Event

Event

Event catering is the term used for the service of special events for specific groups of people

at pre-set times, with the food and beverages provided being pre-determined. It includes

occasions such as luncheon parties, conferences, cocktail parties, weddings and dinner dances.

In larger establishments all functions take place within the banqueting suites and are under the

administrative control of the banqueting/event manager. In a smaller operation these events

normally take place in rooms set aside for the purpose and come under the jurisdiction of the

manager or assistant manager. There are also specialist banqueting conference centres. Most

of the staff available for events are employed on a casual basis. At busy periods there may be a

number of events running at the same time.

Events are as popular as ever but the purpose and style of events are changing. Theme evenings,

for example, are becoming increasingly popular. There is also a trend towards less formality.

Guests have higher expectations of the overall standard of decor, lighting effects and tableware

used, as well as higher standards of food, beverages and comfort, while still seeking value for

money as budgets are more fixed and scrutinised by booking organisations and budget holders.

There are two main types of events:

Formal meals (sometimes called banquets):

1.     luncheons

2.     dinners

3.     wedding breakfasts.

 Buffet receptions:

1.     wedding receptions

2.     cocktail parties

3.     buffet teas

4.     dances

5.     anniversary parties

6.     conferences.

A further breakdown of the types of events may be as follows:

 Social:

1.      dinners

2.      luncheons

3.      receptions

4.      cocktail parties

5.      charity dinners.

 Public relations:

1.      press party to launch a new product

2.      fashion parade

3.      exhibition

4.      seminars.

 Conferences:

1.      political

2.      trade union

3.      training seminars

4.      national and international

5.      sales conferences

6.      academic conferences

In larger establishments there is generally a small number of permanent staff dealing solely

with events. This often includes a sales manager, banqueting/events manager, assistant

managers, banqueting/events head waiters, service staff, technical staff and porters together

with an administration office. In smaller establishments, where there are fewer events, the

manager, assistant manager and food and beverage service staff undertake the administrative

and organisational work as part of their regular duties.

Sales manager

The main role of the sales manager is to promote the event facilities of an establishment and,

where necessary, to make the initial approaches and contacts. The sales manager must have an

extensive knowledge of room specifications, size, light switches, electric points and output, IT

capabilities, height and width of doorways, maximum floor loads and so on. This enables them

to respond quickly to any queries at the initial meeting with a client. Most establishments offer

various forms of banqueting and/or meetings and conference sales packages (see p.389) and

these provide a range of information about the facilities available and the charges for them.

Banqueting/conference manager

The banqueting/conference manager is responsible for all administration, including meeting

prospective clients and discussing the arrangements for the menu, table plans, costs, wines,

band, and toastmaster. They must communicate to all the departments concerned the date

of an event, numbers expected and any other details that might be required by a particular

department, usually by the means of an ‘event sheet’ and a daily/weekly meeting.

Administration office staff

The administration staff work with the managers and are responsible for handling all incoming

and outgoing mail, ensuring that information about an event is passed to the relevant internal

departments and for record keeping. Administrative staff handle enquiries and may take

provisional bookings for events, ensuring the details are entered on the events booking form

which in turn becomes the details for the events sheet.

Banqueting/events head waiter

The banqueting/events head waiter is in charge of the events rooms plus the organisation

required to prepare the rooms for various events. They may also be responsible for booking

staff on a casual basis to cover the various duties at an event.

Dispense bar staff

The dispense bar staff are responsible for the allocation of bar stock for the various events, setting

up the bars, organisation of the bar staff, control of stock and cash during service and stocktaking

after an event has taken place. They are also responsible for restocking the event bars.

Banqueting/events head wine waiter

The banqueting/events head wine waiter may work in conjunction with dispense bar staff and

is often responsible for organising and employing (if on a casual basis) the banqueting/events

wine waiters. They will allocate the wine waiters’ stations, give them cash floats if there are cash

wines and discuss the service with them.

Permanent service staff

The permanent service staff are usually experienced staff that can turn their hand to any job

concerning events and banqueting. They generally do most of the mise-en-place before the

event, for example laying the tables.

Casual staff

Casual staff are hired on a part-time basis to work at the events as needed. These can be from a

bank of staff the establishment run themselves or an agency specialising in waiting staff.

