ENTREP 106

EVENT MANAGEMENT AND CATERING

______________________________________________________________________________________________________

Harriette G. Santos
Course Facilitator
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COURSE STUDY SCHEDULE

Module 3

WEEK TOPIC ACTIVITIES

IV. BANQUET MANAGEMENT ENGAGE:
➢ Insights on
A. The Banquet Service banqueting
EXPLORE:
➢ Research work
1. Definition of terms in
Banquet Management EXPLAIN:
➢ Module reading
2. Space Area Requirements
➢ Video clip
3. Table Plans/Arrangements viewing
➢ Online
✓ Function Lay-out,
discussion/
Floor Plan lesson
✓ Reception Style
ELABORATE:
used in Banquet ➢ Laboratory
activities
4. Operating and Managing a
Banquet Event: Service EVALUATE:
➢ Offline and
Management
online quiz
➢ Write ups
B. Banquet and Event
Negotiations, tools and
Contracts

1. Making the Proposal

2. The Negotiations
3. Preparation of Contracts
4. Preparation of the Banquet
Event Order (BEO)

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CHAPTER IV: BANQUET MANAGEMENT

CHAPTER OUTLINE:
A. The Banquet Service
1. Definition
2. Space Area Requirements
3. Table Plans/Arrangements
4.Service Management
B. Banquet and Event Negotiations, tools and Contracts

“It is better to rise from life as from a banquet- neither thirsty nor drunken."
- Aristotle

A. THE BANQUET SERVICE

1. Definition of Special Terms used in Banquet Management

Banquet Event Order (BEO)--A standardized form created by the venue or catering
company that details all aspects of a food and/or beverage function. These details
include, but are not limited to, room set-up, food item types and quantities, types of
beverages, service times, cost of items, and service charge percentages.

Banquet Round--Round tables, typically 60” or 72” in diameter, are used for seating
at a meal service or for specific types of meetings. Most venues will place 8-10 chairs
around a 60” round table and 10-12 chairs around a 72” table.

Break--A short period of time when the attendees are not actively participating in a
meeting session. Refreshments, such as light snacks, candy, coffee and/or soft drinks,
are typically placed on a table for the attendees to consume as a method of re-
invigoration to enhance focusing ability for the remainder of the meeting time frame.
This is also referred to as a coffee break or refreshment break.

Butler Service--An upscale service style that entails the banquet server approaching
individuals (or small groups of attendees) and presenting a platter that has pre-
determined, individual-size portions of hot or cold hors d’ oeuvres.

Chevron Setup--“Rows of chairs or tables slanted in a V-shape facing a head table,

stage or speaker” (Krug, 2000). This is also referred to as herringbone setup.

Classroom Setup--Rectangular tables (typically 6’or 8’ in length by 18” wide) which

are placed together (on the width side) in straight rows. Subsequent rows of tables are
positioned behind the first row. All chairs are placed in one direction facing the stage
or speaker. This is also referred to as schoolroom setup.
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Cocktail Table--Small, typically 30” or 36” diameter round table, which is used for
seating at a reception or for brief one-on-one interactions between meeting attendees.

Conference Style Setup--Tables arranged in the shape of an oval or rectangle. Chairs

are placed on all sides of the conference style table. This is also referred to as
boardroom setup.

Concurrent Sessions--Meeting sessions with different topics (or different attendees)

that occur at the same physical time.

Cordless Microphone--Batteries serve as the source of power for this microphone

that does not have a cord. This type of microphone is also referred to as a wireless
microphone.

Crescent Round Setup--A seating style that is preferred by meeting attendees for
speaker presentations. A half-moon table or a round table (typically 60” or 72” in
diameter) is used for this seating style. All chairs are placed around the table in a
manner that ensures that every attendee is facing the speaker.

Family-Style Service--Although sometimes used at a formal banquet or professional

meal function, family-style service is generally considered an informal method of
food service. Large bowls or platters of different types of food (e.g., meat, entrée,
vegetable) are placed in the middle of the table by the banquet servers. Guests serve
themselves and then pass the bowl to the next person at the table.

Flipchart--A form of audio-visual equipment that consists of a very large pad of

paper attached to a stand which is used to enhance a speaker’s presentation or as a
record of the brainstorming results from a discussion group.

