Basic Banquet Operation Procedures

Purposes:

The purposes of pre-preparation for any banqueting events are mainly to ensure the perspective of priority on
hand is handle with a proactive outlook.

1. Manpower manning and scheduling (including post function assignments)

2. Manpower assignments
3. Manpower assistance from other departments i.e. engineering (Av technician), housekeeping (PA),
florist, cashier, assistance from other outlets and external contractors.
4. Equipments:. Chinaware, Glassware, Silverware, portable equipments (stage, tables, chairs, skirting
(colour), Lazy Susan, linens, red carpet, etc. All equipments planning MUST included the Executive
Chef, Banquet Chef and the Chief Steward.
5. Decoration: flowers, buffet display, entrance display, backdrop (PR), ballroom foyer display,
additional decoration (balloons, banner, bunting etc),
6. Ballroom/Function room layout (strategically layout in favour with the flow of service sequence),
including display requirement by the organizer.

Pre Function Assignment:

A. Function Layout plan: The confirmed function room plan MUST be completed before any events is
been conducted. The floor plan details are as follow,

1. Identify main entrance

2. Layout of tables, identify main table (VIP table)
3. Location of the stage (if required)
4. Location of main backdrop, banners and bunting
5. Identify location for organizer products display (and set up requirements)
6. Identify any special requirements by the organizer (information MUST be obtain from Catering
sales)
7. All details MUST be identify in the floor plan (this will assist the pre set up team to carry out the job
in detail) as well as to identify non availability of equipment.

B. Manpower Planning: Example

1. Manpower planning can only be done if the floor plan have been finalize and confirm by the organizer
or by catering sales
2. Basic manpower allocation guideline are;

a) Set lunch/dinner :

 Food server : 1 services staff/table

 Food runner: 1 service staff/3 tables
 Captain: 1 captain/10 tables

-1-
Pre Function Assignment: Continue

b) Cocktail

 Food server : 1 services staff/ 20 guests

 Beverage runner: 1 service staff/ 30 guests
 Captain: 1 captain/100 guest

c) Buffet lunch/dinner

 Food server : 2 services staff/ 3 tables

 Buffet runner: 1 service staff/ 1buffet line or per 100 covers
 Captain: 1 captain/10 tables

d) Meeting and Exhibitions

 Server : 1 services staff/ 30 covers

 Captain: 1 captain/10 tables
 NOT inclusive of pre -set up team or turn over team.

e) Set up Team (schedule only for evening shift: Team of 4 staff with 1 captain)

-2-
 Example of Table Assignment:

Backdrop
External Contractor

Stage (size)

Rostrum Potted Planter

(around stage)

Banquet Manager Captain/Assist Manager

Captain/Assist Manager
VIP VIP VIP

Fd server: Fd server: Fd server:

1 1 1
Runner: 1 Runner: 1 Runner: 1

Fd server:
Fd Runner: 1 Fd server: Fd server:
Fd Runner: 1 Fd server:
1 1 1 1

Full time Full time Full time Full time

staff staff staff staff

Fd server: Fd server: Fd server: Fd server:

1 1 1 1

Part time Part time Part time Part time

staff staff staff staff

Fd Runner: 1 Fd Runner: 1

Fd server: Fd server: Fd server: Fd server:

1 1 1 1

Part time Part time Part time Part time

staff staff staff staff

Fd Runner: 1 Fd Runner:

Fd server: Fd server: Fd server: Fd server:

1 1 1 1

Part time Part time Part time Part time

staff staff staff staff

Staffing Requirement: Full time Captain or Assistant Manager: 2 Assist Manager / Captain
Full time: 7 waiter/ waitress
Pre Function Assignment:Part time staff: 21 waiter/ waitress
Continue