Porters

There are generally a number of porters on the permanent events staff. They are essential

members of staff as there is often a great deal of work involved in preparing room layouts

before and after events.

Event administrattion

Event sales

In order to promote the sale of events (meetings/conferences/banquets, etc.) most establishments

now have banqueting/events and/or meetings and conference sales packs. These range from

the very simple to the elaborate and complex, depending on the nature of the establishment.

Examples of the content often included in these types of packs are:

 location and contact details of the establishment and the staff involved

       examples and descriptions of the type of events that can be accommodated

 information on how to get to the venue, local attractions and car parking availability

     examples and costs of set packages; for example, for conference delegates this might be day

    rates, overnight rates and meal rates

room plans indicating size, possible layouts, availability of services (such as electric sockets,

telephone and IT points), air-conditioning, access points and the maximum weight the

floor will take, etc.

 provision for disabled visitors

 room hire charges

 list and description of styles of tables and chairs and other equipment available (e.g. meeting

tables, conference chairs, lounge areas, technical equipment such as public address systems,

multimedia players and TV monitors, flip chart stands and paper, lecterns, data projectors,

computers, interactive white boards, blackout curtains, double glazing and sound proofing)

 charges for additional equipment such as projectors, etc.

 availability of room decoration, flowers and lighting systems

 availability of disco, resident bands, presenters, Masters of Ceremony, Toast Masters, etc.

 examples of meal packages (such as a set menus, snack menus and conference lunches) and

details of the service methods available (such as formal table service, buffet and in-room

service)

 other services such as car rental, limousine and private bus services, catwalks, business

services and other services of the establishment such as restaurants and fitness and leisure

facilities

 standard terms and conditions of bookings.

Booking and administrative procedures

When the client is ready to make a booking a file is opened; this can be hand-written or

computerised depending on the establishment. The file will contain the client’s details and

will be used to hold all the requirements for the particular event, as well as all correspondence

sent and received. At the meeting when the booking is confirmed an event booking form will

be completed. The basic information that is recorded is shown below.

1.      Date and time of event (including access and clear down times)

2.      Client details

3.      Type of event

4.      Location of event within the establishment

5.      Food and beverage requirements

6.      Service methods (including wines and drinks being inclusive or cash)

7.      Expected number of people attending (and confirmation of final deadline for actual

numbers attending)

8.      Table plan

9.      Price being charged (e.g. inclusive or per head)

10.   Inclusive or cash bar and wines

11.   Provision for guests with special needs

12.   Additional charges for equipment hire, etc.

13.   Contractual requirements (deposit payments, payment in advance, etc.).

The requirements for a function will depend upon the nature of the event and it is useful to

have a checklist of these. In addition to the information listed above, the following might also

be considered:

1.      overnight accommodation

2.      list of toasts

3.      date for final inspection visit by client

4.      floral decor for the tables, rooms, reception

area and button holes

5.      colour of linen if able to offer a choice

6.      telephones

7.      security

8.      lectern

9.      marketing

10.   secretarial facilities

11.   toastmaster

12.   audio-visual equipment

13.   syndicate/breakout/interview rooms

14.   band, cabaret, dancing (and meal

requirements)

15.   photographer

16.   place cards

17.   seating plan

18.   special liquor licence

19.   music, dancing or entertainment licences

20.   sign-posting

21.   car parking

22.   private bar facilities

23.   cloakrooms

24.   cancellation policies

25.   weddings – time of service, arrival time at

26.  venue, who is providing the wedding cake

and stand and cake knife (client or venue).

Event organisation

Event menus

There should be a varied choice of menu within a wide price range, with special menus available

for occasions such as weddings, twenty-first birthday parties and New Year’s Eve. The number of

courses at a banquet is normally four, plus beverages, but can be many more, and often includes:

 hors d’oeuvres or other appetisers

 soup or fish

 meat /vegetarian – with a selection of

seasonal vegetables

 sweet

 coffee or tea – with a selection of petits

fours.

This approach is generally popular, but extra or alternative courses such as entrees, cheese or

savouries may be added. The sequence of courses is described in Section 4.2, p.90.

