2. ⮚ Catering is defined as the business of providing
food and drink, typically at social events and in a
professional capacity either on site or at a remote
site. The term was originally coined by the
merchant marines, who were among the first to
employ catering officers for there vessels. These
catering officers were responsible for purchasing
goods, preparing food, and serving the meals and
beverages to the other people on board the
vessels. They also had to perform other ship
related tasks.
3. ⮚ However, the trade goes back much further than that.
Catering dates back in the 4th millennium BC in China.
The culture of grand eating and drinking was also
present in old Egypt at that time. Most of the services
were provided by slaves. The ancients Greeks are
credited with making catering a trade by offering free
services at their inns and hostels which continued into
the Roman Empire. At this time the intent was
primarily to serve soldiers. In the middle ages catering
centered around monasteries and the Christian
pilgrimages in Europe.
4. ⮚ The trade spread during the reign of Charlemagne. By
late middle ages the new Bourgeoises and a monetary
economy helped the popularity of catering to flourish.
When the industry drew the attention of German
legislators in the 14th and 15th century, food and beer
regulations began to take form. But much of the
industry was still primarily seen in feasts and
celebrations for kings and other noblemen. After the
French revolution in the 18th century and the lack of
an aristocracy, catering guilds were forced to find new
ways to sell their talents at the first French restaurants
were started.
5. ⮚ In America, the catering industry is still very young.
Catering started booming after the war when
companies who had previously made food supplies for
World War II needed something to do. As people
became wealthier and the economy grew, caterers
found there was a demand for their services, which has
previously been reserved for the very rich.
6. ⮚ The modern improvement of transportation, technical
innovation, population increase and sudden rise in the
trade of travel and tourism has given gastronomy
today an ever increasing rise in popularity and major
factor in our current economy. TGIS is proud to be part
of this rich and colored history of gastronomy for
nearly 25 years.
7. ⮚ The origin of food industry
medieval times on the European continent,
Charlemagne establishment rest houses for pilgrims in
the 8th century. The sole purposes of several orders of
the knighthood was to protect pilgrims and provide
hospitality on their routes.
8. ⮚ As travel and travelers increase during the middle ages,
so did the number of wayside inns in Europe. As the
quality of the inns improved more people began to
travel. Many of the wealthy travelers had demands of
the inns being upgraded.
9. GREECE AND ROME
⮚ Ancient Greek rarely dined out, although they enjoyed
the social aspect dinning and often got together for
banquets.
⮚ Romans meals were primary served in the home.
⮚ Romans desires for exotic food and species increased
trade, stretching the roman empire farther cast and
north.
10. COFFEE HOUSE
⮚ During the 16th century two exotic imports began to
influence the culinary habits of Western Europe. Tea
developed much more slowly than coffee as a common
beverage and attain widespread use most notably in
England and there not even until the mid-nineteenth
century.
11. ⮚ By 1675, Venice had dozens of coffee houses, including
the famous Café Florian on the Piazza San Marco.
Coffee generally served in a small bowl, a little larger
than todays coffee cup, without handle.
12. 18TH CENTURY
⮚ As the colonies grew from scattered settlements to
towns and cities, more and more travelers appeared,
along with more accommodation serve. The local
inn/tavern/ordinary in the colonies soon became a
gathering place for residents, a place were they could
catch up on the latest gossip, keep up with current
events, holds meeting and conduct business.
13. THE FRENCH
REVOLUTION
⮚ French revolution helped to change the culinary
history, France which is a nation that waits with bated
bread the Michelin’s annual selection of 3 restaurants
had only one restaurant worthy of that ratings 200
years ago. The tour d’argent opened in 1533, and for
over two centuries it was unique. Only the traiteurs or
canteens were allowed by law to sell cooked meat to
the public and they were limited to cooking for
14. FRENCH REVOLUTION (CONT.)
⮚ M. Boulanger, “the father of the modern restaurant”,
sold soups at his all night tavern on the rue bailleul
and called this soups restorantes the origin of the
word restaurant. In 1784, during a 5 years period as in
envoy France, Thomas Jefferson acquired a taste for
French Cuisine. He later enticed a French Chef. This act
stimulated interest in French Cuisine and enticed U.S.
tavern owners to offer better quality and/or
interesting food.
15. 18TH CENTURY
⮚ By the early 1800s, the English had begun to barrow
the concept of the restaurant from their French
neighbours, 1856, Antoni Crème published la cuisine.
This was the beginning of the a la carte menu. The
Americans use their special brand of ingenuity to
create something for everyone by 1848. The famous
Delmonico’s was at the top of the list of American
restaurant for a long time as they were known as the
only expensive and aristocratic restaurant in the U.S.
16. 20TH CENTURY
⮚By the turn of the century, more people were working
and therefore eating out more, especially for lunch.
During world war II in the 1940’s, the lodging industry
prospered as people traveled for war related reasons.
After world war II in the 1940’s and 1950’s, the quick
service restaurant segment of the industry flew quickly.
In the 1960’s, commercial air travel become popular and
builders focus on land near airport as the next new
place to situate hotels, motels and food service
17. ⮚ CATEGORIES OF FOOD SERVICE
INDUSTRY
FULL SERVICE
LIMITED SERVICE
COMMERCIAL SERVICE
22. ⮚ BANQUET ORGANIZATIONAL SET-
UP
Banquet and catering may operate as stand-alone
business or as a sub unit of the food and beverage
department of hotels and food chains. In small
establishments, banquet operations are handled
directly by the food outlet.
23. ⮚ BANQUET SALES OFFICE
Under the direct supervision of the banquet sales
manager or supervisor, this office’s typical duties
and responsibilities are:
-establishing of sales goals and objectives sales
strategies
24. ⮚ BANQUET SERVICE SECTION
This section takes charge of:
preparing the requirements for banquet
functions, facilities and amenities required by
clients and the preparation of mise-en-place;
set up of the function rooms and/or catering
venue;
25. ⮚ Serving food and beverage for banquet functions;
coordinating very closely with banquet sales
office for the requirements of clients and for
service instructions and with the kitchen for the
dispatching of food and with other department
on matters pertaining to the function.
26. ⮚ DESCRIPTION OF BANQUET
PERSONNEL BANQUET SALES
MANAGER
BASIC FUNCTION:
Responsible for handling bookings, reservations,
adjustments in banquet, catering functions as
well as in promoting banquet packages.
27. ⮚ SPECIFIC DUTIES:
Assists sales executive in attending to the
banquet bookings, reservations and inquiries and
in making clients calls;
ensures that information regarding banquet
bookings, cancellations, and adjustments are
disseminated to all concerned departments;
28. • Prepares banquet sales forecast and monitors
sales against targets;
designs marketing and sales strategies;
conducts sales blitz and other promotional
activities prepares proposal for possible banquet
materializations;
29. ⮚ BANQUET SALES EXECUTIVE
BASIC FUNCTION:
Responsible for banquet sales and bookings.
SPECIFIC DUTIES:
Attends to inquiries (either by phone or walk-in)
regarding banquets-menu, rates, package of
amenities, terms etc.,
Conducts showrooms for interested clients;
30. • Prepares proposals for possible banquet
materialization;
follows up on inquiries and tentative
reservations;
prepares event orders banquet functions;
coordinate with banquet service regarding the
availability of amenities and facilities required by
the clients;
31. ⮚ BANQUET SERVICE MANAGER OR
SUPERVISOR
BASIC FUNCTION:
Responsible for arranging various hotel services,
seating equipment and meal preparations that
are required to service a function.
32. ⮚ SPECIFIC DUTIES:
In consultation with his superior, formulates
policies and guidelines that will ensure efficient
flow of banquet operations;
Determines the operating requirements for
banquet operations and prepares operating
budget based on these requirements;
Establishes contact and harmonious relationship
with prospective and regular clients
33. ⮚ BANQUET CAPTAIN
BASIC FUNCTION:
Oversees the set-up, service and clearing in the
banquet function assigned to him.
34. ⮚ SPECIFIC DUTIES:
A. BEFORE THE FUNCTION
Distributes assignments and side duties of banquet
waiters and make follow-up;
initiates requisition for banquet supplies and
equipment needed for the function assigned to him,
using the event order as a reference;
35. ⮚ B. DURING THE FUNCTION
Receives celebrants, honorees and organizers,
solicits their feedback on set-up and finds out if
they have other concerns with respect to the
function;
36. • Coordinates with the kitchen and other
departments regarding the requirements,
concerns and complaints related to banquets;
monitors the performance of his staff and sees to
it that they comply with service standards and
procedures as well as house rules;
after the function
37. • Supervises the clearing of tables and function
rooms;
checks and supervises the storage and
safekeeping banquet equipment and supplies;
attends to the settlement of bills for banquet
functions.
38. ⮚ BANQUET RECEPTIONIST
BASIC FUNCTION:
Welcomes and greets guests at the entrance and
escorts them to their tables.
Specific duties:
participants in the preparation of mise-en place
and in the set-up of the function room
39. ⮚ BANQUET CUSTODIAN
BASIC FUNCTION:
Responsible for the proper safekeeping and
issuance of banquet supplies and equipment.
Specific duties:
undertakes opening and closing inventory of
stocks;
40. • Takes responsibility for the storage of banquet
supplies and equipment;
undertakes opening and closing inventory of
stocks;
receives and checks returned items for losses and
damages and makes an inventory/losses report.