-3-
Banquet Captain Pre function Assignment:

a. Coordinate with main organizer as per event

b. Enquire events itinerary or schedule from organizers
c. Enquire any special requirements
d. Informed of billing procedures
e. Activate changes as per organizer requirement
f. Informed relevant departments IMMEDIATELY i.e. Executive Chef, Banquet Chef,
Engineering, Catering sales, Finance (if it billing to company/chequering/room etc.)
g. Conduct a MANDATORY pre function briefing with all staff including part timers.
h. Assignment of tables’ allocation and side duties, i.e. food presentation, chief runner (liaison with
Banquet Chef), Av control technician etc.
i. Coordinate with Banquet Chef on food timing and schedule MANDATORY.
j. Prepared staffing requirement i.e. part-timers, outlets staff, other departmental staff etc,
assignment to captain in charge of part time staffing.
k. Staffing Requirement: Full time Captain or Assistant Manager: 2 Assist Manager / Captain
i. Full time: 7-waiter/ waitresses
ii. Part time staff: 21-waiter/ waitresses
l. Write report in Banquet Manager Log Book, report all incidents (do not judge the important), it
is the FBM responsibility to address this matters.

Pre Function Briefing: MANDATORY (to be conducted by Banquet Captain/Head.

A. Tools Require:

 Flip Chart paper

 Microphone
 Function Menus
 Event Itinerary

B. Briefing process:

1. Assignment of fulltime and part time staff to the allocated table as per floor plan that is indicated on the
flip chart paper.
2. Assignment of fulltime associates to VIP tables with one (1) food runner per/table
3. Allocate section of the function room and assign a captain or a senior waiter to that section (as per
manpower guideline).
4. Assignment assistant manager to managed service (section to be allocated).
5. Assignment a captain or a senior waiter for food runner (point of communication with Banquet Chef), he
will lead the team of food runner.

C. Food services briefing:

1. Explained the sequence of services (as indicated on the flip chart paper).
2. Explained the Starter presentation (be creative but not overly done)
3. Explained the services of Soup / Fish (or seafood items).
4. Explained the sequence of changing BB plates and which course.
5. Explained the sequence of service of dessert.
6. Explained the services of Tea and beverages
7. Informed post function briefing.

-4-
8. Dry run food presentation with Av. Technician

D. Section Captain / Senior Waiter Assignment:

1. Check side station misc-en-place i.e. face towels, BB plate, ashtray, additional wine glasses, additional
coffee cup, services gear, finger bowl, soup bowl / rice bowl, additional chop stick, tooth pick, tea
preparation (note: all sauce or preservatives is to be place at the kitchen area)
2. Check each individual table set up.
3. Check all furniture i.e. chair and tables for stain linens etc.
4. Check number of covers and inform Banquet manager/assistant manager for table count.
5. Check part-timers grooming and services skill and knowledge (ensure which tables require assistance).
6. Ensure all fresh flowers are stored in the respective areas a located.
- Assist in services.

E. Chief Food Runner: In charge of Pantry

1. Ensure the sequence of service is adhere to by all.

2. Ensure that the number of table requested and confirmed by Banquet Manager / assistant manager is
reconfirmed with Banquet Chef 15 minutes before pick up.
3. Check all additional or reduction in number count is rely to the Banquet Chef moment before pick up
4. Ensure that the staff picking up the food is as allocated during the briefing, any changes is to be
communicated with the Banquet Manager / Assistant Manager.
5. Additional non set menus dishes are to be informed to the Banquet Chef, i.e. vegetarian dishes, to be
reconfirmed before ½ hours before dinner is served with the Banquet Manager / Assistant Manager.
6. All food runner is to regroup 15 minutes before food pick up (food runner is not to gather at the pantry
areas during the arrival of guests, they will be part of the additional beverage server).
7. Clearing of soil dishes from the side station is be check as per briefing instruction.
8. Dessert service: clearing of soil dishes is to be done with the service waiter (expedite services). Once
soil dishes are clear, dessert will only be served.
9. Assignment of food runner for clearing after dessert is being served is to be brief by Chief Food Runner;
assignment included stationing staff at the lift landing, clearing of linens etc.

F. Billing :

- The Banquet Captain will be fully responsible for the settling of the function bill.

G. Post Function Briefing:

1. A MANDATORY post function briefing will be conducted by the Banquet Assistant Manager / Captain
(smaller function).
2. Assignment of staff in charge of linens (collection and counting for laundry).
3. Assignment of clearing duties i.e. clearing of stage, chairs etc.
4. Time frame for each assignment
5. Person responsible for each task.

-5-