Banquet Service in the Restaurant

Staff For the Day

Duties Host o Answer phones o Confirm reservations o Check foyer and bathrooms for cleanliness Bartender o Set-up bar, serve bar drinks, close-out bar Cashier o Handle all check settlements Servers o Set-up dining room - Servers 1 and 2 o Set-up Bread station- Server 3 o Set-up utility station - Server 4 o Set-up Beverage station - Server 5

Banquets & Special Events

FROM THE GUEST'S PERSPECTIVE, any dining experience in a restaurant could be a special event. From the restaurant's perspective, any dining event that represents a change in the normal structure of service is a special event. *A banquet or special event that fills the entire dining room is often referred to as a buyout. A SPECIAL EVENT DIFFERS from a large group reservation in some important respects and has some distinct advantages for the business as a whole as well as for the dining room and the kitchen staff. There may be some negatives to consider as well: -Small groups that you planned to seat in a single section of the dining room often spill over into the entire restaurant. -If they become loud and boisterous, other diners will be affected. -Service can be difficult if they spend a lot of time mingling at tableside and standing in the service aisles. -If the event closes only a portion of your dining room, your regular patrons may be disappointed that their favorite table is unavailable. -If the entire restaurant is closed, they will simply take their business elsewhere. -Repeatedly turning guests away from an à la carte restaurant might easily encourage them to stop trying to dine at the restaurant at all if they are not confident that it will be open and available to them.

If you are booking a group of up to 25 percent of your seating capacity, it will be necessary to close the restaurant to other reservations.

False -No, it is not necessary to close the restaurant to other reservations. It is recommended to reserve the larger group before the rush of service to ensure the server and kitchen are not overwhelmed with the large party's service and food needs.

Platter service is also known as American service or family-style service.

False -Platter service is also referred to as Russian style of service, is an elegant service style that requires servers with considerable skill, strength, and dexterity.

Styles of Banquet Service: Buffet Service

• All of the menu items are arranged on the buffet, along with the necessary service pieces. • Guests take a plate and help themselves. • You can add servers to the buffet line to assist the guests. • Servers or cooks might prepare dishes to order at interactive stations. • Maintain the appearance, flow, and food levels at a buffet.

Seating the Party

• Banquets are either assigned seating or general (open) seating. • For assigned seating, guests pick up a place card with their table assignment. (table #s or staff to navigate to assigned tables!) • Manage general seating by offering options. • It may be necessary to consult the host when special seating requests are presented.

Advantages of Banquets & Special Events

• Banquets can bring in more money without incurring additional expenses. -If the restaurant would otherwise be closed, special events are a great way to bring in business during those unproductive hours. • Events may bring in guests who have never been to your restaurant. (This is a chance to introduce yourself to a pool of new, potentially regular, guests. These events are a chance for servers to discuss the history, concept, and philosophy of the restaurant with the guests and to begin a relationship with them.) It is a good idea to have copies of the regular menu available for guests who are interested in seeing it, as well as to offer assistance in making a reservation for another visit to the restaurant.) • Deposits can immediately be used to cover expenses. -Profits from these events can even help avoid the necessity of raising menu prices since the profits can be used to help pay for upgrades and improvements. • Advanced notice of guest count is helpful to the kitchen and staff. (Having this information allows you to make more accurate forecast sales and profits.) • Servers typically earn good money, with a flat hourly fee and tips. (money is significantly higher than for regular à la carte service, which means that servers are assured of a specific amount of income.) -Some contracts also specify a gratuity, typically 15 to 20 percent. In that case, servers also receive a guaranteed tip. -A server may also earn additional tips from the host or the guests for special service since there is usually more time for interactions and conversations at a banquet than à la carte service. While a large group typically orders from the standard menu, a booked event often includes a set menu with either no choices or one with limited choices. -This makes the order-taking process much simpler for both the guests and the server. -The kitchen staff can be more efficient in the ordering, production, and plating of the food. -Servers know exactly when they are working and how much gratuity they can expect.

Setup

• Buffets can be as elegant or informal as the client wishes. • Allow about 2 feet of space around all sides of a buffet line. • Use skirting or large tablecloths that drape to the floor for buffet tables. • Place items on improvised platforms (like covered milk crates, glass racks) to create visual interest and height. • Hand-wipe plates before service. • Place flatware at the conclusion of a buffet line or pre-set it on the tables.

