catering and banquet

3. FUNCTIONS OF CATERING
AND BANQUET SERVICE

4. What is Catering Service?
✔ Catering is the business of providing food service at a remote
site or a site such as a hotel, hospital, pub, aircraft, cruise ship,
park, filming site or studio, an entertainment site, or event
venue. A catering service may have its own cooks to prepare
food, or it may obtain food from a contractor or third party to
deliver to the client. The client reviews an event proposal
package with projected costs. Catering services usually require
a deposit before the event.

5. Functions of Catering
✔ In order for you to properly run a catering company,
you must be intimately familiar with all of these
functions. Missing out just one of them might cause
you to mess up an event.

6. Functions of Catering
PLANNING
✔The first and most important catering function that you should know about is ‘Planning’.
This entails that you formulate a comprehensive plan for the event on hand. You will
find that as the event date becomes closer, the more difficult the event will become.
One of the major benefits of planning is that it forces to set measurable objectives with
which you can benchmark yourselves against at the end of each year.
OPERATIONS EXECUTION OF TASKS
✔The second major function of catering is operations. While almost anyone can listen to
and understand the needs of a customer, it takes a certain degree of knowledge and skill
for a caterer to translate those needs into small, executable tasks. In order for you to
successfully hold an event, all tasks must be identified, bundled, delegated andexecuted.

7. Function of Catering
ORGANIZING THE EVENT
✔ The process of organizing the event involves setting up a formal structure that
is most conducive to the efficient and execution of each assigned task. You
will need to be able to organize the various types of resources at your
disposable in order to do this.
EQUIPMENT
✔ The equipment that you will have to manage will depend on several factors.
These include the menu, the service requirements of the client as well as the
type and location of the event.

8. Functions of Catering
UNDERSTANDING LEGAL & INSURANCE ISSUES
✔This is where a lot of new caterers get themselves in trouble. You need to be
able to have the necessary insurance plans to cover personnel, equipment and
guests at both on-premise and off-premise locations. You might also want to
consider creating a safety management team who will oversee all the safety
aspects of your functions. This will help mitigate legal concerns.

9. Function of Catering
IMPLEMENTATION
✔ This is where you start implementing the plan that you have set earlier. You need
to be able to communicate well with the team leaders in order to achieve the
desired outcome. You are the one who will have to finalize the schedules, identify
who among your staff will do what, and review the procedures and business
processes that you have set in place.
CONTROLLING
✔While your plan is being implemented, you need to ensure that you have the
necessary control mechanisms in place so you know nothing is going to go wrong.
This also refers to having the necessary cost control procedures within your catering
company to ensure that you do not overspend.

10. WHAT IS BANQUET SERVICE?
✔ Banquet service is a range of service styles for large catered events,
such as weddings, award ceremonies, charity dinners, and sports
team banquets. Banquet-style service may feature plated food,
buffet or food stations, or passed hors d’oeuvres. Banquet style of
service is typically nothing more than a more elaborate meal due to
the scope of the event or the size of the crowd present.

11. TYPES OF BANQUET SERVICE
BUFFET RECEPTION

12. PLATED FAMILY STYLE

13. CAFETERIA STYLE PRESET

14. Banquet Function
FORMAL FUNCTIONS - In this type of function, certain procedures, such as
seating the host, chief guest, guest of honor, and the invitees, serving the
food and beverages are decided by the host.
INFORMAL FUNCTIONS -In an informal function, no formalities and
procedures are followed on seating, serving, and the dress codes. The
service is indiscriminate of sex and rank. These functions normally include
entertainment.

15. SOCIAL FUNCTIONS -The purpose of this function is to meet people,
make new friends, entertain oneself, and build relationships.
PUBLIC RELATIONS -These are organized by the business houses in
order to make the consumers aware of their presence and establish
relationships with them.
CONFERENCES -The purpose of this type of banquet function is to
share knowledge and expertise and to discuss matters of concern

16. FACTORS THAT CONTRIBUTE TO SUCCESFUL
CATERING
Flexibility
One of the most important factors affecting the success of a small catering
business is flexibility of schedules. Catering isn't a 9-to-5 operation; some days
there may be no work, while others may bring multiple clients. Working hours
will vary. This means it is important to have employees who are on-call and
have the flexibility to work different schedules.
Safety
Safely preparing food is of paramount importance. If your company's food
sickens a client, it could lead to costly litigation and cripple your company's
reputation.

