Availability of ingredients
9. Most demanded dish

 The host chooses the menu considering the following:

1. Budget
2. Religious faith
3. Type of people to attend the function – veg/non veg, age group, Indian, foreigners etc.
4. Type of function

The banquet supervisor may assist the host for selecting dishes at the time of booking the function.

 The categories of dishes offered in Indian menus are as follows:

 Salads
 Soups
 Fish
 Mutton
 Potatoes
 Chicken
 Paneer
 Vegetables
 Biryani/pulao
 Dal
  Sweets
 Ice cream

 Continental menus may have the following categories:

1. Appetizers – hot and cold
2. Soups – hot and cold
3. Fish – poached, grilled and fried
4. Poultry
5. Meat
6. Accompanying potatoes and vegetables
7. Cheese
8. Sweet
9. Coffee – with choice of petit fours.
10.The menu file should also have cocktail snacks that are available during the alcoholic beverage
service. Limited snacks may be offered at a fixed price or it may price individually.

SERVICE METHODS IN BANQUET:

 The type of service method selected depends on the following:
 Host’s wish
 Time available for service
 Type of function – formal or informal
 Service skill available
 Number of people to be served
 Service equipment available

 Food may be served in any one or a combination of some of the following styles of
food service:
 Silver service
 Plate service
 Family service
 Buffet service

CALCULATION OF STAFF REQUIREMENT FOR FUNCTIONS

 Staff requirement for functions are calculated on following factors
1) Number of persons attending function
2) Type of function
3) Type of menu
4) Type of food service
5) Number of dishes offered
6) Provision of Alcoholic beverages

Generally in formal banquets, one waiter is deputed against 10 covers, one wine waiter for every 15
covers if served on cash basis and one waiter for every 25 covers if drinks are inclusive with meals. One
head waiter for every 4-5 wine waiters. In practice we calculate one waiter for every thirty covers for
buffet service, but it’s not compulsory as sometimes it depends on number of food counters to be
manned etc. In case of supervisory staff, they are calculated on every thirty covers for a formal function
and seventy five covers for a buffet.

BOOKING PROCEDURE
a) Receives enquiry
b) Write down details of function on enquiry form
c) Check the availability of dates and venue
d) If not available, suggest alternative dates
e) If not suitable than politely regret.
f) If available, than open a file on clients name
g) Record the details of a function
I Date and Time of function
II Clients details
III location of function
IV Expected number of persons attending function
V Food and Beverage requirements
VI Service style
VII Sitting arrangements
VIII Flower Arrangements
IX Special lighting provisions
X Special needs during functions
XI Menu details
XII Welcome drinks
XIII Requirement of dance floor and music arrangements
XIV Provision of Toast Master
XV Photographer
XVI Place cards
XVII Secretarial Services
XVIII Car Parking
XIX Security Services
XX Music and Dance floor
h) Confirm the details with the client and get approved by taking their signatures on the details.
After taking down all necessary information, the banquet department may inform the host the
following:
I Advance Payment: After confirming the booking, hotel collects advance payment from the host.
It varies from 70-80%. After collecting advance only, function gets confirmed.
II Final settlement of Bill: Final settlement of bills are decided whether it should be done on the
same day after the event or it may be done within two to three days. This is clearly communicated
to the host.
III Mode of Payment: Mode of payment is decided-cash, card or through Bank.
IV Function cancellation fees: The amount and deadline date of function is decided between
Hotel and Host.
V Date of final inspection by the client.
VI Date for finalizing the number of guests.
VII Chargeable services and facilities.
The detailed information collected in the Function Prospectus and signed by Authorized person and
copies are sent to the following departments for the smooth conduction of event:
a) Front Office
b) Housekeeping
c) Maintenance
d) Kitchen
e) F&B Controls
f) Security
 FUNCTION EQUIPMENTS
Banquet department organizes various functions, for which they require various types of equipments
for the smooth organization of events. Equipments plays vital role in setting up banquet area, but it
should be remembered that more equipment means more space, while using these equipments on
must remember there should be enough free flow area for the movement of guest. In case certain
equipments are not available in the property than it may be outsourced.
a) Banquet Tables and Chairs: Table and chairs the basic piece of furniture without which one
cannot think of setting any arrangements during functions. Different types of tables are used for setting
table plans for meetings, food service counters, buffet set up, display of registration counter etc. These
are in various shapes and sizes such as round, half round , rectangular, square and oval and of various
lengths and of different diameters. These tables have standard height of 30”.
The chairs used for the functions must be comfortable. Some has armrest and some do not. These
chairs are of different materials such as wood, plastic, rot iron, cushioned with light weight aluminum
frame, used depending upon type of function.
b) Risers: Risers are piece of furniture used for preparing stage during events. These risers are of
various sizes but commonly they are of 4’x8’ and the height ranging from 9”to 24”.Different pieces of
risers are joined together to prepare stage as per the need. Risers may also be used to create tiered
stage for effective display of products.
c) Lectern: Stand used for keeping notes and books, used by speakers and singers.
d) Dance Floor: Floor used for dance during functions and are prepare by joining the wooden pieces
of 3’x3’.They are interlocked with clamps so that they are fixed with each other. The dance floor area
allowance per person is approximately about 3 square feet per person.
e) Food service Equipments: Food service equipments include all pieces of cutlery, crockery and
glassware. These equipments contribute to the overall ambience and guest dining experience during a
function, so the selection of equipments is important. These are chafing dishes, soup tureen, plates,
glassware’s, platters, ice buckets, salvers, water jugs, bread basket, butter dish etc.
f) Canopy: Canopy is a temporary structure erected over the buffet during the outdoor catering
function. The structure is made up of aluminum and bright color fabric. It is used as a cover for the
dishes displayed on buffet and even it helps the guest to identifying the counter from far.
g) Podium: A small raised platform used for delivering presentations.
h) Audio Visual Equipments: Audio visual equipments are used to create affect on hearing and
sight during presentation. Following AV equipments are commonly used in Banquet room are Amplifier,
mixer, Boom microphone, dimmer switch, equalizer, flip chart, house chart, house sound, lavaliere
microphone, OHP,LCD, PA System, slide projector and screens.
 TABLE –SET UPS
Every function requires different table set ups. It all depends upon type of function, number of person
attending function and type of service. Following are the table set ups generally used in banquets.
a) Round table arrangements
b) Crescent rounds
c) Classroom style
d) Conference style
e) Theatre style
f) U-SHAPED
g) Herring Bone Style
h) Star shape
i) Hollow Square
These types of Table set ups are used in a particular functions depends upon Host Wish, Type of
Function, size and shape of venue and number of person attending function .For example U-shape set
are used for closer interactions while T- shape is use for a large gatherings.
Typical Setup styles
 Banquet / Wedding Style Seating Arrangement
Banquet or wedding-style seating refers to the arrangement of tables and chairs in a specific manner
to accommodate guests at an event. The layout is designed to foster social interaction and create a
comfortable and aesthetically pleasing environment for attendees