Communicating With the Kitchen

• Constant communication is the key to providing smooth service during a banquet. • Once the banquet begins, it is the job of the maître d' to stay in touch with the kitchen about food levels or needs. • Allow a longer lead time before the dessert and coffee service begins. - Table preparation before dessert has many steps and takes longer than other courses.

Staffing

*The number of service personnel needed for a banquet depends on the total number of guests and the style of service: American Service: 1 server for every 20 guests Russian Service: 2 servers for every 30 guests Buffet Service: 1 server for every 30 guests Butler Service (hors doeuvre & drinks): 1 server for every 30-40 guests

Banquet Checklist for Private Banquets

Confirm the party size. Type a menu for the table and run-off copies for each seat. Make sure all linen needed has been ordered through FOH Instructors The tables for the event are usually 6-tops unless the host decides differently. In any case the linen order will need to be placed for your event. Be aware of MEP for service: What is the cover for each seat? Include the pieces of silverware, the bread plates, the glasses, the menu, the napkin fold, the candle holder, the salt & pepper shakers, and the flower vase. What quantity wine glasses & water glasses need to be polished for the reception and dinner service? What quantities of bread plates are needed? What quantity & type of silverware is needed? How many coffee cups needed. What quantity of bread napkins that are needed? What quantity of butter plates to prepare? Have your steward check at least one day prior to your banquet that you have all the needed supplies. Make detailed production sheets for the FOH, informing them of every detail (ex. Make x-amount of pre-set butters) If the banquet party is having a reception make sure that it is set-up before stated start time Assign host, cashier or bartender to help at the reception (remember the Reservations/Banquet manager is in charge of the reception and the Service Manager is in charge of the dining room). The Cost Control Manager is the link between front of house and back of house and will be speaking directly with the Production Manager. If the party requires a registration table during the reception: Materials needed for the registration table: 8 ft. skirted table for registration. If the banquet party is having a beer, wine, and non-alcoholic beverages during the reception: Materials needed for the wine reception: Skirted serpentine tables for beverage service. The beverages served are at the table At least two people at the bar table. One person walking around picking up empty glasses. Oval trays set up with linen (where guest can place dirty dishes) The dining room needs to be set-up and detailed at least 15 minutes prior to the reception beginning Remember to assign sections early on so that each server is aware of their tables. Make sure you train your team on how the banquet will work and do hands on demonstrations, i.e synchronized service. The servers will need to assist the host when the time comes to seat the guest. If seating is assigned then: All tables need to have table numbers visible when it comes time to seat the guest. Table numbers and stands are in the cabinet where the fax machine is located COMMUNICATION The service manager should hold a meeting as soon as the class separates to discuss the banquet. What is the event? How many guests are attending? The menu? Beverage service The sequence of service. (SEE FOLLOWING EXAMPLE) Seat the guest Pour the first course wine only if hosted.(Servers and runners) If the host has decided on a cash bar service then beverage service is after first course is delivered. Runners go to kitchen after first course wine is poured Serve appetizers. After apps are served, servers should check on water, wine, and bread refills. Runners bring oval trays out so that the servers can start to clear. Runners take full trays back to the kitchen and give to the dishwasher. Continue until all of the dining room is clear. Serve salads the same way the appetizer course was delivered. Servers are to check on water, wine, and bread refills. Salads are cleared the same way that apps were cleared. Everyone pours Red wine. Entrees are served using the same method of service as before. Servers check on water, bread, wine refills. Clear entrees Serve dessert Pour coffee Clear dessert. Other essential information for the staff Who are the servers? Who are the runners? Who's working the bar table? What time each person needs to be at their designated stations when we open Each server, host, bartender and cashier will need to be assigned by the SM and RM/BQT MGR, a list of duties and a time that it will take to complete each task. The beverages served during the event IMPORTANT POINTS TO REMEMBER Make sure water is made and placed at the table before guests are seated. The wine is poured before each course begins. Some exceptions apply The same wine is poured for the salad course that is used for the appetizer course. Each server is responsible for serving a table completely before starting another table. Serve the ladies first and the host of the party last. Do not start clearing the plates unless everyone at the table has finished eating. When clearing, remove from the right and remove the silverware that is no longer needed for the course. While clearing the entree plate, remove all empty wine glasses, all silverware that is no longer needed, bread and butter plates, bread plates, salt and pepper shakers, and anything else that's remaining from prior courses. Additionally, bring the dessert fork and spoon down to the left and right of the guest respectively. Dessert is served before coffee service.