41. ⮚ BANQUET WAITER
BASIC FUNCTION:
Attends to mise-en place preparation, set-up and
service during banquet functions.
Specific duties:
42. ⮚ A. BEFORE THE FUNCTION
Sets-up the table in accordance with floor plan;
sets up the service station with the necessary
supplies;
refills salt and peppershakers and other
condiments;
wipes/prepares the necessary mis-en-place tray,
cutleries, etc.;
Reports to supervisor for inspection and briefing;
43. ⮚ B. DURING THE FUNCTION
Assists guests in getting seated;
presents beverage check (for cash bar), receives
and remits payment;
takes and serves beverages orders; serves food to
the guests;
Pushes the sale of beverage items;
Attends to guest inquiries, requests and
complaints; and
Clears the area of dirt, mess and other trash.
44. ⮚ C. AFTER THE FUNCTION
Clears the function room:
unfolds stackable chairs and tables and brings
them to one corner;
picks up soiled linen and bundles them;
clears remaining soiled dishes and brings them to
dishwashing area;
checks all areas for missing supplies and
equipment;
unplugs electrical equipment and have them
covered.
46. ENGLISH SERVICE
⮚ English service this kind of service is also known
as “host service” where the host plays an active
role in the service. Food is brought on platters by
waiter and is shown to the host approval. The
waiter places the platter on the table. The host
either portion food onto the guest plates directly
or portions the food and allows the waiter to
serve.
47.
48. FRENCH
SERVICE
⮚ French service it is much personalize service. Food
is brought from the kitchen in dishes and salvers
which are placed directly on the table. The plates
are kept near the dish and the guest help
themselves.
49.
50. SERVICE
⮚ Silver service the table is set for hors d’ oeuvres,
soup, main courses and sweet dish in sterling
silverware. The food is portion into silver platters
at the kitchen itself, which are place at the side
board with burners or hot plates to keep the food
warm in the restaurant. The waiter then picks the
platters from the hot plate and present the dish
to the host for approval. All food is presented in
silver dishes with elaborate dressing.
51.
52. AMERICAN SERVICE
⮚ American service this is a type of service imported
from the US also known a plated service. The
American service is a pre plated service, which
mean that the food serve into the guests plate in
the kitchen itself and brought to the guest.
53.
54. RUSSIAN SEVICE
⮚ Russian service it also known as platter service as
food comes in well decorated silver platters. The
server present the food to guest, takes it to a side
station, portion the food in full view of the guest
and then proceeds to serve them.
55.
56. GUERIDON SERVICE
⮚ Gueridon service this is a service where food
comes partially prepared from the kitchen to be
completed at the guests table sides on a Gueridon
Trolly fitted with gas burners. It is also known as
the cart service the waiter place a prominent part,
as he is required to fillet, curves, flambe and
prepare the food with showmanship. The waiter
has to considerable dexterity and skills.
57.
58. SNACK BAR SERVICE
⮚ Snack bar service tall stalls are placed along a
counter so that the guest may eat the food at the
counter itself. In better establishments, the
covers are laid out on the counter itself. Food is
either display behind the counter for the guests
to choose from, or is listed on a menu card or
simply black board.
59.
60. BUFFET SERVICE
⮚ Buffet service a self service where food is display
on the tables. The guest takes his plater from a
stock at the end of each table or requests the
waiter behind the buffet table to serve him.
61.
62. GRILL ROOM
SERVICE
⮚ Grill room service from of service, various meats
are grilled in front of the guest the meats maybe
displayed behind a glass partition or well
decorated counters so that guest can select his
exact cut meat. The chief prepared their dish in
their full view.
63.
64. BREAKFAST
SERVICE
⮚ Breakfast service is a meal, often light usually
taken in the morning it is first meal of the day. It
is usually starts from 7 am and goes until 10 am. It
consist some six or seven courses including such
items as cereals, bread toast, egg, meat,
vegetables and hot beverages.
65.
66. ROOM SERVICE
⮚ Room service it implies serving of food and
beverage in guest rooms of hotels small orders
are served in trays. Major meals are taken to the
room on trolleys. The guest place his order with
the room service order taker. The waiter receives
the order and transmits the same to the kitchen.
70. TROLLEY SERVICE
⮚ Trolley service method of service of food and
beverages from trolley, away from dining area for
office workers, in aircraft or on trains.
73. ⮚ SEQUENCE OF TABLE SERVICE
Courtesy is one of the most essential aspects of
restaurant service, so is a degree of formality,
especially in market operation.
Sequence of service is referred to as the order in
which a waiter provides service to guest from the
time the guest enters the restaurant to the time
he leaves restaurant.
74. *Welcoming And Greeting - Receptionist Or
Head Waiter
*Escorting To Table – Receptionist
*Seating The Guest - Waiter Or Captain
*Offering Aperitifs - Captain Waiter Or Waiter
*Serving Drinks/Water - Waiter Or Busboy
*Presenting Menu - Waiter Or Captain
*Taking Wine Order - Waiter Or Captain
*Placing Order To The Kitchen - Busboy Or Waiter
75. *Completing Table Set Up - Busboy Or Waiter
*Clearing Of Aperitif Glasses-bus Boy
*Presenting And Serving White Wine-
Captain/Wine Steward
*Serving Appetizer And, Then Soup- Waiter
*Cleaning Of Soiled Dishes-bus Boy
*Presenting And Serving Red Wine-
captain/Wine Steward
76. *Presenting And Serving White Wine-
Captain Or Wine Steward.
*Serving Appetizer And Then Soup- Waiter
*Cleaning Of Soiled Dishes-bus Boy
*Presenting And Serving Red Wine-
Captain/Wine Steward
*Serving The Main Course And Side Salad-waiter
*Refilling Red Wine Glass- Waiter
*Clearing Red Wine Glass- Bus Boy Or Waiter
77. *Clearing Soiled Dishes/Bussing- Busboy/Waiter
*Offering And Serving Dessert- Waiter Or Captain
*Offering Sweet Cherries/Sweet Champagne-
Captain Or Waiter
*Offering/ Serving Coffee And Liqueurs-waiter
*Presenting The Bill- Captain Or Waiter
Bidding Goodbye.
78. ⮚ A LA CARTE SERVICE
When a restaurant offers separately priced items, you
can describe its menu as a la carte. The
literal meaning of the French phrase is "by the card,"
although it's used in both languages to mean
"according to the menu." The opposite of a la carte is a
table d'hôte, or "meal served at a fixed price.
79. ⮚ WELCOMING AND SEATING
THE GUEST
Welcoming a guest -how ever the restaurant may
seek spontaneity and friendliness, certain rituals
are a must while welcoming a guest to the
restaurant.
80. *As a guest enters a restaurant, he/she must be greeted
cordially and must be made to feel comfortable-hostess
or every staff of restaurant.
*Guest must greeted w/ clear and affable tone of voice,
good appearance and smile.
*Every guest must be welcomed w/ greeting of the day. If
the guest is regal them must be greeted w/ name.
81. ⮚ FIND OUT IF THE GUEST HAS A RESERVATION:
*If yes, then escort them to their table and
address them by their name, should they not be
satisfied with the table then offer alternatives.
*If no, then ask them for their preference of table
and escort them to the table.
*Guest should be led to their table, if there is a
gesture towards the table, it must be done w/
open palm facing upwards rather than pointing a
finger on to the table.
82. ⮚ SEATING THE GUEST
It is prerogative to choose where they want to sit
or where their host would like them to sit.
Ladies must be seated first.
83. ⮚ PRESENTING THE MENU
TO THE GUEST
*Presenting the menu card to the guest.
*Menu card must be presented from the right hand
side open to the first page.
*Give 5-7 minutes to the guest to go through the
menu.
*Check with the guest if they are ready to place the
order by inquiring “may I take your order sir/madam?
*Or “are you ready to place your order sir/madam”?
84. *Stand straight at a position where it is convenient
to talk to the guest.
*Assist the guest in choosing the best dish on offer,
use “suggestive selling” or “up selling techniques.
*Take down the order systematically on KOT
(kitchen order ticket) after taking order, repeat the
order.
*Take the menu card back from the guest and put it
back in place.
*Inform the guest of approximate time would take
to serve the food.
85. ⮚ STEPS OF SERVICE FINE DINING
*Greet/welcome the guest within 2 minutes
*Smile and always be warm and inviting
*Introduce yourself to the table
*Place a beverage napkin on the table
offer beverages to the table; suggest specific
alcoholic and non-alcoholic beverages
*Repeat your name three times within the first
interaction
86. *Return beverages 2-4 minutes inform guests of
daily features
*Be descriptive. Use words like tantalizing,
succulent, scrumptious
*Ask if anyone has any questions about the menu
*Suggest an appetizer by name as well as an entrée
*Take the order
87. ⮚ PLACE/ STAGE THE ORDER –
TIME COURSES ACCORDINGLY
*We do not auction food off food - position
numbers are mandatory and posted in the
kitchen for review.
Appetizers - 8-12 minutes
Salads - 8-12 minutes
Entrees 18 - 22 minutes
*If these times are not being met it is your
responsibility to notify a manager.