For wedding banquets, the seating arrangement is an important aspect of creating a comfortable and
visually appealing atmosphere for the guests. Here are some common banquet-style seating
arrangements for weddings:
1. Round Table Seating:
o Layout: Circular tables with chairs placed around the entire circumference.
o Use: Well-suited for weddings, providing an intimate setting and allowing easy
conversation among guests.
2. Banquet Style:
o Layout: Long rectangular tables with chairs placed on both sides.
o Use: Ideal for formal dinners at weddings, creating a sense of elegance and allowing for a
clear view of any central events or entertainment.
 3. Mixed Seating:
o Layout: A combination of round and rectangular tables arranged creatively.
o Use: Offers a dynamic and visually interesting setup for weddings, allowing for variety and
accommodating different group sizes.
4. U-Shaped Seating:
o Layout: Tables arranged in the shape of a “U,” with chairs placed on the outer side.
o Use: Suitable for more intimate weddings or specific events within the wedding, such as a
ceremony or presentation.
5. Family-Style Seating:
o Layout: Long tables with chairs or benches on both sides, similar to a banquet style but
with shared platters of food.
o Use: Promotes a sense of community and is suitable for weddings where a family-style
dining experience is desired.
6. Crescent Rounds:
o Layout: Round tables arranged in a crescent shape with the open side facing a focal point.
o Use: Offers a variation to the standard round table setup, allowing for a focus on a central
stage or presentation area at the wedding.
7. Hollow Square Seating:
o Layout: Square or rectangular tables arranged in the shape of a hollow square with chairs
placed around the outside.
o Use: Suitable for weddings where discussions or speeches are a significant part of the
program, as it facilitates communication.
8. Cluster Seating:
o Layout: Small clusters of seating arrangements, often with a mix of round and square
tables.
o Use: Provides an informal and social atmosphere, suitable for a laid-back or casual wedding
setting.
9. Cabaret Style:
o Layout: Round tables with chairs placed on one side, leaving the other side open.
o Use: Suitable for weddings with a central stage or performance area, allowing guests to
have a clear line of sight.
10.Long Table Rows:
o Layout: Long rows of tables placed in parallel.
o Use: Offers a communal and inclusive feel for more relaxed and intimate weddings.
When planning the banquet seating arrangement for a wedding, it’s essential to consider factors such
as the venue layout, the number of guests, and the desired atmosphere. Couples often choose a seating
style that complements the overall theme and vision they have for their wedding celebration.
 Positives:
 o Audience interaction fully enhanced, with audience members all facing each other
 Negatives:
o The audience is closed in, needing to push past other audience members to enter/exit the
seating area
Ideal for Birthday parties, Sangeet, Receptions, Product launches, gala dinners, awards night,
weddings and other informal events.
banquet-type-seating-style
 Horse Shoe
This style is very similar to U Shape seating style, however there are no tables, only chairs arranged in
an open ended configuration with the audience facing inwards.
 Positives:
o The open end provides a focal point and allows for a presentation area.
o Allows presenter to approach and engage with each audience member.
 Negatives:
o Inefficient use of floor space, with seating capacity reduced.
o Aisles are required to ensure sufficient access and egress to seating area.
o There is no provision for note taking or consumption of plated food and beverage.
Ideal for large meetings, presentations, team briefings