Wines

The banqueting/event wine list is often smaller than the main wine list of an establishment

but usually contains a selection of good wines from the main wine list. Wines may be inclusive

with the meal or on a cash basis, the money being payable to the sommeliers who may work on

a float system. Very often the aperitif served before an event is also inclusive with the meal but

if not, there may be a cash bar set up in the reception area.

Service methods in event catering

For events the service method may take any of the following forms (see Section 1.6, p.17 for

definitions of service methods):

 silver

 plate

 self-service

 family

 assisted service.

The type of service method chosen is usually determined by the:

 host’s wishes

 equipment available

 type of function

 food and beverages to be served

 time available for the function

 skills of the service staff available.

Formal seating arrangements

Of the total number of people attending an event, the number to be seated on the top table and

the number on the sprigs, round or oblong tables that make up the full table plan will need to

be known. The banqueting staff will also need to know whether the number on the top table

includes the ends of the table, and in the UK care is normally taken to avoid seating 13 people

on this table. (Other cultures may observe different numbers as being unlucky.)

All tables, with the exception of the top table, are numbered. Letters of the alphabet may also be

used for the table designation rather than numbers. The table numbers themselves are usually

on stands of such a height that they may be seen from the entrance of the banqueting room, the

approximate height of the stands being 75 cm (30 in). After the guests are seated, and before

the service commences, these stands are usually removed. However, if they are left on the table

then they can provide an aid to the sommeliers when checking for cash wines.

Table seating plans

It is common now for table seating plans to be produced in two main ways:

1 An alphabetical list of the people attending, giving an indication of the table, or location on

a sprig, where the person has been seated.

2 A listing of the people attending by table, showing all the people seated on a particular table

or section of a sprig.

Before the event a copy of each of the two types of table seating plans are made. These go to:

 the organiser: before the event so that they may check all necessary arrangements.

Finalised plans are then prepared for:

l the guests: the table seating plans should be placed in a prominent position at the entrance

of the banqueting suite so that all guests may see where they have been seated, the position

of their table in the room, and who else is sitting at the same table or section of a sprig

 the banqueting/events manager: for reference purposes.

Table layout

The type of table layout used for a particular function will depend upon a number of factors,

including the:

 organiser’s wishes

 nature of the event

 size and shape of the room where the event is to be held

 number of covers attending.

For the smaller type of event a U- or T-shaped table may be used. Where the luncheon or dinner

party is more formal there may be a top table and separate tables (round or rectangular) for the

various parties of guests.

When an event is booked, careful consideration should be given to the type of table plan used,

as the widths of covers, gangways and size of chairs will affect the space available. It is important

to allow a reasonably comfortable seating space for each guest and, at the same time, to give

waiting staff sufficient room for the service of the meal. The gangway space must be sufficient

for two waiters to pass one another during the service without fear of any accident occurring.

Clothing up

The minimum size of banqueting cloths is 2 m (6 ft) in width by 4 m (12 ft) in length. They

are available in longer lengths, for example, 5.5 m or 18 ft. These cloths are used on top tables

and sprigs, thus often avoiding the necessity of overlapping of the cloths that will occur when

smaller-sized tablecloths are used. The front edge of a top tablecloth should always touch the

floor and the ends should be ‘boxed’ to facilitate the modesty of the top table guests and

neatness of the table’s appearance.

When laid, the centre crease should run straight down the centre of the table, with the overlap

the same all around the table. All cloths should be in the same fold and have the same pattern.

Any overlap of cloths should face away from the main entrance so that the join is not visible to

the guests as they look down the room on arrival. When laying the cloth it may require three

or four waiters to manipulate it (depending on size), to ensure it is laid correctly, with the

minimum of handling, and without creasing or becoming dirty.

For round tables square cloths are often used. The cloth will normally be 1.4 m larger diagonally

than the diameter of the table. This is to ensure a maximum drop of 70 cm where the cloth

hangs lowest (at the four corners of the cloth) and a minimum drop of 20 cm where the cloth

hangs highest (at the centres of the four edges of the cloth)

The calculation for this is as follows:

Diameter of table plus the maximum drop each side of the table = diagonal measurement of

tablecloth, corner to corner.