88. ⮚ MARK THE TABLE
Make sure there are condiments and utensils for
certain food items (ketchup, steak knife, forks).
We must always anticipate our guest's needs. Our
guests shouldn't have to ask you for anything
during their visit.
89. ⮚ DELIVERY OF FOOD
*Again, we do not auction off food
*Serve ladies first, then gentlemen by lowest
pivot point number
*Ask "is there anything I can bring you right
now?“
* Check back
*Food quality - 2 bites
*Table maintenance
*Check beverage levels; offer another round of
drinks
90. *Remove unused plates, glasses, wrappers, etc.
*Guest should have in front of them only what they
are using.
*Clear the table after entrees - 3 minutes
*Remove everything the guests are not using.
*Do not stack dishes on the table .
*Do not stack dishes against your body-messy and
looks sloppy
91. ⮚ DESSERTS/COFFEES/CORDIALS
*Dessert menus must be dropped.
*Suggest specific desserts, coffees,
after dinner drinks, etc.
*Desserts - 8-10 minutes.
*Coffee - 3-5 minutes.
*Table maintenance continues until the guest's
departure.
92. ⮚ CHECK PRESENTATION - STAND
PRESENTER UP
Thank the guests and ask them if they are loyalty
members or if they are interested in becoming
member. Let them know you will take the bill
when they are ready.
93. ⮚ RULES IN ASSEMBLING AND
SERVING ORDERS
*Serve foods in appropriate containers and
temperature
-hot foods in hot plates
-cold foods in chilled plates
*Serve food in accordance with quality
standards.
94. ⮚ SERVE FOOD IN PROPER
SEQUENCE-LIGHTEST TO
HEAVIEST
1st Appetizer
2nd Soup
3rd Salad With Dressing
4th Main Course
5th Dessert /Coffee Or Tea
95. ⮚ SERVE GUEST IN THE
FOLLOWING ORDERS:
Honoree
Ladies
Gentlemen
Host
96. ⮚ IF THERE ARE CHILDREN YOU
MUST BE SERVE FIRST BEFORE
THE ADULTS
*Serve food in appropriate side of the guest serve
plated food.(American service from the right side
w/the right foot forward and w/ the right hand
holding the plate dish of foods from the platters
to individual plates of the guest ( Russian services)
from the lift side. Serve side dish-ice salad, bread
etc. Left side.
97. *Exception to the rule when it is difficult to do so as
when there is space on the right side or left, in case
one can serve in front of the side of the table while
saying ‘’excuse me madam/sir’’.
*Never reach/ serve food in front or across the
guest to serve another unless the set-up makes it
impossible to serve on the guest side in such case,
one can serve in front of the table but most ask
excuses and say “excuse me Madam/sir’.
98. *Upon serving an order, mention the name of the
dish. Example‘ “your sizzling bean curl sir”.
*Never show the thumb on the plate when serving
so as not to touch the sauce/meat
*When serving food, position the meat/fish directly
in front of the guest w/ a logo position on the top
center of the table.
99. *When serving from platter (Russian service),
present food from the left side food the platter w/
the left hand and dish out the food using serving
spoon and fork with the right hand.
100. ⮚ Use precautionary measure in carrying
loaded trays:
*Place heavy items on the center to kept it
balance.
*Let the tray rest in the shoulder w/ the palm of
your hand supporting the tray underneath, if it
is still off-balance use the other hand to
support the tray, rest the elbow close to the hip
when carrying a tray.
*Make sure the bottom of the tray is clean
101. *Bend your knees, not the back, when picking up a
tray and when picking down.
*Always make an excuse when serving the dish and
also in clear soiled dishes, say “excuse me
madam/sir’’.
*Never forget to check the presentation of the food
before serving aside ,see to it that it confirms to
standard presentation w/ the right position and
side dish.
102. *Use side dish towel, not napkins in picking up hot
plates.
*Fill coffee/tea pots ¾ full: creamers 2/3 full .
*Combine orders whenever possible in one trip.
-For example two soups for one table , main dish for
another table and dessert for the tree table. This
matters way for faster service.
*Never serve food and utensils that have fallen on
the floor.
103. *Never touch non serve foods w/ bare hands ,
use appropriate serving spoon and fork.
*Use separate spoon in dishing out different dishes
to avoid blending of flavors.
*If ice cream differs are used, rinse them before re-
using to avoid blending of flavors
*Serve food according to table plan ,with each
guest identified thought the coding system to
make sure the right order is served to the right
person.
104. ⮚ BUSSING AND CLEARING THE TABLE
*Maintain the cleanliness of the table soiled dishes
should be immediately removed, ashtray once soiled
even with just once cigarette butt should be change
with clean .
*When every one at the table has finished eating the
dish serve, remove all the soiled the china wares, flat
wares and glasses, also pick up the condiments that are
no longer used, but do not clear the water glass and
coffee cups since they should be refilled, removed
them only after the guests have left the table.
105. *Water glasses are to be refilled once empty
or most empty.
*Brush the tables with clean moist side towel
whenever necessary, take care not spill crumbs
on the lap of the guest use a small plate to catch
.
106. *When removing soiled dishes ,make an excuse and
ask permission from the guest bay saying”
excuse me madam /sir ,may I take your plate now?
Or “may I clear the table now madam/sir?”
*As a general rule buss soiled dishes from the right
side of the guest.
*When bussing, follow the tree sss’s –SCRAPE,STACK
AND SEGREGATE .
107. ⮚ MEANING OF 3’S
*SCRAPE –left over foods and place them in one
container.
*STACK –together the china wares of the same
kind and size.
*SEGREGATE –china wares from utensils and left
overs.
A. All cutleries in one container
B. All china wares in one container
C. Leftovers in one container.
108. *Remove largest plates, followed by the smaller
ones so that they could be easily stacked, place
large once at the center of the tray.
*Do not stack the dishes to high, this can create
accidents and may create clatters .
avoid over loading trays and bus pans.
*Never buss across the gust, stay on the right side
of the guest unless its difficult to do so that one
cannot help crossing in such case make amend
excuse and say “ excuse me madam/sir”.
109. *Never scrape leftovers in front or near the guest.
*Do it few steps away from the guest
used appropriate trays, for bussing –bar trays
for bar item (glasses and bottles).Rectangular or
oval tray for chinaware's.
*Buss bottles and glasses separately from china
wares.
110. ⮚ PRESENTATION AND BILL
SETTLEMENT
*Check must be presented only when asked.
*Waiter must bring the check in a neat and tidy folder.
*Guest comment card should be in the folder.
*A pen must be given to along with the check folder.
*When the gust is leaving the folder must be removed
very discreetly.
*Tips must never be solicited
116. COMBINATION
MENU:
* This menu combines the ala carte and
table d'hote menus.
* Ala carte menu for instance may offer a
combination of rice, breads, vegetables,
potatoes in the entree dish price.
* Table d'hote menus on the other hand,
may offer option of the whole meal or
choice of individually priced of appetizer or
dessert from the menu
117. ⮚ MENU SCHEDULE
* This category focuses on the frequency of menu
revision. Some establishments offer mines that
last month while others are changes daily.
118. ⮚ FIXED MENU:
*Menu which never
changed for a period of
time. Particularly used in
establishments where
there is a less frequency of
guests or guests who are
coming for a short visit.
119. CYCLIC MENU
*Menu which change
after certain period of
time, can be daily,
weekly or monthly.
120. ⮚ MEAL TIMES
*The traditional meal times of breakfast, brunch,
lunch, eat, and dinner have their special types of
meals justifying separate meals for each.
*Fine dining is normally done at night and is
located near shopping malls, entertainment
centers, or in hotels.
121. ⮚ BREAKFAST MENU
*Menu offering a variety of dishes of breakfast.
Most restaurants will offer a choice of juices,
cereals, egg to order
*Breakfast meats like bacon, sausages or ham,
waffles or pancakes with maple syrup for the
sweet toothed.
*Being the first meal, guests are in hurry and
want a quick service.
122.
123. ⮚ TEA MENU
*The English have made the late afternoon meal
into a fine art. Apart from the traditional tea
other items include dainty sandwich (eggs,
chicken, cheese, tomato), breads (with butter,
jam or honey) and pastries (like doughnuts,
cookies, and cakes).
124.
125. ⮚ DINNER MENU
*This menu are elaborate as guests have more
time and leisure for eating.
*Menu offering a wide variety of dishes and
usually accompanied with an alcoholic
menu
126.
127. ⮚ SUPPER MENU
*The term " supper " is used in the European continent
but it varies in purpose around the continent.
*It can be a light dinner for either early evening
or late nights.
*A typical early evening supper meal can be a soup,
meat dish, with vegetables and a light of dessert. A
late night supper can consist of a sandwich with
hot cocoa or fruit.
128.
129. ⮚ BRUNCH
MENU
*Menu designed for
guest who wish to wake
up late in the morning.
*Brunch is a
combination of
breakfast and lunch and
spread well beyond
breakfast timings.
130. ⮚ LUNCH
MENU
*Menu offering a variety
of dishes specific for
lunch time.
*It can vary from light
meals to elaborate
ones.
131. ⮚ SNACK MENU
*Menu designed to supply quick dishes in
between large meals. Most popular with
students, shoppers, or casual eaters.
*Snack menu will have burgers, milkshakes,
club sandwich, juice etc.
132.