 Board Meeting Style Seating Arrangement

Board meeting style refers to the arrangement of furniture and seating in a room where board meetings
are conducted. The layout is typically designed to facilitate effective communication, decision-making,
and collaboration among board members.
  Positives:
o Encourages audience interaction as they all face inwards
 Negatives:
o Restricts the position of a presentation area or focal point, typically to the end of the
table
Ideal for small meetings, one on one interviews, small presentations, team briefings.
Here are common features of a board meeting style:
1. Boardroom Table:
o Central Element: A large, often rectangular or oval-shaped table serves as the focal point
of the room. The table is designed to accommodate all board members and may have a
polished, professional appearance.
2. Executive Chairs:
o Seating: Comfortable and often ergonomic chairs are provided for board members. The
chairs at the head and foot of the table are typically reserved for the highest-ranking
members, such as the chairperson or CEO.
3. Head-of-the-Table Setup:
o Placement: The chairperson or CEO typically sits at the head of the table, with other board
members seated along the sides. This setup establishes a clear hierarchy and facilitates
leadership.
4. Audiovisual Equipment:
o Integration: Board meeting rooms often feature audiovisual equipment, such as a large
screen or monitor, for presentations, reports, and discussions. This technology is usually
integrated into the room’s design.
5. Meeting Support Equipment:
o Accessories: The room may be equipped with tools such as a whiteboard, flip charts, and
other presentation aids to facilitate discussions and visualizations.
6. Conference Call Facilities:
 o Integration: Many boardrooms have integrated audio and video conferencing capabilities
to allow remote board members or guest speakers to participate in meetings.
7. Document Distribution:
o Convenience: Spaces for distributing meeting agendas, minutes, and relevant documents
are often provided to ensure that all board members are well-prepared for discussions.
8. Reserved Seating:
o Designation: Some boardrooms have designated seats for specific board members. For
example, the chairperson may have a distinctive chair, or each board member may have a
personalized nameplate.
9. Neutral Décor:
o Aesthetics: Board meeting rooms often feature a neutral and professional décor. Colors
and furnishings are chosen to create a serious and business-like atmosphere.
10.Privacy and Security:
o Consideration: Board meetings often involve sensitive discussions and decisions.
Therefore, the room may have soundproofing and other security measures to ensure
confidentiality.
11.Natural Light:
o Preference: Whenever possible, board meeting rooms are designed to have access to
natural light. Well-lit spaces contribute to a positive and focused environment.
12.Refreshment Area:
o Convenience: Some board meeting rooms include a small area for refreshments and
catering, ensuring that board members can stay energized during lengthy discussions.
The layout and design of a board meeting room aim to create an environment conducive to productive
and focused discussions among board members. The goal is to facilitate effective communication,
decision-making, and collaboration in a professional and comfortable setting.
 Cabaret Style
This style is similar to Banquet type seating style, however there is an open end, with the audience
seated in an arc facing forwards.
 Positives:
o The open end allows for a focal point or presentation area.
 Negatives:
o Inefficient use of floor space, with seating capacity reduced.
Ideal for Birthday parties, Sangeet, Receptions, Product launches, Training sessions, gala dinners,
awards night, weddings and other informal events.
  Herringbone or Fishbone Style Seating Arrangement
The terms “herringbone” and “fishbone” are often used interchangeably when describing a specific
style of seating arrangement, but the two can refer to slightly different patterns. Let’s explore both
concepts:
1. Herringbone Style Seating Arrangement:
o Pattern: Herringbone refers to a distinctive V-shaped pattern, similar to the skeletal
structure of a fish. In seating arrangements, this pattern typically involves arranging tables
and chairs in a diagonal or zigzag fashion.
o Use: Herringbone seating is commonly employed in various settings, including events,
classrooms, and conference rooms. It provides a unique and visually interesting layout,
and it can be practical for maximizing space and facilitating communication.
2. Fishbone Style Seating Arrangement:
o Pattern: Fishbone seating, like herringbone, is characterized by a V-shaped pattern. In this
context, it often refers to a layout where rows of seating radiate outward from a central
focal point, resembling the spine of a fish.
o Use: Fishbone seating is often used in educational settings, training rooms, or conference
setups where there is a primary focus or presentation area. It allows for clear lines of sight
and engagement with a central speaker or presentation.
 In both herringbone and fishbone seating arrangements, the goal is to create an organized and dynamic
pattern that serves functional and aesthetic purposes. These arrangements are often chosen when a
clear focal point or presentation area is essential, and they can be adapted to various settings based on
the specific needs of the event or space.

When applied to events like weddings or conferences, herringbone or fishbone seating arrangements
can enhance the overall visual appeal of the space, encourage better visibility for attendees, and create
a sense of order. The choice between herringbone and fishbone may depend on the specific layout and
requirements of the venue or the preferences of the event planner.
 Hollow Square Style
The Hollow Square style seating arrangement is a configuration where rectangular or square tables are
arranged in the shape of an open-ended square, leaving the center of the square empty. This
arrangement is popular for meetings, conferences, discussions, and presentations where participants
need to face each other and have a clear view of a central focal point. Here are the key features and
benefits of the Hollow Square seating arrangement:
 Key Features:
1. Shape: Tables are arranged in the shape of a hollow square, forming a complete or partially open
square with a gap in the center.
2. Central Open Space: The center of the square is left empty, providing an open space. This open
space can be used for presentations, discussions, or a focal point.
3. Facilitates Interaction: Participants are seated on the outer sides of the tables facing each other,
promoting interaction and communication among attendees.
4. Clear Line of Sight: The open space in the center allows everyone to have a clear line of sight to
the central focal point, such as a presenter, speaker, or discussion area.
 5. Suitable for Discussions: The Hollow Square seating arrangement is particularly effective for
discussions, workshops, and collaborative sessions where active communication and
engagement are crucial.
6. Ideal for Presentations: Presenters can stand or be positioned within the central open space,
making it easy for them to address all participants without any obstructions.
7. Moderator’s Position: The facilitator or meeting leader often sits or stands at a prominent
location, such as the open end of the square, to guide discussions or presentations.
8. Number of Participants: The Hollow Square is suitable for a moderate number of participants to
maintain a sense of intimacy and effective communication.

 Positives:
o Audience interaction fully enhanced, with audience members all facing each other
o Allows audience to consume plated food and beverage easily
 Negatives:
o Seating capacity is reduced
o Does not allow for a main presentation area or focal point.
 Benefits:
1. Enhanced Communication: The arrangement encourages face-to-face communication and
discussion among participants.
2. Visibility: Participants have a clear line of sight to the central area, ensuring that everyone can
see presentations or speakers without obstruction.
3. Collaboration: Ideal for collaborative activities, workshops, and team discussions, as participants
can easily interact with each other.
4. Moderator Control: The facilitator or meeting leader can effectively moderate discussions and
keep the group focused.
 5. Professional Appearance: The Hollow Square seating arrangement provides a professional and
organized look to the meeting or event.
The Hollow Square-style seating arrangement is versatile and can be adapted to various group sizes and
room configurations. It’s commonly used in business meetings, training sessions, seminars, and other
settings where active communication and collaboration are essential.
 Lecture Room – Training Room Style
The lecture room designed in a training room style is an excellent option for organizations that require
a space to deliver training and development programs. This room style typically features tables and
chairs arranged in a classroom-style configuration, with a presenter’s table or podium at the front.

The training room style lecture room is designed to facilitate interactive learning experiences, with
ample space for participants to take notes and engage in group activities. The layout of the room
encourages collaboration and participation, making it an ideal environment for workshops, seminars,
and team-building exercises.
In addition to the physical layout, training room-style lecture rooms are often equipped with advanced
audio visual technology, such as projectors and audio systems, to support the delivery of multimedia
content. This technology can further enhance the learning experience and increase engagement among
participants.
Overall, the training room-style lecture room is a versatile and effective space for organizations seeking
to deliver high-quality training and development programs. With its collaborative layout and advanced
audio visual capabilities, it is an excellent option for businesses, educational institutions, and non-profit
organizations alike.

 School Room Style Seating Arrangement

The school room style seating arrangement is often designed to facilitate learning and engagement in
a classroom setting. Various seating arrangements can be used based on the educational objectives,
the number of students, and the nature of the content being taught.