Lay-up

For table service of banquets and formal meals the preparatory tasks will be similar to those

identified . With pre-ordered menus it is normal to lay the table for the

whole meal. The key factors to take into account are:

 lay-ups are normally based on the table d’hote lay-up

 customers use the cutlery from the outside of the cover inwards

 glassware is normally laid at the top right of the cover and in order of use, usually with the

lowest glass to the highest at the back

 some establishments will not lay for the whole meal – the sweet cutlery being laid at the

time the course is to be served or the glassware being brought out onto the table before the

later wines are served

 often the tableware for beverage service of tea and coffee will be laid when these are to be

served.

Service organisation

Traditional

For formal events it is normal practice that the top table service staff always begin to serve/

clear first. Therefore, the banqueting/events head waiter will organise his staff so that, at a

given signal, the top table service staff can begin to serve, immediately followed by all the other

service staff. The banqueting/events head waiter will not give a signal to clear a course until all

guests have finished eating.

All staff should leave and enter the room led by the top table staff and followed by the other

service staff in a pre-determined order. This pre-determined order generally means that those

staff with stations furthest from the service doors should be nearer the top table service staff in

the line-up (see Allocating stations, p.402). Theoretically this means that, when entering the

room, all service staff reach their stations at more or less the same time. Each member of staff

then serves their own table using the pre-determined service method – either full silver service

or a combination of plated and silver service. When deciding on the pre-determined order,

another factor that should influence the final decision is that of safety. As far as it is possible,

any cross-flow of staff and bottlenecks in their movement to and from the room should be

avoided.

Wave service

Wave service can be used mainly when meals are plated, although some establishments also

use this style of service organisation for silver service and other forms of service. It is a way of

saving on staffing for conventional service and/or speeding up service for plated systems. The

term wave comes from the approach where tables are not served altogether but are served over

a period of time, with individual guests on some tables being served quickly at one time before

the service on other tables is started. There are two basic approaches to this:

1 For both plated service and traditional silver service the staff from two tables next to each

other will work together as a team. This happens throughout the room. The pair work

together to serve one of the tables completely and then will assist each other to completely

serve the other table.

2 The alternative is for a larger group of staff to work as a team, serving one table completely

at a time before going on to the next. This is especially useful when plated service is being

used for the food.

The resulting effect of adopting these approaches is that tables are served throughout the room,

over a period, but with each individual table’s service being completed quickly.

Wave service may also be used for events where guests are seated on a top table and sprigs.

In this case, sections of the banquet tables are served before moving to another section of the

table layout.

For plated service, one of the difficulties is ensuring that the food is hot when being served. For

table service the speed of the transfer of the plate from the kitchen can ensure that the food is

hot when reaching the table, assuming of course that the food has always been first presented

onto hot plates.

Buffets

There are three types of buffet:

1 Finger buffet: the guests select and consume the food with their fingers. The food and

beverages may be available at a buffet or on trays that are carried by the waiters. Usually

napkins are also available on the passed trays. The room is organised to ensure there is

ample space for the guests to circulate and that a number of occasional tables and chairs are

placed round the room. These occasional tables may be covered with linen cloths and may

have a small vase of flowers placed on them. Any dirties are then removed from these tables

by clearing staff as required.

2 Fork buffet: the guests select foods that are transferred onto a plate and they then eat the

food using only a fork. In this case, the food should be of such a shape and size that this is

easily accomplished. Glass holders are usually available which clip to the side of the plate

in which a wine glass may be secured. Napkins are also available on the buffet. The room

organisation is similar to that used for finger buffets.

3 Display buffet: the guests select their food and then eat at a table. Here the guests approach

the buffet at its various service points to select their requirements course by course. Ancillary

items such as rolls, butter, sauces, napkins and tableware may also be collected at the buffet.

Guests then return to their tables to consume the meal. The table layouts are similar to

the standard banquet layouts. Clearing tables takes place in the same way as for formal

banquets.

Staff organisation

General considerations for service staff for events are given below.

 A waiter at a banquet is generally expected to serve between 10 and 12 covers on a station

but this may be up to 20 depending on the service organisation (see above).

 A wine waiter will serve approximately 25 covers, but this depends on the type of event, the

number of wines on offer and whether any wine is inclusive in the price of the menu or if

cash drinks are being served. The wine waiters will also often assist the food waiters with

the service of vegetables and sauces for the main course.