Buffet service requires two servers for every thirty guests.

False -Requires 1 server for every thirty guests. Of course this number is in a pre-Covid19 world. Buffet set-ups should be organized in a manner that allows for less touch points.

There are two basic types of bar service for banquets: open bar and cash bar.

False -There are three types of bar service. Consumption bar is the third type of bar service.

Bar Service for Banquets

Open Bar-Guests may have as many drinks as they like. -Host pays for drinks at a prearranged hourly rate/person. Consumption Bar- -Guests may have as many drinks as they like. -Host pays for all drinks consumed at pre-arranged price per bottle. Cash Bar- -Guests pay for their own drinks when they are ordered. -Servers carry money from the guest to the bartender.

Service Manager Checklist

Server 1 and 2 Opening Checklist: Set up dining room (standard room set-up unless instructed differently by SM) - See Layout Requisition linen needed from your Service Manager. Set up Mis En Place for lunch service (standard silverware set-up unless instructed differently by SM) Place chairs around the table with the chair 'Kissing" the edge of the table Set silverware in front of the chair Polish all silverware (tarnish free, good condition, and no water spots should be visible) Double check each table's silverware and set-up Make sure there are no crumbs on or around tables and chairs Any silverware placed on the table must be tarnish free and in good condition. Check all salt and pepper shaker levels Place salt, pepper, sugar caddies, plants, and table tents on each table On both side station these items must be placed: o (3) pepper grinder with bread plates with doilies o (4) MEP napkin on plates o (3) Artichoke napkins on plates For Iced tea pitcher and water pitcher. Iced tea must have folded napkin. o (8) Standard Napkins o (4) MEP baskets containing 12 of each silverwares in each basket Fish Fork and Fish Knife Entrée Fork and Entrée Knife Salad Fork and Pasta Spoon Steak Knife and Iced Tea spoon Clean family meal room (Remove pitchers of beverages, take glassware rack to the kitchen, dump trash, and sanitize tables)

Server 1 & 2 (cont.)

Server 1 and 2 Running Duties Maintain the mis en place throughout the meal period. Server 1 and 2 Closing Checklist Requisition linen from your Service Manager for dinner set-up. Setup tables for dinner service (See your SM for special instructions). Refill salt and pepper shakers and wipe down. Refill sugar caddies, 6 of each type of sugar. Refill peppermills, cover bottoms in plastic wrap, and return to the cabinet

Server 3 Opening Checklist:

Server 3 Opening Checklist Prepare hot sanitizer water for cleaning. Set-up bread station Turn on Alto Sham to number 4 on the dial. Remove the whipped butter out of the walk-in right away and keep it at room temperature. It will make scooping much easier later on. Prepare butter balls in ramekins- 2 X the number of tables Prepare sheet pans of bread (based off of forecasted guest count given by SM) - 1.75 X # of guests - At 11:30 place (2) ½ sheet pans in convection oven warming for 5 minutes Place bread in full 400 pan, cover with foil, and store in heated alto sham Prepare lined bread plates with butter knives (tarnish free) on a half sheet pan lined with parchment paper Prepare bread folds in bread baskets - Pull 1 bottle of olive oil and 1 bottle of balsamic vinegar Line all cocktail trays with 12 - inch doilies Line all the cocktail trays with 12 -inch doilies and put half of the cocktail trays by the iced tea machine and half of the trays by the bar pick-up window. Leave 2-3 cocktail trays at the bread station. Line the hotel trays with black linen napkins. (See the SM for the number of napkins needed for service) Fold artichoke folds for the pasta entrée, leave at the expo station Set out the Ketchup and Mustard by the soup station. Make sure they have working pumps. - Set-up dressing MEP and sauces MEP Place ramekins on a half sheet pan and place next to condiments.