Here are some common school room seating arrangements:

1. Traditional Rows:
o Layout: Desks or tables arranged in rows facing the front of the classroom.
o Use: Suitable for lectures and presentations where the focus is on the teacher at the
front of the room. It maximizes the number of students in the available space.
2. Classroom Style:
o Layout: Rectangular tables with chairs, allowing students to face both the front of the
room and each other.
o Use: Encourages interaction and group work. Suitable for a variety of teaching methods,
discussions, and activities.
3. U-Shaped Seating:
o Layout: Tables arranged in the shape of a “U” with chairs placed around the outside.
o Use: Promotes interaction among students and allows everyone to have a clear view of
the teacher or a central area. Suitable for discussions, presentations, and collaborative
activities.
4. Clusters or Pods:
o Layout: Small groups of desks or tables arranged together.
o Use: Encourages collaboration and group work. Suitable for interactive learning activities,
projects, and discussions.
5. Circle or Semi-Circle:
o Layout: Desks or chairs arranged in a circular or semi-circular pattern.
 o Use: Fosters a sense of equality and encourages open communication. Suitable for
discussions, group activities, and collaborative learning.
6. Fishbone/Herringbone Style:
o Layout: Desks or tables arranged in a V-shaped or diagonal pattern.
o Use: Provides a dynamic and visually interesting setup. Suitable for lectures, discussions,
and activities where a clear view of the front is essential.
7. Team Tables:
o Layout: Larger tables designed for group activities, with chairs around each table.
o Use: Facilitates teamwork and collaborative learning. Suitable for projects, group
discussions, and activities requiring shared resources.
8. Conference Style:
o Layout: Long rectangular tables with chairs on both sides.
o Use: Suitable for a more formal setting or discussions where each student has a defined
workspace. Ideal for group presentations and collaborative projects.
9. Standing Desks:
o Layout: Adjustable standing desks or tables.
o Use: Encourages movement and can enhance focus and energy levels. Suitable for
classes where students may benefit from the option to stand.
10. Tiered Seating (for lecture halls):
o Layout: Rows of tiered seating, often with a raised platform for the teacher.
o Use: Ideal for larger lecture-style classes. Ensures a clear view of the front and enhances
visibility in larger groups.
When choosing a school room-style seating arrangement, educators consider factors such as the
teaching method, the nature of the subject, the age of the students, and the classroom size. Flexibility
in seating arrangements allows teachers to adapt to different learning activities and promote a
dynamic and engaging learning environment.
 T Shape – Style Seating Arrangement
The T-shape seating arrangement is a layout where tables or desks are configured in the shape of the
letter “T.” This arrangement is commonly used in various settings, such as classrooms, conference
rooms, training sessions, and meetings. The T-shape design creates a clear focal point while allowing
for interaction and collaboration among participants. Here are the key features and uses of the T-
shape seating arrangement:
 Key Features:
1. Formation: Tables are arranged to create a horizontal row (the top of the “T”) and a vertical
column (the stem of the “T”).
2. Focal Point: The open end of the T is often designated as the front or central area, where a
speaker, presenter, or leader can stand or be positioned.
 3. Interaction: Participants are seated along the horizontal row and the vertical column, promoting
face-to-face interaction and engagement.
4. Clear Line of Sight: The layout allows for a clear line of sight for everyone towards the central
area, facilitating communication and presentations.
5. Variations: The T-shape arrangement can be adapted based on the number of participants and
the desired level of interaction. It can involve individual tables, modular desks, or even a
combination of different seating elements.

 Common Uses:
1. Classroom Setting:
o Use: Effective for discussions, presentations, and collaborative learning in a classroom. The
teacher can stand at the open end of the T for lectures or discussions.
2. Meeting Rooms:
o Use: Suitable for smaller meetings or workshops where interaction and discussion are key.
The focal point can be used for presentations or discussions.
3. Training Sessions:
o Use: Ideal for training sessions where participants need to face a central point for
presentations, discussions, or hands-on activities.
4. Conference Rooms:
o Use: Appropriate for medium-sized conferences or meetings. The layout facilitates
communication and engagement during discussions or presentations.
5. Interviews or Panel Discussions:
o Use: Provides a structured arrangement for interviews or panel discussions where
participants need a clear view of each other.
6. Interactive Workshops:
o Use: Effective for workshops or seminars involving group activities or discussions. The
central area can be utilized for demonstrations or interactive exercises.
 7. Presentations:
o Use: Suitable for presentations where the speaker or presenter wants to engage with the
audience. The T-shape allows for a central focus.
8. Collaborative Projects:
o Use: Promotes collaboration among participants, making it suitable for group projects or
activities that require teamwork.
The T-shape seating arrangement offers a balance between a clear focal point and the ability for
participants to interact with each other. It is a versatile layout that can be adapted to different settings
and group sizes, making it a popular choice for various educational and professional environments.
 Theater Style Seating Arrangement
The theater-style seating arrangement is a configuration where chairs or seats are aligned in rows,
facing a central stage or focal point. This arrangement is commonly used in auditoriums, lecture halls,
conference venues, and theaters. The primary purpose of theater-style seating is to optimize the
audience’s view of a performance, presentation, or speaker. Here are the key features and common
uses of the theater-style seating arrangement:
 Positives:
o All of the seats are facing forwards towards the stage of the function room.
o Maximum seated capacity is achieved for the function room.
 Negatives:
o The audience is closed in, needing to push past other audience members to enter/exit the
seating area.
o Aisles are required to ensure sufficient access to seating area.
o There is no provision for note taking or consumption of plated food and beverage.
o Audience interaction is hindered as audience members don’t face each other.