17. Menu
Develop a menu that is either diverse enough to appeal to a wide variety of clients
or an exotic menu that will fill a niche not represented by other catering
companies in your area. Plan a menu that fits the events you advertise. If a client
is disappointed, he will likely warn acquaintances to avoid your company.
Advertising
Although a great deal of your business will depend on word-of-mouth, it's
important to advertise especially while your business is just getting on its feet.
Advertising via social media is a cost-effective method of making potential
customers aware of the company name, as is maintaining a company website.

18. QUALIFICATIONS OF A CATERER
Caterer Requirements and Qualifications
•High school diploma or equivalent
•Prior experience in catering or food service a plus
•Current food handler’s certification
•Excellent food handling and preparation skills
•Able to stand and lift for extended periods
•Good communication skills

19. Caterer skills and qualifications
•Advanced customer service skills
•Strong leadership and supervisory
skills
•Knowledge of dietary restrictions
and the ability to come up with
menus accordingly
•Understanding of safe food
handling policies and procedures
•Excellent communication skills for
conversing with clients, guests and
employees
•Business acumen and negotiation
skills
•Problem-solving and critical
thinking skills
•Time management and
Caterer Job Qualifications
Required:
Excellent organizational and
communication skills
Willingness to travel to different
places for events
Valid driver’s license
Preferred:
Previous experience in catering or
serving

20. ESTABLISHING YOUR CATERING BUSINESS
REQUIREMENTS for an in-home catering business vary from state to state. Some
states allow residents to prepare food in their homes and sell it to customers,
providing the resident complies with specific regulations.
Zoning. Some states that allow in-home catering businesses require prospective
home caterers to adhere to zoning regulations. Other states have zoning laws that
restrict homeowners from using a residence for commercial purposes.
Catering License. Generally, states that allow in-home catering require residents
to have a catering license. To obtain a catering license, applicants must take a test
demonstrating that they know food safety rules such as how to properly store
food, the temperature at which different food items must be stored and rules

21. Accounting. Accounting refers to the collection, interpretation, classification, analysis,
and reporting of financial data. It goes a notch higher than bookkeeping, which is just
recording the financial transactions of the business.
Insurance. There are particular risks associated with catering, such as employees
slipping and falling on your premises while preparing food, diners or employees getting
hurt from hot liquid or broken glass, or someone becoming seriously ill from the food
itself. These are on top of more generic business risks such as fire, theft, or other
sources of property damage or personal injury.

22. EGAL CONSIDERATIONS
Here are our top five legal considerations when starting your own business:
. Choose the right structure
Choosing the right business structure is important because it will have implications for the life of
he business.
Four main options when considering your structure
Sole trader – a business owner trading on their own
Partnership – two or more people or entities running the business together
Company – a separate legal entity from its shareholders
Trust – an entity holding the assets of the business for the benefit of others
. Document the structure
f you’re going into business with other people then it’s a good idea to document the
rrangement. Documenting the rights and obligations of all parties is particularly useful in the
vent of success or disputes between owners

23. 3. Consider your obligations
Once you’ve chosen your business structure you’ll then need to consider the legal
framework you’re operating in.
Depending on the business you operate there will be particular laws and regulations that
govern the operation of your business and it’s important you know about them.
4. Protect yourself
Whenever you start a business it is crucial that you protect your business’s assets.
Intellectual property is one of the main assets that business owners fail to protect.
Intellectual property can include things like:
•your trademark
•copyright
•your brand
•domain name
•recipes or products you’ve created
5. Employer responsibilities
If you intend to have employees you need to consider the conditions of employment that
you will offer to your employees.