Server 3 (cont.)

Server 3 Running Duties Keep bread station stocked, clean, and organized. Place an empty cambro container (5 quarts) to place any leftover bread returned from the table. Server 3 Closing Checklist Return all clean linen to your SM for credit. Cover any remaining butter ball ramekins with plastic wrap, label and return to the prep walk-in. Wipe the olive oil and red wine vinegar bottles with a hot bar mop. Return olive oil, red wine and balsamic vinegar to the bar cellar cabinets. Turn off Alto Sham. Any heated bread leftover should be stored in the walk-in for croutons. Record all leftover bread on the lunch waste report; this includes the "Nuclear" bread too. Unheated bread is returned to the lunch shelf on Tuesday - Thursday afternoons Gather all cocktail trays and oval trays. Remove doilies, linen napkins and wipe down with the sanitizer solution. This is done daily Wash the top of the alto sham and inside where the bread is stored during service. Wash prep table and spray with sanitizer. Remove the sheet pans holding clean dishes and scrub the shelving, rinse, sanitize, and return sheet pans to the speed rack.

Server 4 Opening Checklist

Server 4 Opening Checklist Get family meal water racks and place it in the classroom - Setup the dish station. Place the beverage racks on the top shelf of the dish station. Place empty family meal racks in kitchen for after family meal Set-up silverware sorters with Silver Power Organize the glassware room Requisition two linen bags from your SM for soiled linen and place next to Purchasing Office. Turn on front line alto sham (heat setting: 4) and load with clean soup plates and clean soup cups Set up 10" plates with doilies, place on top of alto sham Place bouillon spoons, pasta spoons, and skewers in a basket on top of the alto sham (make sure all silverware is tarnish free) Help server 5 to polish utility glass.

Server 4 (cont.)

Server 4 Running Duties Communicate with utility to clean silverware for polishing Place washed glassware in the storage area. (Room 112) Server 4 Closing Checklist Remove filled linen bags for Put all glassware in storage (make sure it remains organized) Place empty glassware racks in the Uniform Distribution Center. (Room 112) Dry all clean silverware, polish, and put in the drawers

Server 5 Opening Checklist

Server 5 Opening Checklist Set-up the beverage station Set up the iced tea and the coffee station. Brew ice tea and coffee Get ice for the ice bin (fill completely and cover) Refill the coffee dispenser/grinder with decaffeinated and regular coffee beans Stock coffee filters, iced tea filters, and tea box for service Stock and polish four full racks of iced tea glasses/water glasses Stock coffee filters, iced tea filters, and tea box for service. Check each item for cleanliness. Stock four full racks of iced tea glasses/water glasses and polish for service. Place coffee cups and hot tea pots in the alto sham next to the bread station to keep warm for service. Prepare lemon wedges, lemon wheels Prepare honey for hot tea and creamer Set up oval Bread plate with doilies Coffee saucers Basket of doilies Straws Iced teaspoons Teaspoons Lemons (put out right before service) Polish coffee carafes Fill pots with hot water to keep warm Set-up family meal room. (Family Meal beverages, iced tea and water pitchers)

Server 5 (cont.)

Server 5 Running Duties Keep the ice bin filled. Brew fresh coffee as needed. Make more iced tea if needed. Keep station clean and spot free Server 5 Closing Checklist Empty the ice bin Empty iced tea into an appropriate container and store in walk-in (use for family meal the following day) Throw out all the old coffee and clean coffee pots and carafes by hand washing. Wipe down the coffee maker Run basket through dish washer Cover leftover condiments with plastic wrap - make sure properly labeled Sanitize stainless steel Wash the reach-in refrigerator in that station inside and out Re-stock 4 full racks of utility glass racks at the end of the shift.