Floor Setup Diagram--A diagram (drawn to scale) that is created by the venue
representative or by the meeting manager that shows the complete setup requirements
for a certain area of space. This diagram will include tables, exit doors, staging,
chairs, pillars, electrical outlets, and other items specific to the space or the meeting
requirements.

Guarantee--A number provided in advance (usually 48 or 72 hours) by the meeting

manager to the venue catering representative that reflects how many attendees will be
at the meal function. If the number of actual attendees is lower, the organization is
still responsible for paying for the number that was agreed to by the meeting
manager.

Hollow Square Setup--Tables arranged in the shape of a square (or rectangle) that is
hollow in the middle. Chairs are placed around all four sides of the table.

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Lavaliere Microphone--A small, portable (wired or wireless) microphone attached
to the presenter’s clothing below the neck. This is also referred to as a lapel
microphone.

LCD Projector--A commonly used piece of audio-visual equipment for a

presentation that projects images from a laptop computer, digital HDTV signal, DVD
or satellite to a screen.

Leko--A specialized type of audio-visual lighting that is used to highlight a particular

area in the room; such as a speaker standing at a lectern or a company logo through a
gobo. Also referred to as an ellipsoidal spotlight, this piece of equipment is unique in
its ability to project such a “focused pool of light” (Krug, 2000).

Plenary Session--A general session that is open to all attendees of a meeting. There
is typically a key note speaker or other high ranking organizational representative that
presents at this session.

Pre-Function Space--Commonly used for a reception, refreshment break or for

registration; this is the area that is located directly in front of the main function space.
It is sometimes referred to as the foyer.

Refresh--A task performed during a meeting break that entails the banquet staff
entering the function space to straighten-up the area. This includes replenishing water
glasses and pitchers, cleaning up trash, and emptying recycle bins, amongst other
duties.

Request for Proposal (RFP)--A written document, created by a meeting manager

that outlines all of the specifications for a meeting or event that will occur in the
future. This document is sent to potential venues or destinations (CVBs) when the
meeting manager desires to receive information pertaining to cost and availability.

Resume--A comprehensive document that details all of the information related to a

specific meeting or event; including, but not limited to, audio-visual, decorations,
food, beverage, guestroom accommodations, valet services, authorized signatures,
security, and billing arrangements

Serpentine--Connecting tables arranged in a curving (but not circular) shape, often

resembling a snake.

Site Inspection--Conducted by a meeting manager, this is an on-site, in-depth

critique of a hotel, convention center, or other property for a meeting or event.

Specifications--A comprehensive list (or description) of all of the requirements

related to a meeting or event.

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Standing Microphone--Commonly used for the Q & A portion of a session, this type
of (wired or wireless) microphone is placed on a stand that sits directly on the floor.
This is also referred to as a floor microphone.

Tabletop Display--Portable exhibit display that can be physically arranged in the

area that is available on the top of a table.

Table Microphone--Commonly used for a panel, this type of microphone is placed

on a stand that sits on a table in front of between 1-3 panelists.

T-Shape Setup--A setup that consists of tables being arranged in a manner that
results in the alphabetical letter T. Chairs are placed around the table on all sides
except the top of the T.

Theater Style Setup--A setup that consists of just chairs (no tables). The chairs are
arranged in rows that face the speaker or stage. This setup is also referred to as
auditorium seating.

U-Shape Setup--A setup that consists of tables being arranged in the shape of the
alphabetical letter U. Chairs are placed around the three outside edges of the U.

ACTIVITY 4.1. Banquet Experience (40 POINTS)

Make a write up on any of your personal experience during a banquet program/event (e.g., wedding,
christening, gender reveal, debut, birthday, and the like). This is an open writing essay. I’d appreciate
honest and authentic contents.

A good write up contains the following:

1. Introduction. State what you are writing (includes name of event, date/s, location, theme,
guests/number of guests, your role during the event, etc.), briefly summarize the event and why did you
decide to attend.

2. Body Paragraphs. This examines the ideas and experiences you’ve had. Feel free to express and
describe what you saw, what you heard and how you felt. You can also be creative by including pictures or
photos of the event. Answers the questions like:

➢ How was the ambiance/mood? Decorations?