 The wine waiters may also be required to serve aperitifs at a reception before a meal. If so,

they will be required to do the necessary mise-en-place to ensure the reception area is ready,

for example, ashtrays (where allowed), cocktail snacks, setting up of a portable bar and

polishing glasses.

 When cash wine and drinks are served the wine waiters are normally given a float with

which they may pay the cashier or bar person as drinks are ordered and collected from the

bar. The responsibility then rests with the wine waiter to collect the payments for any drinks

served.

Using white gloves

In some establishments members of staff wear white cotton gloves when carrying out various

preparation tasks. The gloves help to prevent soiling of clean service items and also avoid

putting finger marks on cleaned and polished service equipment.

White gloves may also be used during service, instead of service cloths, when serving plated

foods that are presented on hot plates. If white gloves are to be used then there must be a clean

edge on the plate so that the food or sauces on the plates do not easily soil the gloves

Allocating stations

When all the necessary mise-en-place has been completed and all the staff are assembled

together, the stations are allocated to the waiters and wine waiters. More experienced and

proficient members of staff are usually allocated to the top table.

The waiters (brigade) should queue up in an orderly fashion at the hotplate for each course,

with the waiter for the top table at the head of the queue. The waiters or ‘teams’ then queue in

order according to the distance of their station from the service hotplate. This order must be

maintained throughout the service.

After the service of each course the brigade should remain outside the banqueting room in

readiness to clear and serve the next course

Staff instruction/event sheets

Staff instruction/event sheets are provided for each event. These sheets give detailed instructions

for all staff working at the event. Their purpose is to ensure that all the required duties are

covered, that a particular event is laid up correctly and everything is in order in the shortest

possible time. They also provide guidance to casual staff.

Ordering drinks and wines

If required, a bar must be set up in the reception area away from the main entrance so as to avoid

overcrowding in one area as the guests are arriving and being announced by the toastmaster.

The bar should be clothed up as a buffet, with the cloth within 1.3 cm (. in) from the ground

in the front, and with both ends boxed in (see Section 7.2, p.280). Keep the rear of the bar open

so it may be used for storing extra supplies of drink, glasses and any necessary equipment such

as glass jugs, soda syphons, extra ice and so on. Always allow ample working space behind the

bar. The back of the bar is generally higher from the ground than the average table and, if no

shelves are available for storage purposes, then sometimes smaller tables may be incorporated

under the bar to be used for storage.

There should always be a good stock of drink, which is generally brought from the cellar

approximately 45 minutes before the reception is due to commence. Once the drink stock is

at the bar there should always be one barman on duty at all times. Depending on the event,

drinks may be served either ‘cash’ or ‘inclusive’. Whichever may be the case, stocktaking should

be undertaken when the service is completed. Where necessary, do not forget to have on hand

price lists, till, floats, notices regarding size of measures and liquor licence (if required).

When the drinks are to be served on a cash basis, this can very often be a lengthy process. To

speed this up there should be wine waiters on duty near the table plan in the reception area

together with commis. They should have:

 menus

 wine lists

 check pads

 table plan

 list of stations

 wine waiters’ names.

The order should be written in duplicate with the guest’s name at the top of the check to assist

in identifying customers’ orders at the tables. One copy should go to the cellar or dispense bar

and the duplicate to the correct wine waiter. The order should be prepared by the dispense

barman or cellarman and when the wine waiter shows the duplicate he should be given the

required order. Do not open the wine until the guests arrive at the table – this avoids wastage if

the wrong wine is presented. Red wine should be at room temperature and white wine should

be chilled. At a cash reception the wine waiters very often act as lounge waiters and therefore

are always to hand to receive any orders in readiness for the service.

As for food service, the top table must always be served first with drink. The toasts very often

commence immediately the coffee is served. By this stage the wine waiters should have taken

all the liqueur orders, served them and collected all the cash outstanding in the case of cash

drinks. While the speeches are going on all the food waiters should be out of the room. The

wine waiters may circulate if necessary.

On completion of the event, and when the food and wine waiters have cleared their stations

and the latter returned any floats, they should be paid off or signed out, after returning service

cloths, jackets and other equipment provided for the service