Key Features:
1. Rows of Chairs or Seats:
 o Layout: Chairs or seats are typically arranged in straight, parallel rows facing the front of
the room.
2. Elevated Seating:
o Arrangement: In some cases, the seating may be tiered or elevated to ensure
unobstructed views for audience members in the back rows.
3. Center Aisle:
o Design Feature: Often includes a center aisle that provides easy access for attendees to
find their seats and facilitates movement.
4. Clear Line of Sight:
o Purpose: The arrangement is designed to provide each audience member with a clear and
unobstructed line of sight to the stage or central area.
5. Focused Focal Point:
o Orientation: The chairs are oriented towards a central stage, podium, screen, or
presentation area where the main event or performance occurs.
6. Optimized Acoustics:
o Design Consideration: The layout is often optimized for acoustics, allowing the audience
to hear clearly and ensuring that sound travels effectively throughout the space.
7. Large Seating Capacity:
o Suitability: Ideal for accommodating large audiences, making it suitable for performances,
lectures, conferences, and presentations.
Common Uses:
1. Theater Performances:
o Use: Theaters use this style to provide optimal viewing angles for the audience during
plays, musicals, and other performances.
2. Lectures and Presentations:
o Use: Commonly employed in lecture halls, conference centers, and auditoriums for
presentations, academic lectures, and keynote addresses.
3. Conferences and Seminars:
o Use: Suitable for conferences and seminars where a speaker addresses a large audience,
and visual presentations are a key component.
4. Panel Discussions:
o Use: Often used for panel discussions, debates, and forums where multiple speakers
contribute to the conversation.
5. Film Screenings:
o Use: Movie theaters utilize theater-style seating to provide optimal viewing experiences
for audiences watching films on a large screen.
6. Award Ceremonies:
 o Use: Events like award ceremonies or ceremonies where a central stage is used to
recognize individuals or achievements.
7. Educational Assemblies:
o Use: In schools and universities, this seating arrangement is used for assemblies,
presentations, and large-scale events.
8. Corporate Presentations:
o Use: Applied in corporate settings for large meetings, presentations, and town hall events
where executives address employees.
The theater-style seating arrangement is practical for events where a passive or focused audience is
expected to direct their attention to a central stage or presentation area. While it is efficient for large-
scale gatherings, it may limit interaction among audience members compared to more circular or
discussion-oriented seating layouts. The choice of seating arrangement often depends on the nature of
the event and the goals of the organizers.
Ideal for Receptions, Birthday Parties, Weddings, Cradle Ceremonies, Meetings, Product launches
etc
 U Style Seating Arrangement
The U-shaped seating arrangement is a configuration where tables and chairs are arranged in the shape
of the letter “U.” This design provides a clear focal point in the open end of the U, making it ideal for
discussions, presentations, and collaborative activities. Here are the key features and common uses of
the U-shaped seating arrangement:
 Positives:
o The open end allows for a focal point or presentation area.
o Allows presenter to approach and engage with each audience members.
o Audience interaction is enhanced, with audience members facing each other.
 Negatives:
o Inefficient use of floor space, with seating capacity reduced.
o A large proportion of the audience are seated side-on to the presentation area.

Key Features:
 1. Formation:
o Layout: Tables are arranged to form a U shape, creating an open space in the center.
2. Clear Focal Point:
o Design Feature: The open end of the U serves as the central focal point, often where a
speaker, presenter, or leader is positioned.
3. Face-to-Face Interaction:
o Orientation: Participants are seated along the outer sides of the U, facing each other. This
layout encourages face-to-face interaction among attendees.
4. Optimal Visibility:
o Arrangement: The design allows for clear visibility, ensuring that everyone has a direct line
of sight to the central area.
5. Moderator’s Position:
o Purpose: The leader, facilitator, or presenter often occupies the central position at the
open end of the U to lead discussions or presentations.
6. Ideal for Collaboration:
o Use: Well-suited for collaborative discussions, workshops, team-building activities, and
interactive training sessions.
Common Uses:
1. Meetings and Discussions:
o Use: Effective for small to medium-sized meetings where interaction and discussion among
participants are key.
2. Training Sessions:
o Use: Ideal for training sessions where a central facilitator or trainer engages with
participants, fostering an interactive learning environment.
3. Presentations and Workshops:
o Use: Suitable for presentations, workshops, and seminars where the presenter wants to
engage with the audience and encourage group participation.
4. Collaborative Group Activities:
o Use: Promotes collaboration in group activities, discussions, and brainstorming sessions
where participants work together.
5. Board Meetings:
o Use: Often used in boardrooms for executive meetings, discussions, and decision-making.
The central position allows for effective leadership.
6. Interviews and Panel Discussions:
o Use: Provides a structured arrangement for interviews or panel discussions where
participants need to face each other and a central point.
7. Focus Groups:
 o Use: Commonly used in research settings for focus group discussions, allowing participants
to share opinions and insights.
8. Roundtable Discussions:
o Use: Suitable for roundtable discussions, allowing participants to engage in open
conversations with a central moderator or leader.
9. Small-Scale Conferences:
o Use: Applied in smaller conference settings where interactive discussions and audience
engagement are important.
10.Ceremonies and Special Events:
o Use: Occasionally used for ceremonies or events where a central speaker or presenter
addresses the audience.
The U-shaped seating arrangement offers a balance between a clear focal point and the ability for
participants to interact with each other. It is a versatile layout that promotes engagement,
collaboration, and open communication. Event organizers and educators often choose this
arrangement for its effectiveness in facilitating discussions and group activities.
deal for training, conferences, workshops, meetings
EXAMPLES OF INFORMAL BANQUET
 Road-show/ Exhibition
This is basically a display of a particular product. This may be from the same company- different types,
for example, a range of Akai TV or maybe different company TVs 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 roadshow & 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 a
lot of spotlights so that the color is not hidden. They will also require tables behind to store the sarees.
There is one man per counter from the company as a salesman displaying. A computer road-show will
require stalls as in cubicle with spotlights highlighting the product & a display table with focus light to
display the catalogs of the product. They would also require a lot of extension cords to operate the
computers & printers & a three-phase power supply available at all times. In this sort of roadshows, 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 function mainly is for a company that has just launched a new product on 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 in 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 of 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 esearch 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, journalists & 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 a very small gathering. This might involve a visual presentation to the
press & follow by a 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 for each member present in
the I shape. The hotel coordinates with organizers regarding the names & the itinerary of the entire
function.
Banquet Markets
The hospitality industry has kept pace with all around growth by other sectors of economy globally.
Hotels are one of the top earners of foreign exchange as well as domestic earnings. Apart from hotel
rooms, food and beverage contribute the maximum to hotel sales, banquets being one of the major
contributors. Banquets derive their business from various Segments, which can broadly be classified
into the following groups:
(1) Conventions: These may include hundreds or even thousands of delegates and feature meetings,
exhibitions, a wide range of lunches and dinners, midsession tea/coffee service, besides rooms.

