喜达屋酒店集团基本宴会运营程序.doc

Basic Banquet Operation ProceduresPurposes:The purposes of pre-preparation for any banqueting events are mainly to ensure the perspective of priority on hand is handle with a pro active outlook.i) Manpower manning and scheduling (including post function assignments)ii) Manpower assignmentsiii) Manpower assistance from other departments i.e. engineering (Av technician), housekeeping (PA), florist, cashier, assistance from other outlets and external contractors. iv) Equipments i.e. Chinaware, Glassware, Silverware, portable equipments (stage, tables, chairs, skirting (colour), Lazy Susan, linens, red carpet, etc. All equipments planning MUST included the Executive Chef, Banquet Chef and the Chief Steward.v) Decoration i.e. flowers, buffet display, entrance display, backdrop (PR), ballroom foyer display, additional decoration (balloons, banner, bunting etc), vi) Ballroom/Function room layout (strategically layout in favour with the flow of service sequence), including display requirement by the organizer.Pre Function Assignment:A. Function Layout plan: The confirmed function room plan MUST be completed before any events is been conducted. The floor plan details are as follow,i) Identify main entranceii) Layout of tables, identify main table (VIP table)iii) Location of the stage (if required)iv) Location of main backdrop, banners and buntingv) Identify location for organizer products display (and set up requirements)vi) Identify any special requirements by the organizer (information MUST be obtain from Catering sales)vii) All details MUST be identify in the floor plan (this will assist the pre set up team to carry out the job in detail) as well as to identify non availability of equipments.B. Manpower Planning: Examplei) Manpower planning can only be done if the floor plan have been finalize and confirm by the organizer or by catering salesii) Basic manpower allocation guideline are;a) Chinese Set lunch/dinner :- Food server : 1 services staff/table- Food runner: 1 service staff/3 tables- Captain: 1 captain/10 tablesPre Function Assignment: Continueb) Cocktail- Food server : 1 services staff/ 20 guests- Beverage runner: 1 service staff/ 30 guests- Captain: 1 captain/100 guestc) Buffet lunch/dinner- Food server : 2 services staff/ 3 tables- Buffet runner: 1 service staff/ 1buffet line or per 100 covers- Captain: 1 captain/10 tablesd) Meeting and Exhibitions- Server : 1 services staff/ 30 covers- Captain: 1 captain/10 tables- NOT inclusive of pre set up team or turn over team.e) Set up Team (schedule only for evening shift: Team of 4 staff with 1 captain)Example of Table Assignment:BackdropStage (size)Rostrum External Contractor Potted Planter (around stage)Banquet Manager Captain/Assist Manager Captain/Assist Manager Fd Runner: 1 Fd Runner: 1 Fd Runner: 1 Fd Runner: 1 Fd Runner: 1 Fd Runner: Staffing Requirement: Full time Captain or Assistant Manager: 2 Assist Manager / Captain Full time: 7 waiter/ waitress Part time staff: 21 waiter/ waitress Fd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Part time staffFd server: 1Full time staffFd server: 1Full time staffFd server: 1Full time staffFd server: 1Full time staffVIPFd server: 1Runner: 1VIPFd server: 1Runner: 1VIPFd server: 1Runner: 1Pre Function Assignment: ContinueBanquet Manager Pre function Assignment:i) Coordinate with main organizer as per eventii) Enquire events itinerary or schedule from organizersiii) Enquire any special requirementsiv) Informed of billing proceduresv) Activate changes as per organizer requirementvi) Informed relevant departments IMMEDIATELY i.e. Executive Chef, Banquet Chef, Engineering, Catering sales, Finance (if it billing to company/chequering/room etc.)vii) Conduct a MANDATORY pre function briefing with all staff including part timers.viii) Assignment of tables allocation and side duties, i.e. food presentation, chief runner (liaison with Banquet Chef), Av control technician etc. ix) Coordinate with Banquet Chef on food timing and schedule MANDATORY. x) Prepared staffing requirement i.e. part-timers, outlets staff, other departmental staff etc, assignment to captain in charge of part time staffing.xi) Staffing Requirement: Full time Captain or Assistant Manager: 2 Assist Manager / Captain Full time: 7-waiter/ waitresses Part time staff: 21-waiter/ waitresses xii) Write report in Banquet Manager Log Book, report all incidents (do not judge the important), it is the FBM responsibility to address this matters.Pre Function Briefing: MANDATORY (to be conducted by Banquet Manager or Assistant Manager).A. Tools Require: - Flip Chart paper- Microphone- Function Menus- Event ItineraryB. Briefing process:- Assignment of fulltime and part time staff to the allocated table as per floor plan that is indicated on the flip chart paper.- Assignment of fulltime associates to VIP tables with one (1) food runner per/table- Allocate section of the function room and assign a captain or a senior waiter to that section (as per manpower guideline). - Assignment assistant manager to managed service (section to be allocated).- Assignment a captain or a senior waiter for food runner (point of communication with Banquet Chef), he will lead the team of food runner.C. Food services briefing:- Explained the sequence of services (as indicated on the flip chart paper).- Explained the Starter presentation (be creative but not overly done)- Explained the services of Soup / Fish (or seafood items).- Explained the sequence of changing BB plates and which course.- Explained the sequence of service of dessert.- Explained the services of Tea and beverages- Informed post function briefing.- Dry run food presentation with Av. Technician D. Section Captain / Senior Waiter Assignment:- Check side station misc-en-place i.e. face towels, BB plate, ashtray, additional wine glasses, additional coffee cup, services gear, finger bowl, soup bowl / rice bowl, additional chop stick, tooth pick, tea preparation (note: all sauce or preservatives is to be place at the kitchen area)- Check each individual table set up.- Check all furniture i.e. chair and tables for stain linens etc.- Check number of covers and inform Banquet manager/assistant manager for table count.- Check part-timers grooming and services skill and knowledge (ensure which tables require assistance).- Ensure all fresh flowers are stored in the respective areas a located.- Assist in services.E. Chief Food Runner: In charge of Pantry- Ensure the sequence of service is adhere to by all.- Ensure that the number of table requested and confirmed by Banquet Manager / assistant manager is reconfirmed with Banquet Chef 15 minutes before pick up. - Check all additional or reduction in number count is rely to the Banquet Chef moment before pick up- Ensure that the staff picking up the food is as allocated during the briefing, any changes is to be communicated with the Banquet Manager / Assistant Manager.- Additional non set menus dishes are to be informed to the Banquet Chef, i.e. vegetarian dishes, to be reconfirmed before hours before dinner is served with the Banquet Manager / Assistant Manager.- All food runner is to regroup 15 minutes before food pick up (food runner is not to gather at the pantry areas during the arrival of guests, they will be part of the additional beverage server).- Clearing of soil dishes from the side station is be check as per br