133. ⮚ SPECIALTY MENUS
*Specialty menus cater to market segment that
have particular need.
*Today families with both working parents may
want to feed their children conveniently and
inexpensively.
*They want someone to handle a children's
birthday party completely.
134. ⮚ CHILDREN
MENU
*Menu designed for kids. They
now offer several incentives
for children's menu including
films, games etc.
*Typical children's menu has
burgers, fried chicken,
sandwiches, fries, ice cream,
colas etc.
135. ⮚ DIET MENU
*Menus for health conscious
persons.
*Senior citizens are an important
segment to cater and they are often
moneyed.
Wine lists:
*specialties in offering different
136. ⮚ TAKE OUT MENU
*Restaurants offer take out service to capture
additional revenue from an eating public who do not
have the time to eat at the restaurant itself.
137. ⮚ DESSERT MENU
*This menu is offered by restaurant that have a
good patisserie. They cater to the public with a
sweet tooth.
140. ⮚ ETHNIC
MENU
*These are offered by
specialty restaurants that
concentrate on type of
cuisine.
*French, Chinese, Japanese,
Indian restaurant will offer
ethnic menus.
144. FLOW OF CATERING SERVICE
⮚THE 6 STEPS OF PROCESS
*DELIVERY – it is essential to consider the journey from
point of delivery to storage in your catering operation.
The ideal scenario is to ensure that food storage areas are
a close to delivery points as possible, to avoid food
starting to perish before it reaches its storage area.
Ensuring the most efficient journey once food has arrived
onsite has an immediate impact on quality.
145. ⮚STORAGE
*The key consideration in managing food storage is
very simple.
*Careful space planning, choosing correct
equipment that can cope with the environment, and
making sure that units are well- maintained are all
essential in running a safe and efficient catering
146. *This includes selecting refrigeration units that can
be cope with the ambient temperature of the
kitchen environment, or choosing suitable as racking
units such as nylon-coated racking which is not
designed to work in high moisture environments.
147. ⮚PREPARATION
*A key area in any commercial kitchen-this area
should be located close enough to the storage areas
and also be the correct size to handle the quantities
of food being prepared.
*A key feature in planning food preparation areas is
maximizing available surface space.
148. *For example, many under- counter refrigeration
units create space for worktops- which can be a
useful alternative to an upright refrigerator and a
single work bench – particularly in small kitchens.
This would also mean that prepared food can then
also be transferred straight into the fridge, avoiding
a build-up of harmful bacteria that could be passed
on to customer.
149. ⮚COOKING
*The heart of any commercial kitchen is its cooking
area, planning the space and positioning equipment
correctly is a key factor that can impact on efficiency
,health and safety and quality of output.
For example, always avoiding positioning pasta
boilers next to deep fat fryers as this can create a
health and safety hazard.
150. *The best-practice approach is to ensure that
different stages of cooking can be broken down in to
logical areas; for example, the hot starters section,
the grill section and the vegetable section.
151. *This approach means you can have a chef
controlling each area during busy periods, but by
keeping the sections close together , less staff can
operate the whole service during quieter periods.
*Finally, the cooking area must be as close as
possible to the service area. As obvious as it seems,
any small delay in hot meals reaching customers will
increasing the risk of hot food losing its
temperature.
152. ⮚SERVING
*The servery area must be suitable for the number
of covers in your dining facility. The priority is to
create an appropriate space that can store the
required amount of food. Whether a hot pass deep
enough to contain two rows of plates, or a servery
counter with enough space to hold all of the product
you will to display, careful space planning essential.
153. *From a practical point of view, the servery area
must be easy to operate for both kitchen staff and
either service staff or the customers directly, being
the most visible area of your catering facility,
efficiency and comfort should be paramount in
planning this space, to ensure that end- users have a
pleasant experience.
154. ⮚CONSUMING
*If there is a weak link within the catering flow
process, this can have a direct impact on guest’s
experience. Whether it can be cold food arriving at a
table, sickness due to unsafe foods storage, or a
sub- standard product; the root of the problem can
often be traced to the kitchen setup.
155. *ABDA creative design and build specialize in space
planning, equipment consultancy and both front and
back of house design and delivery high- quality,
functional catering facilities in the public and
private sector- including care homes, education
environments, bars, restaurants and heritage sites
across the UK.
156. ⮚BOOKING PROCEDURE FOR BANQUET
*Catering service booking procedures protect the
vendor and the client. Vendors ensures clients with
follow through with their commitment by having
the client confirm date, the number of guests, the
menu and other event specifics. Clients ensure their
banquet date is confirmed by meeting payment
deadlines and also communicating their additional
needs to banquet staff.
157. ⮚ PROCEDURES
⮚Meeting and contract review
*A catering service has an initial meeting and a review of
a contract with a prospective customer as part of booking
procedures. A sales representative will review the terms
conditions as well as all aspects of the booking process
while also discussing costs. Signature from the booking
clients are required and witnessed the contract is given to
the clients and a copy is kept by the vendor.
158. ⮚DEPOSIT
*A deposit is typically required when ordering
catering services A deposit may be required to hold
a date and a particular venue; depending on the
vendor , this deposit may be required even before a
contract is signed and the contract may be signed
shortly thereafter copies of reciepts for payments
made are provided to the client.
159. ⮚CANCELLATION FEES
*Deposits are typically not returned but cancellation
fees may be administered. A cancellation fee is
charged if an event is postponed. Other policies and
booking procedures may be developed for situations
where a client wishes to move but not postponed a
date. A fee may be administered for date charges.
160. ⮚FOOD DEADLINE
*Another procedure is setting deadlines for final
food orders. Although a contract and other
procedures dictate costs, deposits and cancellation
requirements it is always a part of the process to set
a deadline when the final number of required meals
and drink is provided to the catering company.
161. *Weddings parties, conventions and trade shows
submit their final numbers three days before major
events; they also provides updates on special meal
requirements such as meals for those with diabetes
allergies or for kids.
163. *Standard banquet table height
Standard table height is 29”- 30”.
All of our folding tables are 29” or 30” in height.
Standard banquet table width
(For rectangular tables)
164. *ROUND
30 round seat 2-3 people
36 round seat 4 people
42 round seat 5 people
48 round seat 6 people
54 round seat 7-8 people
60 round seat 8 people
66 round seat 9-10 people
72 round seat 10 people
165. *SQUARE
24 square 2 people
30 square 4 people
32 square 4 people
36 square 4 people
42 square 8 people
60 square 8-12 people
166. *RECTANGULAR
18x 60 seminar set 2 (1 sided)
18x 72 seminar set 3 (1 sided)
18x 96 seminar set 4 (1 sided)
30x 48 inch rectangles set 4 people
30x 72 inch rectangles set 6 people
30x 96 inch rectangles set 8 people
(Cap the end to make 10)
168. *Service operating equipment for banquet and
catering functions shall be stored at the central
stockroom, except the par stock issued to the
banquet storeroom , under the custody of the
banquet custodian.
169. *Stocks in the central storeroom shall be under the
custody of the property custodian of the company,
only the custodian can have access to the storeroom
and is authorized to issue supplies. No banquet staff
is authorized to enter the storeroom.
170. *Equipment and supplies which are to be used for
banquet functions shall be requested from the
storeroom with the captain initiating and signing the
requisition. A requisition form shall be used for this
purpose.
171. *Equipment and supplies shall be issued by the
property custodian only upon presentation of a duly
signed requisition form the form shall be prepared
in triplicate . one copy for the custodian, one for file
and the last one goes to the requesting party
(the captain).
172. *The captain in charge may endorse his requisition
copy to one of his waiters who will pick up the
equipment. Custodian will see to it that said
requisition is duly signed before issuing/ the
equipment the issuing and the receiving party small
acknowledge receipt of the equipment with their
signature.
173. *In case of outside catering , the loading of
equipment that will be transported to the catering
site shall be supervised by the supervisors or a
captain. One waiter maybe assigned to do the
checking and counting , witnessed by a security
guard or any designated person.
174. *Soiled dishes must be cleared as soon as possible
to avoid losses.
*After the end of each function , an inventory of
equipment/ supplies shall be immediately
undertaken , taking note of damages and losses.
Efforts should be taken to locate missing items,
(under tables, grounds etc.).If the function is an
outside catering , missing items should be reported
to the organizer for him to assist in locating the
missing items.
175. *The staff on duty shall be made liable for losses
and damages to equipment ,when said losses or
damages are proven to emanate from negligence
and recklessness, all concerned staff shall be given
appropriate disciplinary action like corrective
interview, they may also be corrective interview
,they may also be required to pay the cost of losses
and breakages.
176. *All equipment that are issued from the storeroom
should be immediately returned to the property
custodian , who will conduct a physical count of
returned items, witnessed by the returning party.
Losses and damages shall be recorded signed and
acknowledge by the returning party in the same
form used or requisition.
177. *Losses and damages should be reported to the to
the banquet manager who will conduct an
investigation, the erring staff shall be given
disciplinary action should be loss/ breakages be
proven to be caused by their recklessness or
negligence.
178. *Any equipment borrowed by another department
should be logged down and countersigned by both
the issuing and receiving party.
180. *There are several things t be done ahead of time to
ensure the best service for the guests. This
organization and completion of duties ahead of time
is “mise-en place “.