(2) Business meetings: These include meetings or product launches for a few to hundreds of people.
They also require service of food and beverage. They generate maximum revenue for a hotel’s banquet
department.

(3) Social gatherings: These are usually private parties organized by individuals for family events,
weddings anniversaries. Parties range from few to thousands. Political events award giving functions
fund raising events also require banquet service.

HOTEL POLICIES REGARDING BANQUETS

All hotels and resorts have specific policies regarding banquets. They may relate to the following
matters:

 Pricing and deposit: Pricing may be calculated on a per person basis or any other basis. A
deposit is often required to guarantee the date and time of the banquet. The deposit could be
refundable or non-refundable. While guaranteeing, it is also required to mention the number of
guests that are expected. A lot of hotels have a minimum and maximum cap for the number of
people who will attend the banquet.

 Length of event: Typically, a banquet lasts for four hours. The time required is determined at
the time of booking and if the event crosses that length, additional hourly charges may be
applied.

 Alcohol: Hotels may reserve the right to refuse serving drinks to guests who are excessively
intoxicated.

 Damages: Any damages to the hotel or its equipment during a banquet event can be billed to
the host of the event. All items that are brought into the premises by the organizer will have to
be removed at the conclusion of the event.

The following is a sample of the general terms and conditions for banquets in hotels:
(01) The hotel reserves the right to cancel and release the banquet space in case of non- payment of
advance as per schedule. All payments to be made in favour of the hotel by cash, credit card or demand
draft.
(02) The terms and conditions stipulated in this letter of agreement will be considered final when duly
signed by both the parties. Any subsequent changes will only be made with the written consent
between both the parties.
(03) The hotel does not permit to use nails, scotch tape, and pins to put up posters or banners on the
panels, walls or doors of the banquet rooms. The hanging of banners and posters shall be permitted on
free-standing frames.
(04) The hotel does not permit blocking fire exit doors with equipment.
(05) It does not permit sawing or painting.
(06) It does not permit moving of heavy equipment in the function rooms without proper protection
for the floors.
(07) It does not permit tampering or removal of hotel’s electric or power installations.
(08) It does not permit the use of flammable and explosive material.
(09) It also does not permit dumping of construction debris of any kind at back area of the hotel.
(10) It does not permit cutting and trimming hotel’s existing trees or plants, welcome signage or display
in the lobby.
(11) Location of any client’s signage must be confined within the function room premises.
(12) The client is responsible for directing their suppliers to observe the hotel’s guidelines and as such
the client is responsible for any damage incurred by them to the hotel premises.
(13) The client is liable for any damage caused to the hotel or equipment by the client or the client’s
guests attending the event.
(14) The hotel reserves the right to ask for a damage deposit and the client will make good any damage
if caused.
(15) The people involved in the movement of the material and erect; the set-up for the event from the
client’s end needs to maint discipline in the hotel premises. They need to be in neat and ck dress. Also
they should be well disciplined and their movement shoi be confined to the premises of the function
venue. There should no noise created by them outside the function areas, in the corridc
(16) All set-up will have to be done under the supervision of hotel staff.

A Sample of Banquet Policies in a Hotel

(01) Pricing Policy Once a booking is made an advance of 50 per cent of the expected billing is
collected and adjusted at the time of the final settlement of bills. If the booking is from a company, a
written confirmation to that effect should be taken. If the booking is only for a hall for display and
exhibition, full charges will be collected in advance.
(02) Catering Policy The hotel will supply all food. No outside food will be allowed. Special menus
with price will be offered to the host booking the party who will select the dishes and price agreed on.
All rates will be quoted on per person basis and for liquor as per consumption. All the details will be
signed by the host and a representative from the banquet department and will be treated as a contract.
(03) Cancellation Policy Any cancellation or change will be done only if intimated one week in
advance of the event. Thereafter, the request will not be entertained and the advance forfeited.
(04) Settlement Policy The final settlement of the bill will have to be done on the day of event and
after the event is over. No personal cheques are accepted. In case the bill has to go to a company, then
the bill will be signed by an authorized person from the company.
(05) Guarantee Policy Tentative and guaranteed number of persons attending the function will have
to be mentioned and will be charged for the guaranteed number and the additional. No more than 8
per cent on guaranteed will be accepted.
(06) Length of Event Policy The total time will be allotted to the function and will be a binding on
the customer. No loud music will be allowed beyond government prescribed time limit.
(07) Licensing Policy All legal licenses, e.g., liquor license will be obtained for the party by the
banquet department, the charges thereof will be borne by the client.
(06) Smoking Policy Smoking is not allowed anywhere in the hotel; however, designated areas are
earmarked for smoking.
(07) Audio Visual Policy In case there is a need for audio visual aids, same will be handled by the
banquet department provided intimation is given 24 hours in advance. The charges thereof will be
borne by the client.
(08) Gratuity and Tax Policy Government taxes as applicable will be levied on the entire bill. Around
10 per cent of the service charges will also be charged on the bill. In case the organization is exempted
from paying tax, a tax exemption certificate will be produced prior to the event. It will not be accepted
after the event. The hotel will assume no responsibility for damage or loss of any merchandise or article
brought into the hotel before, during or following a function. Arrangements for security for exhibits
and materials set up for display should be undertaken by the party.
(10) Signs and Display Policy No tapes nails or staples will be used to stick pictures, signs, banners
or posters to the walls. Bulletin boards and flip charts are available for the purpose. Please contact
banquet office for the same.
(11) Damage Policy Any damage to the facility or equipment during the event will be billed to the
host of the event.
 TYPES OF CUSTOMERS
A customer is a person who buys, especially on a regular basis. He is also a person with whom one must
deal. At the end of the day customers are the sole provider of every business—the revenue stream that
pays for everything else. An organization may have the best product and management but it would still
lead to nothing if there is no revenue stream, which is the direct contribution of sales. The different
types of customers are listed out as follows:
(1) External customer. These are the people or organizations that have a need for a product or
service. They have a budget and spend some of it in exchange for requirements that meet their
expectations. These external customers have the financial autonomy to decide where and how they
will spend their money. They decide which provider to buy a product or a service from on the basis of
which provider has earned their trust and confidence. Customers vote with their money and complain
with their feet.
(2) Allies. These are the users of a product or service, but not the ultimate decision maker. They may
or may not have much money, but they play a vital role in an organization’s success. They do not make
the final decision but they may have tremendous impact on the outcome. They are often closely
connected to the source of money and positioning them as an ally could be critical for an organization’s
success. They can be very supportive if an organization earns their trust and confidence. They also have
veto power, i.e. the authority to say no. However, allies can be a tremendous wealth of information,
which can be used to leam how an organization can differentiate itself from the competition. Customers
buy differences, not similarities. It can, however, sometimes be difficult to ascertain external customers
and allies. It is better to ask questions early in the process to determine the players within an account.
A good question to ask is who else may be involved with the decisions.