*Banquet Terminology

The Players: Front of House (FOH) Manager -Controls the flow of service in the dining room. Communicates directly to the kitchen manager when to begin each course and guest counts. Remember that a guest count should be given during all courses of food being served! The runners need to be identified before banquet service begins and that information is passed along to the kitchen manager. Kitchen Manager - Communicates directly with the FOH Manager. Will direct the FOH manager as to where the food will be plated from, either the front or back line. The Servers - Serves food and beverages to the guest seated at the tables also clears the table for the next course. A server is always given a section to serve once a course is served. The Runners - Delivers trays of food to the dining room for service and takes full trays of dirty dishes to the kitchen. Will sometimes assist the servers in the delivery of wine service or coffee service to the guests seated at the tables. Small Banquets: During banquet (small banquets) service, the FOH acts as the link to the back of house and works closely with the lead server and kitchen manager to control the flow of service and that accurate and clear information is communicated. The Style of Service: The style used in the restaurant is known as the wave. o The wave style of service starts at one end of the dining room and continues to the other end until everyone is served. o All servers will serve as a team, until all food is served. o Once all food is served, the server should return to their section to check on the tables. Synchronized service can also be used. Servers surround the table and serve courses simultaneously to each guest. Points to Remember: Serve food to the left. Serve beverages to the right. Clear as each guest finishes unless otherwise instructed. Serve a table completely before moving to the next.

Banquet Manager's To-Do List

To do list 1. Floor plan 2. Identify staff for the event. a. Who are your servers b. Who are your runners c. Who are your beer pourers d. Who are butlers during the reception e. Who is working the bar tables 3. Section assignments a. How many sections 4. Diagram the layout of the foyer a. Tables needed i. Registration ii. Bar tables b. Linens and skirting on tables c. Glassware d. Beverages e. Cocktail napkins f. Ice/ice scoop g. Ice bins for beverages h. Stands and ovals for dirty glassware 5. Dining room instructions a. What side work duties are needed and in what quantity b. What does the cover look like c. When is water preset d. When is bread and butter preset e. When are salads and dressings preset 6. Service instructions a. Sequence of service b. Synchronized service 7. Coffee service 8. Breakdown and clean-up

If the host has preselected the wines, there is no need to present the bottle to anyone before opening.

True -Even though you are not presenting wine tableside, the manager or sommelier may still want to taste each bottle before it is served to avoid serving flawed wines to the group.

A server may earn additional tips from the host or the guests for special service during a banquet.

True -Most banquet servers earn a "flat" hourly rate of pay for the event or banquet that is higher what the server might earn for ala carte service. Additionally, because of extra time spent with the host of the party and/or special services provided, this time and energy might warrant additional compensation from guests in the form of tips.

All tables, with the exception of the head table, should be numbered.

True -Numbered tables can help with the overall flow of the banquet. Table numbers can be displayed in various ways, but should be visible to the guests as they enter the dining room.

If salad is served after the main course, place the salad fork and knife first, rather than the main course silverware.

True -Place the napkin in the center of each place setting first. Because the salad is the second course, place the salad fork and knife first to establish the width of each place setting; setting them about 12 inches apart and about 1/2 inch from the edge of the table, as a general rule.

The banquet event order (BEO) is a shared tool between the client and the restaurant.

True -The banquet event order (BEO) has two parts: an external component prepared for the client and an internal component prepared for the staff. The client's component of the BEO is a contract between the client and the restaurant that includes details concerning costs and promises made regarding menu, set-up, decorations, etc.

Any special requests the client may have, such as a podium or special linens, can be rented and then charged directly back to the client. (Ch. 9 Quiz)

True -This is true allowing the manager to rent any additional supplies needed and charge back to the guest. This also reduces inventory levels and need for space for storage in your restaurant. Additional space that would be non-revenue generating space.

The Banquet Event Order (BEO)

• Keep a banquet event order to track all of the details of the event. • There will be an external component (shared with the host) and an internal component for financials and staffing needs. The external component becomes a contract between the establishment and the host and includes details concerning costs as well as personal information about the clients, such as personal contact information. The internal component provides details that the staff needs to have in order to provide the best possible service to the host and his or her guests. All of the client's personal information and details concerning the billing or other financial matters are removed from this internal component. • A BEO should include: - Client information (Name of client) - Type of event and its details (date, day, time of event) -Description of Event - Menu - Special requests -Menus for Banquets

Styles of Banquet Service: Platter Service

• Often referred to as Russian/French service. • Food is cooked and plated on platters, and then served to guests at the table. • Timing is essential, to ensure that food is served at its peak.