*( A French term translated “ put into place”)
181. ⮚CAPTAIN OPENING CHECKLIST
1. Seating arrangement has been done as required.
2. All linen is cleaned, ironed and folded as per the
standard.
3. Adequate mise en place has been stacked.
4. Check for table/ chair wobbling.
5. Check for cleanliness and proper lay out of table.
182. 6. Check quality of glassware and discard chipped
glass.
7. Ensure floor is clean and polished
8. Walls, curtains and checked for any visible spots.
9. Check for fused bulbs and follow up with the
maintenance.
10. All lights and electrical points operational.
183. 11. Air conditioning operational.
12. Check for proper stocking of minerals
water/softdrinks .
13. Ensure all stores supplies are in place with required
par.
14. Ensure the side station is stocked properly as per the
standard.
15. Check that the water cooler is functioning properly.
16. Check ice cube machine .
184. 17. Ensure that the POS system is working properly.
18. Ensure that the non available item is list is written on
the notice board and everyone is aware.
19. Check if telephones are working.
20. Ensure that everybody has service kit and is properly
groomed.
21. Brief the staff for the operation and up-selling.
22. Allocate the staff to their respective areas.
185. ⮚CAPTAIN CLOSING CHECKLIST
1.All cutleries to be washed wiped and stocked
properly along with crockery items.
2.All service staff has been debriefed and assigned
closing duties.
3.All dirty glassware to be washed wiped and
stocked.
4.Floor has been cleaned by housekeeping.
5.Ensure that the garbage has been cleaned.
186. 6. All crockery, cutlery and glassware have been
shifted to dish wash.
7. Back area and the service area are clean and
store is properly stacked.
8. Make the breakage report if any.
9. Wipe all the table and counters.
10. Check all the folders for comment cards and
make report.
187. 11. Air conditioning has been switched off.
12. Any items left over by the guest have been
deposited with the lost and found.
13. Restaurant has been reset for the following day.
14. All equipment stored appropriately.
15. Side station has been cleaned and stacked
properly.
188. 16. Soiled linen is stored as per standard and the
tied into bundles.
17. Check dish wash has been cleared.
18. Store requisition to be made after physically
checking the stock.
19. Switch off the POS machine and music system if
any.
20. Check for any discrepancy in checks.
189. 21. Check for any void items/ KOT to be authorized.
22. Check for the sale and menu item summary
report.
23. Log book to be accurately filled in.
24. Lights have been switched off and the restaurant
has been locked.
25. Final round taken keeping in mind safety factors.
191. ⮚CAPTAIN
*Also known as the chef de rang, the captain is the
position between headwaiter and the rest of the wait
staff. The captain reports to the maitre d’ or a
headwaiter, depending on the restaurant, and may take
on some of the front of the house responsibilities of the
maitre d’. A restaurant captain is responsible for
supervising, restaurant appearance , safety restaurant
responsibility and cleanliness.
192. ⮚CAPTAIN IN THE DINING
*The captain may be in charge of only a section of a
restaurant especially in larger establishments. He
looks after the wait staff, make orders are correct
and timely. The captain greets patrons and
sometimes performs the duty of a host, such as
seating tables, taking reservations and presenting
dinners with menus.
193. ⮚CAPTAIN’S IMPORTANT SKILLS
*Speaking- talking to others to convey information
effectively.
*Active listening- giving full attention to what other
people are saying, taking time to understand the points
being made.
*Coordination- adjusting actions in relation to other’s
actions.
*Service orientation- actively looking for way to help
people.
194. *Management of personnel resources- motivating,
developing and directing people as they work,
identifying the best people for the job.
*Instructing- teaching others how to do something.
*Critical thinking- using logic and reasoning to
identify the strengths and weaknesses of
alternative solutions, conclusions or approaches
to problem.
195. ⮚CAPTAIN AFTER A FUNCTION
*They are the liaison to the chefs and cooking staff
in the back, letting them know what food needs to
be replenished. Banquet captains work directly with
the event coordinators or hosts, and are in charge of
addressing and fixing any questions or concerns that
come up before or during service.
197. ⮚Customers judge a restaurant, bar or hotel not
only by the quality of food and facilities, but also by
the kind of people who serve them.
198. ⮚Professionalism is a quality that is projected in
terms of the 3 key elements of professionalism:
*Physical projection
*Verbal projection
*Conduct and behavior
200. ⮚PHYSICAL PROJECTION
*It is advisable to require employees to wear uniform. But
it must be properly pressed, no sagging hemline, not
faded etc.
*Avoid too many jewelries, dangling earrings, low necktie
or too much make up
*Always carry a pleasant smile and positive disposition so
that others will feel more comfortable and ease with you
*Be careful of overtone-tone, volume and body language.
*Maintain poise and posture by direct eye contact.
201. ⮚VERBAL PROJECTION
*Speak with clarity.
*Speak in audible, relaxed, and natural manner.
*Maintain conversational tone and volume.
202. ⮚CONDUCT AND BEHAVIOR
*Unsanitary practices like smoking, coughing, sneezing,
scratching body parts, spitting on the walls, tasting the food in
view of the customer, handling food with bare hands, serving
food that have fallen on the floor, putting the food in the dirty
tables, cooling warm/cold food by blowing air out of the
mouth, wiping perspiration with wiping cloth used for
services, combing hair inside dining room and using perfume
*Unpleasant habit like: yawning, grouping together with other
staff for a chat while duty, using sign language etc.
203. ⮚WORK BEHAVIOR AND HABITS
PUNCTUAL
*Be punctual for work. Even better, be early. Start
the day feeling relaxed and settled.
INITIATIVE
*Take the initiative to get things done, even if that
means you have to fill up the kettle and boil the
water — just do it.
204. NEAT, TIDY AND CLEAN
*Make sure your desk or workstation is neat, clean and
pleasant. Clear perishable rubbish immediately and wash
your mug at the end of the workday. The same attitude
applies to the general office area and restrooms — use
them considerately for others to enjoy as well.
ORGANIZED
*The best indicator is to see if your tray, desk, drawers
and cabinets are cluttered and messy or well-labelled and
orderly.
205. SYSTEMATIC
*A good system smoothens work processes.
Generally, established companies have a standard
operating procedure (SOP) manual as a guideline.
EFFICIENT
*Some people are naturally efficient. You can
develop this skill by thinking things through. By
doing so, you will know how processes can be done
in a faster, smarter and more convenient way.
206. PROBLEM SOLVING
*Understand what you are doing and improvise on existing
work processes. Give feedback, ideas and suggestions to
colleagues and clients to help them come up with
solutions.
FOLLOW-UP
*This does not mean chasing people after a day’s notice.
Give them a gentle reminder after a space of three days.
Most people understand urgency and will help you
expedite matters if you underline the importance of the
207. Fast
*Learn to work fast on routine jobs. But this does not
mean rushing to get things done.
Accuracy
*Learn to pay attention to details especially if you are
dealing with numbers and dates.
Fewer mistakes
*Everybody makes mistakes, but you should aim to make
fewer mistakes on routine jobs. Always be mindful that
some mistakes come with a cost.
208. PAPERWORK
*Be good in your paperwork. Clear paperwork as
soon as possible and keep all your files updated so
that you have important details at your fingertips
INTERPERSONAL
*Be friendly, pleasant and have a positive attitude
towards your colleagues and your boss. Don’t show
your temper, keep a long face or be sarcastic as it is
totally unacceptable.
209. TEAMWORK
*Be a team player. Be willing to share ideas, work
experience, information, templates and so on, so
other colleagues won’t have to re-invent the wheel.
This is how you build trust with each other.
WRITING
*Work on your letter writing and report writing
skills. The only way to do this is to write more.
210. OFFICE ETIQUETTE
*Don’t spend too much time on personal calls, e-
mails, text messages or tea breaks. Respect others’
personal space and desk. Avoid using office paper
and stationery for personal reasons.
READING
*Equally important is the ability to read,
comprehend and grasp the essentials — concepts,
facts, figures and instructions.
211. PRIORITY
*Know what is important and what can be shelved. Stay
focused, keep to your deadlines, plan your work for the
day and the week and allow some flexibility for last-
minute projects.
FILING
*This is important as you may need to retrieve
documents or answer questions by your superiors
immediately, and they cannot be kept waiting. This
applies to both physical files in the cabinet as well as
files on your computer.
214. ⮚Training
*Is the act of providing information and instruction
to someone. Has specific goals of improving one’s
capability, capacity, productivity
and performance.
215. ⮚Seminar
*Is an educational seminar indicates a small,
advanced study, while a meeting labeled as such
means an intense exchange of ideas.
216. ⮚ PLAN AND DEVELOP EVENT
PROPOSAL OR BID
*In procurement of goods or services, the bid and
proposal (B&P) are a firm's plan (proposal) and
proposed cost (bid) for fulfilling the conditions outlined
in a request for proposal (RFP) or other information
gathering or supplier contact activity. The development
of a bid and proposal takes place early in the
procurement process, and the resulting proposal will be
subject to review by the purchaser and negotiation
217. *Developing a bid and proposal takes place before a contract
vehicle is in place, meaning that firms undertake the costly
tasks of proposal-writing and cost estimation before they are
awarded a contract. Often in official use of these two terms
a "bid" supposes the limits or scope of work is similar and
usually the lowest "bid" is awarded work, especially in
government contracts. Proposals mean the entity is fully
aware the details and scope of work may vary and the work
is awarded to the best "plan" and NOT the cheapest, lowest
price. Quality and quantity are more of a consideration when
proposals are taken seriously as opposed to the lowest "bid".