➢ How was the floor plan lay-out? Are guests seated well and does it allow mobility (moving around)
of every guest? Are food/water easily accessed?
➢ How was the entertainment? Acoustic, music and the like.
➢ How was the location of the event? Are comfort rooms available?
➢ How was the food and the service?
➢ What could’ve done better if you were the event planner?

3. Conclusion. You should summarize what you’ve learned from the experience. Express how this
experience has affected your understanding of the subject in general. Describe the overall lesson you have
learned as a result of the experience.

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2. SPACE AREA REQUIREMENTS

Space requirements are determined with
these considerations:
a. Number of Attendees
b. Type of dining table used
✓ You need to allocate about 10 square
feet per attendee if rectangular
banquet tables are used.
✓ For round tables, you will need about
12 ½ square feet per guest.
✓ Standard chairs measure 20 inches by
20 inches
✓ Chair backs should be paced from 2-3
feet apart
Let us see this example: Space and table
calculations
Guest Requirement: Dinner of 500 pax,
round tables, seated, plated service
Banquet Hall: 100 feet by 60 feet
Round Table: 28.28 square feet
Question: How would you calculate the
space of each attendee considering the space
requirements?
STEP 1. Analyze the problem. We cannot simply divide the total area of the banquet hall
by 28.28 square feet (size of the round table) because we need to consider space for chairs,
walkways, sideboards and the like.
STEP 2. Add number to cover additional area. The rule of thumb is to multiply area of
each round table by 4 feet to cover the additional area required for chairs, walkways,
sideboards and the like.
So,
28.28 square feet x 4 feet = 113.14 square feet
STEP 3. Compute for the number of round tables to be accommodated inside the
banquet hall.
So, the total number of round tables that can be accommodated in the banquet hall of
100 feet by 60 feet is:

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No. of Round tables= banquet area/area occupied by the table
No. of Round tables= 100 feet x 60 feet/113.14 square feet
No. of Round tables= 6000 square feet /113.14 square feet
No. of Round tables= 53.03 or 53 ROUND TABLES
STEP 4. Come up with the result.
So, each round table of 28.28 square feet can accommodate 10 guests (12 max).
Hence 53 round tables will accommodate the guests at 530 guests (636 max)

c. Aisle Space. Aisles allow people to move easily around the room without
squeezing through chairs and disturbing seated attendees. Aisles provide a buffer
between the seating areas and the food and beverage. The minimum aisle between
tables and food and beverage stations is 36” wide but 48” or 4 feet is preferable.
d. Buffet/food display set-up. A buffet has an average depth (front to back) of
between 30 inches to 35 inches (one way buffet). Make sure your sideboard isn't too
deep because you need at least 24 inches of space between pieces of furniture for
comfortable circulation. A buffet has an average length (side to side) of 60 inches. An
event planner or caterer may add up to these standard measurements according to
how the design of the event might be.

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e. Dance floor space. The ideal space is 3 square feet per attendee (3 feet by 3 feet =
9 square feet). For a very large function, a second dance floor is convenient but may
divide the attendees
3. TABLE PLANS/ARRANGEMENTS

a. Theatre. A Theatre style seating arrangement it the

simplest, and most common, arrangement used in
events. The style reflecting the seating found in a theatre
or cinema with chairs aligned in consecutive straight
rows. Some venues have the ability to have these in
different heights like a University lecture which allows
for more seats in a smaller space. In events, this floor
set-up is used for ceremonies like weddings,
christenings, etc.
b. Classroom. Classroom seating style reflects
the seating found in a school or lecture theatre,
with chairs and trestle tables aligned in
consecutive straight rows. Allows for note

taking and consumption of plated food and

beverage. Common set-ups for conferences,

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seminars, trainings, sales kick offs, and product launches.
c. Herringbone. This style is very similar to Classroom, however with a Herringbone seating
arrangement, each consecutive row of chairs and tables are angled inwards. Popular for
training, conferences, lectures.