Decorations

• Plan décor ahead of time, so that servers know how to set the table. • A florist may drop off centerpieces for the servers to place. • Garlands should not interfere with the place settings. • The florist may supply candleholders. • Local fire codes should be followed. • Candles should be lit before guests arrive. • Watch carefully to ensure items don't get tossed onto candles. • Hurricanes or small glass vases can lessen the danger of an open flame.

Styles of Banquet Service: Wine Service

• The host might preselect wine for a special dinner. - You can then have the right wine and right amount available. • Buyouts usually expect the wine to be served continually until the end of the event. • Serve wines before the food for each course. • White or sparkling wines are typically served with the first course and red wines with the main course.

Table Setting

• The table setting should reflect the occasion as well as the menu. • The table may be crowded, so be sure to make the setting neat and compact. • Place the napkin in the center of each setting, either on the table or on a charger plate. • Set the flatware from the inside out, with the last set being the first used. • Set dessert silverware above the place setting, and the water glass above the knife. • Presetting food and drink is efficient for time-limited events. • Set ice water, bread and butter, and a first course. • Wine for a toast can be pre- poured if assured everyone will be of age.

Styles of Banquet Service: Dessert & Coffee Service

• The table should be prepared before dessert is served. - Plates and glasses cleared - Table crumbed - Coffee cups, creamers, sweeteners set - Flatware set or moved into place • Dessert is served first, followed by coffee. • Coffee may be served at the table or at a coffee station. • A table of twelve will need three sugar caddies and three creamers; two may be sufficient for large ovals of ten. • Guests may request coffee at another time during the meal, and they should be served. • Specialty coffee drinks may be considered an additional charge, either to the guest or the host.

Booking Considerations

• Try booking large parties at different times than your regular dinner reservations. -This permits the service and kitchen staff to dedicate their time to preparing and serving out food specifically for the event. -A service charge may also be included in a banquet contract. This money may go directly to the restaurant or the management may decide to split it among the service and kitchen staff. • For a buyout (renting the whole restaurant for an evening), consider what you would normally bring in that evening.- A Wednesday night buyout might be less expensive than a Saturday night buyout.

Styles of Banquet Service: Butler Service

• Used during cocktail hour to serve hors d'oeuvre and drinks. • Servers carry trays of food or drink to the guests as they mingle. • Keep the tray well balanced (as guests help themselves) and offer cocktail napkins from a small plate. • Make sure the tray is at a comfortable level and in full view of the guests. • Some servers should carry empty trays to collect used napkins or glassware.

Setting Up the Bar

• Work out of your existing bar if it will not disturb regular service. • Set up a satellite bar for an event. • Best practices for satellite bars: - Clothed tables can be used for the bar and back bar. - Assign one bartender for every fifty people. - Record the stock on hand. - Use an ice scoop and never a glass. - Be aware of standards for safe alcohol service.

Table Arrangements

• Your client may have some specific requests regarding table arrangements. • For sit-down affairs, from 12 to 15 square feet per person should be allowed. - Buffets call for 10 to 12 square feet for person. • Draw up a seating chart before the event and number tables to correspond. • Position head tables of podiums for optimal/ maximum visibility of all guests. -Guests at the head table are generally seated on one side of the table, facing the room. -The rest of the tables are arranged according to the type of function, the size and shape of the room, the number of guests to be seated, and the preferences of the organizer. • Round tables are ideal for banquets. (allow for easy conversation among guests, but may be too wide to place in your dining room.) -All tables, with the exception of the head table, should be numbered. -Table numbers can be mounted on stands and should be visible to guests as they enter the room. -Guests can obtain their table numbers from either a master seating chart or from a table that holds cards with the guest's name and assigned table number. *Any good seating plan has an allowance for extra guests. A good rule of thumb is to anticipate that there may be a minimum of 5 to 10 percent more guests than the number of RSVPs the host received, but this number is always discussed with the host or organizer ahead of time.

Particular points to be covered prior to the function are:

■ Menu ■ Floor plan ■ Number of tables and covers per waiter and per captain, if applicable. ■ Sequence of events, including food and beverage service, entertainment, or ceremonies. ■ Mise en place requirements for side stands, pantry, and backups, with attention to special equipment. ■ Specific points to remember, such as specialty presentations, styles of service, or special requests. ■ Sample banquet cover and tabletop setting.