218. *In events management, the bid is the proposal to
host an event. The bid submitted by a proponent,
which can be a supplier/PCO, a destination
management organization/CVB or tourism board or
the local chapter of an international organization.
The proponent submits a bid to the owner of the
show, wishing to assume the gains and
responsibilities of the event host.
219. ⮚ DEVELOP AN EVENT CONCEPT
•Event concept is a creative event production
agency bringing innovative design and technical
precision to events across the globe. We specialize
in bespoke event planning and production for
conferences and exhibitions, brand activations,
incentive travel, award shows and media events.
220. ⮚ SELECT EVENT VENUE OR SITE
•You can begin your search for a venue: budget,
estimated event size, and space requirements.
Book a venue at least 4-6 months in advance so
that you will have time enough time to plan other
critical things, such as catering, event brochures,
and websites.
221. •Event venues are locations where events are taking
place. The definition of an event venue can be as
endless as the stars in the sky; thus, when selecting
the perfect venue for that important event, the sky
is the limit. An event venue in simple terms is the
location hosting an event.
222. •Choose a venue that is within reasonable distance
from most attendees’ homes or offices. If the event
is hosting people from out of town, consider a
venue near an airport or hotels. Events should be
easy and enjoyable for guests, not a hassle. Put
yourself in your guests shoes when choosing a
venue.
223. ⮚ DEVELOP AND UPDATE EVENT
INDUSTRY KNOWLEDGE
•Involves the performance outcomes, skills and
knowledge required to develop and update current and
emerging information on the hospitality industry,
including industry structure, current technology and
key environmental, community, legal and ethical issues
that must be considered and applied by hospitality
industry personnel in their day-to-day work.
224. 1.DEVELOP A VISION FOR YOUR
EVENT
•What is your ultimate goal in the event ?
•Your vision is the foundation of your event. It’s a
breakdown of what you’d like to see go into and
come out of your event, and can touch on
speakers, revenue, attendees and media attention.
225. 2. PUT YOUR TEAM TOGETHER
•Its time to start assembling a team that’ll make
your vision possible.
226. 3. CREATE AN EVENT BUDGET
•Finances are either the most exciting or the dullest
aspect of event management. Regardless of where
you fall, finances are arguably the most important
component.
227. ⮚ NO MONEY, NO EVENT.
•Whether you’re making the business case for
having an event at all, putting on an event for a
client, or planning out the finances for an approved
event, a thorough budget is crucial.
228. ⮚ HERE’S A LIST OF KEY
EXPENSES TO INCLUDE YOUR
BUDGET:
•Venue (room rental(s), security deposit, parking)
•Catering (bartenders, servers, food beverages,
linens, table settings)
•Entertainment (musicians/DJ, speaker fees,
associated housing and transportation costs)
229. •A/V (projectors, internet/WI-FI, speakers,
microphones, camera.)
•Marketing (social media marketing software, print
materials and design work, registration
management software)
•Miscellaneous (your catch-all category; include
venue decor, seating, additional event staff, taxes,
and fees)
230. 4. CHOOSE YOUR VENUE AND
DATE
•You’ve establish your budget, so it’s time to go
venue hunting.
•Before you start searching, make a list of key
practicalities (these should be mandated by your
event vision.)
231. 5. IDENTIFY AND ENGAGE EVENT
PARTNERS AND SPONSORS
•To stretch your budget and increase your reach,
corporate sponsors and community partners are
the way to go.
232. •In addition to helping you cut costs, buy-in from
larger players can open advertising and attendee
exposure avenues you may not have had access to
before, add stability to a smaller operation, and
increase your chance for success. With more
benefactors in the mix, your event poses a much
smaller financial risk to your company or event
firm.
233. 6. DEVELOP YOUR EVENT
BRANDING
• Most of this should be handled by your promotions
coordinator(s), with team input.
• What is your event name ?
• What’s the theme of the event ?
• Do you have a logo ?
• What’s the color scheme and overall aesthetic you’re
after ?
234. 7. DEVELOP AND DEPLOY
YOUR EVENT MARKETING
CAMPAIGN
•It’s time to start raking in those attendee
registrations.
236. ⮚ ON-SITE EVENT
MANAGEMENT SERVICES
TRAINING/SEMINAR
• Entails being responsible for the set-up and details at the
event facility, on the day of the event. As part of the
responsibilities and tasks of an onsite manager, the location
where the event will be hosted must tightly correspond to
the client`s brief. All the details from décor to
photographer/videographer must be checked and that all
protocols are followed.
237. ⮚ PREPARE FOR ON-SITE
MANAGEMENT
• Develop plans for on-site management in accordance with agreed
procedures for the meeting or event.
• Create and collate materials to facilitate effective on-site
management
• Provide an accurate briefing to operational staff and contractors
prior to the meeting or event in an appropriate format including
clarification of roles and responsibilities.
• Check final arrangements for all aspects of the meeting or event and
attend to any discrepancies.
238. ⮚ OVERSEE MEETING / EVENT
SET UP
• Establish contact with the nominated
contractor personnel at the appropriate time to
reconfirm all requirements.
• Make necessary adjustments and agreement
with the contractors.
239. •Check all aspects of the event or meeting set up
against the pre-arranged agreements, including:
•Availability of all materials and equipment
•Room set up
•Staging
•Technical equipment
•Display and signage
•Food and beverages arrangements
240. •Check the venue space and the set-up of the
equipment to allow for easy access, especially for
those with disabilities, and to avoid risk of injury to
guests, delegates and colleagues.
•Identify any deficiencies and discrepancies and take
prompt action to rectify the situation.
•Brief additional on-site staff on the full details of the
meeting or event operation including communication
and control mechanisms.
241. ⮚ MONITOR MEETING / EVENT
OPERATION
• Monitor sessions and activities throughout the
meeting or event through observation and
appropriate reporting processes.
• Identify problems as they arise and take prompt
action to resolve the situation.
242. •Identify and organize additional
requirements.
•Update guest throughout the meeting ore
satisfaction.
•Monitor all contractors to ensure effective
delivery of services.
243. ⮚ OVERSEE MEETING / EVENT
BREAKDOWN
•Oversee the wrap up of the meeting or event to
ensure it is completed in accordance with
agreements.
•Coordinate the packing and removal of all materials
and equipment in accordance with pre-arranged
details.
244. •Check the venue to ensure items and
belongings are not left behind.
•Check and sign all the accounts in
accordance with contractor agreements.
•Note any outstanding items requiring post-
event action.
246. ⮚Event management
• Event management is the application of project
management to the creation and development
of large-scale events such as festivals,
conferences, ceremonies, weddings, formal
parties, concerts, or conventions.
247. •What is bidding?
⮚Typically the events in question are those
held by local, national and international
associations and are more than likely
specific to your particular industry or field
expertise.
248. •What is event planning proposal?
⮚ Is a comprehensive document that
outlines the services you will provide for an
event. It is your company brochure, your
marketing campaign, and your sales pitch
all wrapped up into one.
249.
250. • What is event concept?
⮚Event concept is a creative event production
agency bringing innovative design and technical
precision to events across the globe. We specialize
in bespoke event planning and production for
conferences and exhibitions, brand activations,
incentive travel, award shows and media events
251. ⮚How to plan an event?
1. Develop a vision for your event.
-Your vision is the foundation of your event. It’s a
breakdown of what you’d like to see go into and come out of
your event, and can touch on speakers, revenue, attendees, and
media attention.
2. Put your team together.
-Once you build your event vision, it’s time to start
assembling a team that’ll make your vision possible. However,
hiring team members isn’t as simple as asking a few volunteers to
hang banners up and sign in guests.
252. 3. CREATE AN EVENT BUDGET.
• -Depending on your point of view, finances are either the
most exciting or the dullest aspect of event management.
Regardless of where you fall, finances are arguably the most
important component.
• No money, no event.
• Whether you’re making the business case for having an event at
all, putting on an event for a client, or planning out the finances
for an approved event, a thorough budget is crucial.
253. • Here’s a list of key expenses to include in your budget:
• -Venue (room rental(s), security deposit, parking)
• -A/V (projectors, internet/wi-fi, speakers, microphones, cameras)
• -Catering (bartenders, servers, food, beverages, linens, table settings)
• -Marketing (social media marketing software, print materials and design
work, registration management software)
• -Entertainment (musicians/DJ, speaker fees, associated housing and
transportation costs)
• -Miscellaneous (your catch-all category; include venue decor, seating,
additional event staff, taxes, and fees)
254. 4. CHOOSE YOUR VENUE AND DATE.
• -You’ve established your budget, so it’s time to
go venue hunting.
• Before you start searching, make a list of key
practicalities (these should be mandated by your
event vision). Reference this list frequently while
you’re looking and touring.
255. • Here are a few suggestions to get your list brainstorming session started:
• What kind of parking will you need?
• Will you need your own a/v equipment, or will the venue provide it?
• Does the venue have adequate cell reception throughout, or will you need to
provide a wi-fi connection?