24. ORGANIZATIONAL STRUCTURE

25. JOB DESCRIPTION:
Banquet Manager is the overall in charge of meeting banquet sales targets, developing banquet
business, customer contact, banquet administration and supervising all arrangements.
Banquet Sales coordinator prepares sales kits, fact sheets layouts and proposed menus, visits
potential guests to solicit business, conducts FAM tours of the facility.
Banquet Supervisor coordinates the resources for functions including table layouts staff scheduling
and banquet setup.
Waiters and casual staff make the actual arrangement including carrying the furniture, setting table
appointments and providing the service and clearance during and after the function.
Barman and sommelier run the mobile bar to provide alcoholic and non-alcoholic beverages with
wine service.
Porters There are generally two or three porters on the permanent banqueting staff. They are
essential staff as there is a great deal of heavy work to be carried out
The banquet secretary handles all correspondence and filing take bookings on phone and assist in
FAM tours.
Sub-Contractors are outsourced experts to prepare a variety of services like photography, music,
sweets, etc.

26. JOB REQUIREMENTS:
Banquet Manager - Bachelor's Degree in Hospitality and Culinary Arts preferred. 3-5 years of
experience in banquet management, or similar.
Banquet Sales coordinator - Degree or diploma in hotel management or Degree in Business
administration.
Banquet Supervisor - Degree or three years Diploma in hotel Management or equivalent,
Good MS office skills.
Waiters and casual staff - It is possible to do formal hospitality training, such as a diploma in
hospitality but this is not required to work as a waiter/waitress.
Barman and sommelier - Most states require workers who serve alcoholic beverages to be at
least 18 years old.
The banquet secretary - Diploma in Hotel Management or equivalent, computer basics and
experience in working with Point of sales software, banqueting software or billing software.
Sub-Contractors - These may include building and construction knowledge, listening and
critical thinking abilities, personnel management skills, coordination skills, monitoring and
negotiation skills.

27. RECRUITMENT AND SELECTION:
Banquet Manager - Proficiency in catering management software, such as Better Cater and
Caterease. Exceptional ability to plan banquets, manage budgets, and meet deadlines.
Banquet Sales coordinator - Advanced computer skills - Knowledge of Hotel software / PMS or Sales
+ Catering software.
Banquet Supervisor - Experience: Previous experience in similar Job role or minimum 4 years
experience as Banquet Captain. Experience in Hotel management software and Point of sale
software.
Waiters and casual staff - There are no formal qualifications needed for a job as a waiter/waitress, so
it's a great entry-level job, which can be fun and a good way to meet new people.
Barman and sommelier - No formal education is required. Many bartenders are promoted from
other jobs at the establishments in which they work. Bartenders at upscale establishments usually
have attended bartending classes or have previous work experience.
The banquet secretary - EXPERIENCE: One to two year's experience one similar role in up scale hotel
with excellent oral and written communication skills.
Sub-Contractors - Subcontractors are expected to have different abilities, depending on their areas
of expertise.

28. HANDLING/ MANAGING CATERING
PERSONNEL
- First thing’s first. Knowing you can trust your catering staff is a crucial part in the planning
and execution of your event. All staff considered for a position at your catering company should be
adequately vetted, as most will be on the front lines interacting with guests.
▪ Here are the ten keys to manage catering staff at large events:
1.Prioritize Training
Catering staff can have little to no experience, and even the ones who have a decent amount of
experience will still need training. Not to mention that one of the biggest attributes of success for
companies is their ability to adapt and incorporate new technology in the workplace and some of
these technologies can require one-on-one or group training.
2.Get to Know Your Staff
When you get to know your staff, you come across as a more approachable manager. It also helps you
determine each staff member’s strengths and weaknesses, so you can put them in the job role that
sets both you and them up for success.

29. 3.Prepare Your Rush Strategy
Anyone who’s worked in the hospitality industry knows all about those moments when a rush of people
wants their food or crowd around the bar for their first drinks or refills. Rushes can happen anytime
from when everyone arrives to when the DJs and speakers take a break.
4.Improve Your Customer Service Experience
Customer service is a huge part of managing your staff at any event. It’s what enhances the quality of
the overall product that the customer receives.
5.Model Behavior in Your Leadership
As the catering manager or the event planner, you’re in charge, and the people reporting to you follow
what you do. You should model the behavior you want to see from your staff. That means showing up
on time and being the last person to leave
6. Give Rewards Early and Often
When you reward your employees, they reward you back. Turn the big event into a competition, and
reward specific employees who serve the most people or receive excellent feedback from event guests