(3) Internal customer. These are fellow employees and managers within an organization, whose
support is essential for its success. Poor internal relationships can have fatal consequences for external
customers. Customer concerns need immediate attention, and responsibilities for poor services should
not be abdicated. Customers do not care whose fault a problem is or how it happened. Customers are
not interested in fixing the blame. They want to fix the problem.
(4) Repeat customer. These are the most important customers for an organization. If their trust and
confidence can be attained, then they come back and spend even more. It is a fact that it costs up to
five times as much to replace a customer as it does to keep one.

(5) Born-again customer. These are previous customers who for some reason or the other they do
not use the organization’s products or services any longer. With tact, they can be converted into loyal
customers again. It is always better to open their records, give them a call, and settle any outstanding
grievance.
(6) Bag of wind. These individuals have little or no impact on the decision but they can be an easy
point of entry into an account. They may also provide clarity as to who the allies are and who the bag
of money is.

TYPES OF EVENTS
In order to be successful in the field of event management, no matter what department of
specialization one needs certain qualities, which are as follows:
• Negotiating skills
• Creative skills
• Convincing skills
• Coordinating skills
• Planning skills
• Executing and implementing skills
An individual with the aptitude for the above and interest in the field would make a successful event
manager. It does not matter what would be the type of event management, one needs to be adept in
the above skills. This is because this is a people’s industry, where everything is based on effective
communication skills at all levels. And professional event management service entails optimum
communication skills, as well as ability to look into the minutest details of things in order to ensure
optimum level of execution.

The following is a list of the varied events that are organized by the cross section
of event companies:
• Business events
• Corporate events
• Cause-related events
• Coordinating skills
• Fundraising events
• Exhibitions
• Trade fairs
• Entertainment events
• Concerts/live performances
• Festive events
• Government events
• Meetings
• Seminars
• Workshops
• Conferences
• Conventions
• Social and cultural events
• Sporting events
• Marketing events
• Promotional events
• Brand and product launches
TYPES OF FUNCTIONS
(1) Receptions
These are usually less formal occasions than banquets. Receptions are meetings to celebrate a
particular event. There can be buffet tables with food and drinks or stewards who would serve from
salvers. There will be some chairs for elderly persons who are invited, but many guests prefer to stand
and socialize in groups or move around. For wedding reception, the buffet is well laid and placed in
such a way that all the guests can see it while entering the room but within the easy access of the
service doors for easy clearing and restocking of the buffet. Buffets are normally split into sections of
food, tea coffee, wine and spirits, sweets, etc., for the smooth movement of the guests without
crowding at one place. These sections are well stocked with the cutlery, crockery and glassware needed
for those items. A floral arrangement is an important aspect of decoration which should not hamper
the service or the movement of the guests.
(2) Cocktail parties
These are organized on the same lines as a reception, but there may be cocktails instead of or in
addition to other wines and spirits. Usually, shacks are offered and may or may not be followed by
dinner.