• How much floor space do you need?
• Do you need an open space, or segmented areas/rooms? (If the latter, how
many rooms do you need?)
• How far in advance does this venue book? Is it available in the window you’re
looking for?
256. 5. IDENTIFY AND ENGAGE EVENT
PARTNERS AND SPONSORS.
• -To stretch your budget and increase your reach, corporate
sponsors and community partners are the way to go.
• In addition to helping you cut costs, buy-in from larger players can
open advertising and attendee exposure avenues you may not have
had access to before, add stability to a smaller operation, and
increase your chance for success. With more benefactors in the mix,
your event poses a much smaller financial risk to your company or
event firm.
257. ⮚WHAT IS EVENT PROGRAM?
• A programme or program is a booklet available for
patrons attending a live event such as theatre
performances, fêtes, sports events, etc. It is a printed
leaflet outlining the parts of the event scheduled to
take place, principal performers and background
information.
258. ⮚WHAT IS EVENT VENUE?
• Event venues are locations where events are taking
place. ... An event venue in simple terms is the location
hosting an event. Some venues are more common
than others, but there is a never-ending list when
creativity comes into play.
259. ⮚ EVENT INDUSTRY
KNOWLEDGE
• Event industry who require an essential and broad
knowledge of the event industry to support all work
activities. ... By its nature, the unit acknowledges the
concept of an events industry and is relevant to those
individuals working in any meeting and event
operational and management role.
261. • Prefer for onsite management
• Event planning companies offer professional
event planning services that include event
management, event coordination, theme,
décor & styling, conferencing, exhibition and
signage, entertainment and venue sourcing.
262. • Here are just a few of the many services which an event management
company may offer for your special event:
• EVENT MANAGEMENT- professional event managers are skilled in the
technical as well as the creative and logistical implementation of events.
Whether it’s a trade show, product launch, wedding, cocktail party, awards
ceremony or a sit-down gala dinner, event managers first identify the
audience of each event and go out of the way to understand your brand and
budgets as well.
• Event coordination- event coordinators specialize in developing innovative
ways to inspire, communicate, and entertain. The look after the most
important aspects of event production including lighting, décor, theming,
styling, catering, sound, vision, and entertainment.
263. • DECOR HIRE SERVICES- these companies specialize in
providing décor hire services that will suit and bridge
the needs of your next special event.
• Conferences and venue sourcing services- event
planning companies can work with you to create a
unique conference identify with careful programming
of content and detailed logistic planning that can
include.
264. • Special event planning services- the aim of event planners is to take the
stress out of planning as specials event by taking a step ahead of the
market. They can provide beautiful centerpieces, comfortable linens,
stunning floral arrangements and funky entertainment options to make
yours special event perfect.
• Event entertainment- whether you’re in need of corporate entertainment
is Brisbane, Sydney or Melbourne, the best event management company
will bring them to you!
• Experience- check the experience of the event management company
before you hire them. Ask them: what type of events do you organize is the
most? What services are included in your fee? What is your cancellation or
refund policy? And much more.
265. •Online resource- online resource can help you to find the right
event management company for your next special event. But,
before you commit to an event management company, ask
them for recommendations and available photos of past
events.
•Referrals- you can find best event management companies
from referrals by friends or colleagues. They might refer you to
someone that might be a better fit. And make sure you follow
through and talk to your friends about their you experiences
with the company and whether they would use them again in
266. • Oversee meeting/ event set up
• Meeting and event planners oversee coordination and
execution of professional and personal events. Roles
vary somewhat by the nature of the event, but generally,
planners are in charge of ensuring guest have a positive
experience. A bachelor’s degree in hospitality
management is common. Though some event planners
work independently without one.
267. •Consultation- typically, an event planner first meets
with potential clients for a consultation, this is when the
client or representative lays out his needs for the event
and asks a question of the planner. Once you understand
clients needs, you discuss details including preferred
dates, locations , number of goods and other specifies.
At this first visit, you also explain your role during the
planning phase and the day of the event. You also tell
the clients anything he needs to do during this process
and discuss your fees.
268. • Select venue – in some cases, clients select a venue or have one
already lined up, often, though, part of your duties as the planner is
to find the right venue and reserve it for the preferred date.
Geographic location, setting space and functionality are common
considerations. For a meeting event, hotels and convention halls are
standard location.
• Coordinate details- coordinate details and staff the day of the event
is another common planner role. With weddings, some companies
offer “ day off” services where you plan the entire event, but have a
coordinate there to help make things go smoothly. Generally, though
event planners take on this duty to see what they have.
269. • Monitoring meeting/ event operation
• To better control your event, keep your evet agenda
with you during the course of the event, so that you can
take immediate action if and when necessary. Use the
attendee list to check who has arrived and who is still
absent. Make sure all participants and event
management assistants under your control are ready to
go.
274. •Why you need A follow-up meeting after events.
• Let’s start by talking about why you need to have
follow-up meetings, followed by what to do
during those meetings and how to organize them
to get the greatest impact.
275. 1. CELEBRATE (AND REPLICATE)
SUCCESS.
⮚ All too often, we forget to acknowledge all the hard
work everyone did during the event. It doesn’t have to
be a huge bash, but a small amount of recognition can
go a long way towards energizing your team for the next
event. TIP: use the meeting as a vacation and get your
team to unwind at the same time!
276. 2. DISCOVER WAYS TO IMPROVE.
⮚ The events industry is a competitive one and
one-upping your own events is the mantra of most
top professionals. Beyond pointing at your event’s
mishaps, focus on discovering ways to improve
your attendee and client experiences. It’s like
hunting for hidden treasure!
277. 3. COLLECT FRESH NEW DATA.
⮚ The experience of an event is often a fleeting
one. If you want to truly discover ways to improve
your event, you need to collect new data straight
from your team, attendees, and even vendors,
while it’s fresh in their minds.
278. 4. START PLANNING.
⮚ Let’s not forget the main reason to debrief: getting a
head start on your next event. Tempting as it can be to
take a well-deserved time off, just hold it off for another
day for a small huddle. It’s rare to get everyone on your
team on the same site, so don’t waste it and start your
pre-event planning right after.
279. •Feed backing
•Getting feedback is probably the most important thing you
need to during your follow-up meeting after events. It’s the
fuel you’ll need to improve your future events, as well as a way
to maintain a connection with your audience.
•But if you’ve ever attended an event yourself, getting feedback
isn’t all that easy. People want to just enjoy the event, not
answer some boring form. To help out, here are a few ways to
encourage attendees to provide their feedback:
280. 1. START WITH A GOAL.
⮚ Our post-event survey needs to be helpful in driving
improvements in your future events. To do that, you
need to set a goal for the survey. What do you need to
learn from attendees? What do you want to change?
From there, you can formulate a few focused questions
that when answered, will give you a clearer direction to
take for the next events.
281. 2. ASK ONLY WHAT'S NEEDED.
⮚ Let’s face it: we all hate answering surveys. Don’t
bury the attendee under a mountain of questions.
Cherry pick the most important ones and make sure
answering it is easy for them. Ask three questions
instead of 10. Give them three multiple choice options
instead of five. Limit answers to one sentence instead of
giving them a blank sheet to fill out. Keep it simple.
282. 3. ADD TOUGH QUESTIONS.
⮚ This might seem like it goes against #2 above, but it doesn’t. What
we mean here is you should ask questions that will be tough to
swallow for you and your team, instead of tough-to-answer questions.
If you think your topics were boring, ask them why. If you had a huge
tech issue, talk about it upfront and ask for the attendee’s experience.
It might be a bitter pill to swallow but getting frank and pointed
feedback is important to both make your participants feel that they’re
heard. It gives you guidance on how to do better next time.
283. 4. INCENTIVIZE THE SURVEY.
⮚ Surveys seem like work, which is why we often
don’t want to fill out one. However, if you can
incentivize people to fill it up, you’ll get a better
response rate. Give out a reward like a coupon or a
freebie. Or you can give one lucky respondent a
free pass to your next event.
285. •Preparing the event proposal
•The amount of detail required in the event
proposal will depend on the scale and importance
of the event. However event proposals generally
share many common components.
•The information that event proposals should
convey includes but is not limited to the following:
286. •The event team
•The proposal should provide information about the
event management team in terms of the
experience and qualifications of key team
members. It is important for the reader of the
proposal to feel that the event team have the
capability to run the event and to be able to do
what they say they will do.
287. •If experience in staging events is limited then it is
useful to mention any managerial, project
management or co-ordination experience in any
other field . qualifications of persons in the event
management team may also prove useful to
mention.
•The proposal should also describe any training that
will be given to event volunteers.
288. • Venue and facilities
• The reader of the proposal will want to know whether the venue is
suitable for the event. The proposal should outline all facilities
available at the venue, everything from toilets to car-parking. For
indoor events, the type of surface, lighting, air-conditioning,
seating, electronic equipment should be well described. For
outdoor events, the level of maintenance on turf, seating and
shading for spectators, fencing, drainage and floodlighting is
worthy of mention. The number of change rooms and their
condition for teams/participants is always important.
289. • There needs to be a detailed description of what would
be attractive to event goers and how the venue will fully
cater for the needs of the event, including performers,
officials and spectators.
• Don't forget to include information about public
transport to the venue, and car parking for those who
arrive by car.
• If the venue has staged similar events in the past, you
should make mention of this.
290. •The program.
•It is often the case that the host club or
organization has little or no say in setting the
competition program when the date, or dates
have been set by the sport governing body.
291. •However, at the initial stage of bidding, the event proposal
may suggest a competition program in terms of the number of
days, and the start and finish times each day. It is important for
decision makers to know how many hours a day the venue is
available.
•It is worthwhile to consider that the program should also
include ceremonial events with visiting dignitaries who may
make speeches or present awards, and also possibly
entertainment events that may start or finish the program or
fill any gaps.
292. •The budget.
•The club or organization bidding for the event
should draft a budget of probable income and
expenditure. It is important that such a budget is
realistic, and does not show a loss.
293. • The club or organization that wins the bid may be
entitled to an amount of funding from the sport
governing body to alleviate certain costs that will likely
be incurred. However, there is also an expectancy that
the host club or organization will have an opportunity to
make money through the canteen, bar, fundraising
raffles and merchandising. These forms of income
should be reflected in the budget in the event proposal.
294. • Event concept design.
• For an event to be successful it requires a clear and
robust concept, which is aligned with the event aims,
the needs of the target market and other relevant
stakeholders. As part of the event design process you
should ask and answer the 5 w’s – what, why, who,
where and when?
295. •This requires a detailed consideration of the core
or primary activities and attractions of the event,
which will be determined by the event nature e.G.
Music, sports, arts or culture. In addition to the
main features and attractions, it is also common to
have a range of ancillary and secondary activities,
which will increase the scope and attractiveness of
the event to different stakeholders.
296. •Below are some examples of primary and
secondary attractions:
•Opening ceremony.
•Music (live / dj/ background).
•Food and drink (central or peripheral).
•Socializing / networking.
•Speakers / presentations.
297. •Entertainers / performers / celebrities.
•Fireworks.
•Race / match / games / competitions.
•Exhibitor / product displays.
•Play / performance.
•Dancing / dancers.
•Retailers and stalls.
298. •In determining the mix of features and
programming of event elements, it is also
important to consider the unique attributes,
history and heritage of the event location and
venue and how these can be incorporated into
the event to complement its outcomes.
299. •Aspects such as programming need careful
consideration to achieve the correct balance of
activities to meet the needs of all the different
stakeholders in the event. Depending on the
event nature, a committee, comprised of
different groups involved in the event, can be
one way of identifying and programming suitable
activity.
300. • In the context of repeat events, you should
always seek to introduce new elements to
the event to keep it fresh and enticing, whilst
also retaining elements which are core to the
overall experience.
302. •What to include in your event program?
•Before you settle on an event program design,
make a list of all the information your program
needs to include. The most important elements
are basic attendee information and your
event’s branding. For most events, that includes:
303. •Your event name, date, and location
•Your logo, social media handles, and website
address
•The schedule, including locations of individual
sessions or shows
•A shout-out to your sponsors and vendors
304. • Depending on the type of event and how much space you have to
play with, you might also considering including things such as:
• A FAQ to answer the most common attendee questions
• Any images that help tell your event’s story
• A map of the venue
• A custom hashtag people can use to help spread the word
• Once you know exactly what you’re going to put on your event
program, look for a template that can display that information
clearly and effectively.
309. 1. LOCATION
•You’ve probably already considered this. For a local event, you
may be looking for a venue within a reasonable distance from
most attendees’ homes or places of work. If many attendees
will be traveling from out of town, a venue near the airport or
their hotels will be beneficial. In whichever case, don't forget
to consider traffic, transportation, and parking option. Also,
"get an official contract with the venue provider just in case,
because having to change the event venue is the probably the
last thing you want to see.
310. 2. PARKING
•Does the venue have a parking lot or valet parking?
A venue with a parking lot is what dreams are
made of. If that’s not the case, are there parking
lots nearby which attendees can access and use? If
there is no parking available, you’re not completely
out of luck as you have a few alternatives:
311. • You can reserve nearby parking lots for your attendees and either
include the cost in the ticket prices, or have attendees pay when they
park.
• Take a look at uber and grab discounts offered for events. You can
negotiate with them to set this up and distribute the promo code to
your attendees.
• Provide a way for attendees to share a ride or a cab with each other. It
would also be a good chance for them to interact with each other.
• You could offer valet parking for the event, even if the venue doesn’t.
Providing a valet may be essential if the event is an upscale event such
as a gala.
312. 3. CAPACITY AND MINIMUMS
•What’s the capacity?
⮚ You’ll need to know the room capacity of the
venues for a few reasons. First, 500 people (if it is
your estimated event size) can’t comfortably fit
into a room with a 250-person capacity. And
second, there are fire and safety codes that the
venue has to abide by.
313. • What are the F&B minimums?
⮚ If your venue offers food and/or beverages and sets a minimum food and
beverage spending amount (known as an f&b minimum), ensure that the past
f&b records from the previous events are in line with the minimum. If you
estimate much more F&B spending than what the venue requires, it means you
would be a good customer to them. Negotiate whether they can provide
complimentary service (e.G. Upgrade wi-fi or A/V support) in return if your
spending reaches a certain level.
• How to make adjustment based on attendee feedback?
⮚ It is important to be able to make an informed adjustment for a size of a
room or f&b right before or during your event.
314. 4. SERVICES AND AMENITIES
• Does the venue have a kitchen and can it provide catering to your
event?
⮚ If so, often a venue will waive the facility fee and only charge a
down payment along with the cost of food for each attendee.
Those venues without kitchen facilities may have a partnership
with a food provider that you’re required to use. You may want to
check their food in advance. If it is not good enough, it can create a
negative impact on your attendees’ experiences. So, either go with
a venue that serves great food or allows you to bring in outside
food vendors.
315. • Does it have tables, chairs and linens you can use?
⮚ If a venue has these items, you can save a great deal of money and
effort by using what they have, assuming it matches your theme and
ambiance.
• Does it have a setup/clean up crew?
⮚ If you’ve found a venue which provides a setup and clean up crew,
rejoice! This isn’t always the case. If these services aren’t available you’ll
need to build your event team or find volunteers.
• Does it have av capabilities?
⮚ Some venues have a built in audio-visual equipment for you to use, and
others will require you to bring that in yourself.
316. 5. LAYOUT
•Even though you’ll be finding your venue early in the event
planning process, you’ll still want to have a rough idea of what
types of activities you’ll be including, the amenities you’ll
require, and the needs of your team and the attendees.
•While narrowing down your selection, get an illustrated floor
plan of each venue, and walk through your favorites at least
once, making note of important things such as where the
outlets are and where av equipment is or can be located.
317. • The layout and floor plan will greatly affect a few different aspects of your
event:
• Flow of traffic
⮚ Think about the flow of traffic through your event. The kind of flow
you’ll want will be different for each event. What areas will be high traffic at
the event? Registration? The auditorium doors? Keep this in mind when
choosing your venue, realizing that how you setup the tables and decor will
greatly affect this as well.
• Event activities
⮚ If you want to have keynote speakers at your event, you’ll either need a
stage, or a spot to place a rented stage. Will you need a demo area? Will
there be a bar?
318. 6. AMBIANCE
• Pay special attention to the existing decor inside the
venue. What style is the architecture and what does the
building’s interior convey? If you’re holding a gala, you’ll
likely need different venue accommodations than you
would for an expo. The less the ambiance matches the
desired feeling of your event (upscale, high tech, etc.)
The more decorating you’ll need to do to make up for it.
319. 7. INSURANCE
• There are several venues that require a certain amount
of liability as well as them named as additional insured
for the event. Typically you can ask your general liability
insurance agent for this endorsement for your event. It
is also a great idea to START EARLY in planning to have
this added as well as to have all of the wording required,
address, etc., Prior to contacting your agent
320. 8. ACCESSIBILITY
•Accessibility refers to the possibility that everyone, especially
those with special needs, can access the building and its
amenities. Before you can answer this question, you’ll need to
understand who your attendees are and what their needs are.
•You’ll probably know whether there will be children at your
venue, but you may not know if there will be individuals with
other special needs. In this situation, reviewing recent events
hosted by your organization may give you a sense of this.
321. 9. ACOUSTICS
•Have you ever attended an event at a venue that was so loud,
it was hard to hear others, causing you to strain your hearing
and lose your voice, all in one night? That’s caused by poor
acoustics. Acoustics is just a fancy word for how sound travels
through the venue. A low ceiling will make the venue seem
cozy, but it will make it louder if it’s packed. Alternatively, a
large warehouse-style venue will result in echoes, or what
architects refer to as “reverberation”.
322. 10. COST AND FLEXIBILITY ON
EVENT
DATE
•Being flexible on the event date can be a great way to
negotiate with venues. They may have open dates on their
calendar that they want to fill. By providing 2-3 date options,
you are more likely to get discounted pricing.
•Although, acoustics aren’t the be-all end-all of your event,
there are things you can do to improve them such as making
323. •How to search for a venue
•Finding the right venue for your event can take up quite a
bit of your time. Thankfully there are a few shortcuts to
help you save time:
•Contact the area’s local convention & visitor’s bureau to
inquire about venues that best suit your needs.
•On event listing websites, such as 10 times, eventful, etc.,
Find similar local events to yours and see where they host
events.