(3) Conferences
These are a combination of business and pleasure, usually held in the banquet rooms of a hotel for a
company that wishes to improve its prospects by examining products and sales methods. The
organizers try to cover all the aspects of the purpose and provide tea, snacks or lunch.
(4) Gala dinners
This is to celebrate certain days of the year by eating out and enjoying with entertainment. Much
thought is to be given to the arrangements of the theme, menu, services and facilities.
(5) Balls
These are lively crowded events held under names, such as hunt ball, charity ball, military ball, navy
dance, etc. The main meal is fairly formal, consisting of several courses, but there will be a number of
cash bars and number of food kiosks at separate sites on the ground.
(6) Weddings
These are celebratory functions in the form of a dinner or reception in honour of a newly married
couple. At the initial meeting, the guest and the banquet manager should discuss and work out on
minute details so as not to face an embarrassment later on. This should be with regard to arrangement,
types of service, menu, cost per head, the decorations and charge thereof, any special arrangements
for any rituals, providing of a wedding cake, cost thereof, whether a separate room is to be provided
for the bride and the groom for change. It should be ascertained whether the wedding presents are to
be displayed and how much space is needed. All these points should be worked out so that as the
function is on there is no misunderstanding between the hotel and the client. The guests are received
with snacks and aperitifs are served; after reception the buffet is opened for service. At the time agreed
on the toastmaster announces the cutting of cake by bride and the groom. The wedding cake is placed
away from the buffet table at a focal point with a decorated cutting knife.
(7) Outdoor catering
This is a specialized form of function which may be offered by hotels or separate caterers. This is one
of the most demanding branches of the catering industry for it requires the provision of catering
facilities somewhere else where the facilities are non-existent or primitive: It usually involves erection
of a tent to be used as restaurant, kitchen, bar, wash up room, etc. An outdoor catering check list is
made of all items to be taken out. It is an extensive list of each and every item that needs to be carried.
The potential pitfall of this type of catering are staff limitations, transportation (heated or refrigerated)
vans, additional equipments needed and correct costing. The additional cost involved in supplying
outdoor food and beverage facility are reflected in the cost of outdoor events which is invariably higher
than in a banquet hall. Additional management time and control needed must be included in the costing
for success of an outdoor event.
GENERAL RULES FOR BANQUET SERVICE
Banquet Manager must develop rules for serving guest at banquets for the purpose to meet the needs
of guest. Following are the general rules which are normally followed in banquets:
a) All waiters must carry waiter cloth at all times.
b) All food must enter banquet hall on trolley or on trays.
c) All liquids must be served on tray whether hot or cold with spouts facing inward.
d) While placing plates in front of guest, waiter must ensure logo of the property on the plates should
be on top.
e) Used plates, glasses and flatwares must be stacked properly on trays.
f) Leftover food must be placed on a tray and set under cart.
g) Waiter should always pick up glasses by the base, flatware by handle and plates by rim.
h) Serve the head table first.
i) Serve all plated food from the right hand side of guest.
j) All beverages are served from the right hand of guest.
k) Serve the ladies first.
l) Clear all used plates and glasses from right.
m) Do not stack scrape plates in front of the guest.
n) Place appetizers on the table before service begins, unless they are hot dishes which must be served
after the guests are seated.
o) Set salads on table unless they are served as a separate course.
p) Clear the empty appetizers plates.
q) Serve the main course.
r) Serve coffee or wine.
s) Serve more water if needed.
t) Change ashtray if required.
u) Clear main plates, bread and butter plate, breads, cruet set and any flatware not needed for the
service of dessert.
v) Serve the dessert.
w) Serve more coffee if needed.
x) Clear dessert plates, empty wine glasses, empty coffee cups and remove napkins. If still meeting
follows, leave water glasses and partially filled coffee cups on the tables.
DIFFERENT TYPES OF BUFFET
Buffet literally means sideboard. The food is presented in such a way that a guest can serve themselves
and also geared to stimulate the customer appetite. Different types of buffet are:
a) Sit down Buffet: In Sit Down buffet arrangement guest select their food from the display and then
eat at table. Assisted service is provided in sit down buffet arrangement, means some part of food is
collected by the guest from the table counter and ancillary dishes such as breads, butter, second service
is provided by the server on the table itself. Sit down buffets are generally arranged in Formal banquets.
Tables are laid out in advance as per the menu, for the smooth service.
b) FORK BUFFET: It is also known as standing buffet. As the name suggest, there is no provision of
elaborate cutlery. The guest collects food from the display and eats food using only fork. In case of Fork
buffet, one must ensure that the shape and size of food should be such that it can be accomplished
with a fork. Glass holders are usually available which clip to the side of plate, in which glass may be
secured.
c) FINGER BUFFET: It signifies the kind of food which can be consumed with the help of fingers and
no cutlery is required, only snacks are served which can be consumed by fingers. The food and
beverages may be available at a buffet or on trays that are carried by the waiters. Usually napkins are
available on the passed trays too.
TOASTMASTER OR MASTER OF CEREMONIES
Strictly speaking, a toastmaster is for formal state banquets whereas the master of ceremonies is for
all formal and informal functions. Toast refers to speeches and replies at a formal function. The toast
mastering is a highly professionalized activity and requires the services of specialists who can conduct
a banquet. The essential function of the toastmaster is to ensure that the entire programme is
conducted smoothly and efficiently. In general, he/she carries out the stage programmes by organizing
dances, floor shows and speeches. He/she coordinates his functions in such a way that they fit
accurately into the service arrangements made by the banquet manager. A complete liaison between
the banquet manager, the toastmaster and the host or chairman of the function is a must. It is essential
that the toastmaster and the banquet manager work in close harmony so that service or toasts are not
hampered. Spontaneous toasts should not be announced just as the stewards are about to serve the
food. The toastmaster should have an impressive personality, should have voice that could attract
attention of audience, should have command over language with a clear speech. Each toast or reply
should not be more than 3 minutes, there should be one joke per toast, slang and vulgarity should not
be used and no fun should be poked at any one in attendance. The toastmaster should be well versed
with the names of the dignitaries and their titles. He should have a sense of humor and be able to
interact with public. The function of the toastmaster starts right from arrival of the guest, introducing
them to others in the hall till the final departure of the guests. His method of speaking, wit and presence
of mind makes the event a great success

 Duties of Toast Master

The following are the duties of the toastmaster:
(01) Audio check and placement of microphones being used before the arrival of guests.
(02) Directing all guests to the function area for cocktails and snacks.
(03) Announcing the names of the guests entering the function area on behalf of the host.
(04) Directing special guests to their reserved seats.
(05) After welcome is over, announcing the dinner.
 (06) Introducing guests of the head table to others in the party.
(07) Proposing the toast to groom’s parents or the chairman.
(08) Inviting others to reply the toasts.
(09) Announcing cutting of cake by the bride and the groom.
(10) Announce the start of dancing, the bride and the groom to dance first.
(11) Announce speeches and replies from time to time.
(12) Announce the floor shows and dances from time to time.
(13) Announce departure of the bride and the groom.
(14) At the conclusion of the meal when the coffee cups have been placed in front of the guests, the
toastmaster calls the attention of the guests and announces ‘My lords, ladies and gentlemen pay silence
for the chairman who will propose a loyal toast.’
 Procedure for toasts at formal wedding/banquets:
There are two procedures of toasts practiced during the wedding functions:
 1st procedure:
During the cake ceremony:
The cake, which is a focal point, should be presented on a silver tray with a knife and kept ready for the
newly wedded couple to cut.
The steps are:
1. The bride and bridegroom cut the wedding cake.
2. Telegrams of wishes and congratulations are read out by the best man.
3. Cake and champagne are passed around for toasts.
4. Toastmaster announces toast to bride and bridegroom, proposed by bride’s father or close
relation.
5. Response of bridegroom – proposes health to bridesmaids.
6. The best man replies on behalf of the bridesmaids.
 2nd procedure:
1. Champagne is passed around for toasts.
2. Toastmaster announces toast to bride and bridegroom, proposed by bride’s father or close
relations.
3. Response of bridegroom – proposes health to bridesmaids.
4. Best man replies on behalf of the bridesmaids.
5. Toasts by close relatives of bride and bridegroom.
6. 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