d. U-Shape. As the name suggests this

seating style is in the shape of the letter U,
with the tables & chairs arranged in an open-
ended configuration with the audience facing
inwards. Audience interaction is enhanced,
with audience members facing each other.
Popular for training, conferences, workshops,
meetings.

e. Horse Shoe. This style is very similar to U

Shape, however there are no tables, only chairs
arranged in an open-ended U-Shaped
configuration with the audience facing inwards.
Allows presenter to approach and engage with
each audience member but There is no provision
for note taking or consumption of plated food
and beverage. Popular for large meetings,
presentations, team briefings.

f. Hollow Square. This style is similar to U

Shape, however there are four sides and no
open end, with the audience all facing inwards.
Allows audience to consume plated food and
beverage easily but seating capacity is reduced
and does not allow for a main presentation
area or focal point.

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g. Boardroom. This style is a smaller
version of the Hollow Square or U
Shape, however there is a large elongated
table, with the audience all facing
inwards. Encourages audience interaction
as they all face inwards but restricts the
position of a presentation area or focal
point, typically to the end of the table.
Popular for small meetings, one on one
interviews, small presentations, team
briefings.

h. Banquet and Banquet

Rounds. Banquet seating
style is similar to a round or
rectangular dinner table, with
the audience seated around
the circumference of the
table facing inwards. Popular
for gala dinners, awards
night, Christmas parties,
weddings and other informal
events.
i. Cabaret. The Cabaret seating style
is similar to Banquet, however there
is an open end, with the audience
seated in an arc facing forwards to
the stage area. The open end allows
for a focal point or presentation area
so no line of sight is compromised
but it has inefficient use of floor
space, with seating capacity reduced.
Popular with meetings such as
training sessions, awards nights and
gala dinners.

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j. Traditional Cocktail. This style is unlike
any others with no chairs or tables. It is
literally standing space. Audience interaction
greatly enhanced, with audience members
able to freely mingle and roam. But audience
is standing with no opportunity to sit and rest.
Does not allow for note taking or
consumption of plated food and beverage.
Popular for cocktail parties, concerts and
other social events.
k. Lounge Zone. To refresh
the formal vibe and encourage
networking, event planners are
opting to include a new seating
arrangement in their mix –
introducing the Lounge Zone.
Add sofas, chairs, coffee
tables, bar tables and ottomans
in clusters to form this creative
space.
BELOW IS A SAMPLE LAY-OUT OF A WEDDING RECEPTION USING
BANQUET ROUNDS SET-UP

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4. OPERATING AND MANAGING A BANQUET EVENT: SERVICE

MANAGEMENT
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a. Location and Appearance. Consider the location of the room in the facility in relation to
other locations throughout the property such us:
✓ Parking lots
✓ Sleeping rooms
✓ Elevators
✓ Service corridors
✓ Kitchen/s
✓ Receiving area
✓ The business centers
✓ Restrooms
b. Room Dimensions. Function rooms that are long and narrow has a bowling alley effect. It
limits guest mingling, participation and networking.
c. Ceiling Height. The typical ceiling height in hotel or convention center function rooms is
approximately 11 feet but you may go higher at 14 feet.
d. Number of Columns. It has an air of negativity to the occasion because it blocks
sightlines.
e. Egress and Ingress. The local fire code requires a sufficient number of entrances and
exits. Lecterns, head tables and projection points should not be located near an entrance nor
an exit.
f. Quality of Restrooms. It should be of good quality fixtures and fitting and provided with
running water. Floor and walls should be covered with impervious materials of good
workmanship and shall kept clean and sanitary at all times. Tissue paper, soap, paper towels
and/or hand dyer shall be provided.
g. Colors and Types of Floor and Wall Covering. Attendees tend to eat and drink more in
brightly lit,
colorfully
decorated
surroundings.
Vibrant colors
such as brilliant
red, hot pink and
bright yellow
stimulate the
appetite. Dark
green, navy blue,
gray and black
colors the
appetite.
h. Table
placement. An hors d’ oeuvre table placed against a wall provides only 180-degree access to

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the food, thus lower food consumption. A rectangular table in the center of the room provides
two open sides and 360-degree access to food, allowing greater food consumption.
A round table in the center of a room gives an appearance of a lavish presentation but since
there is no way for a line to form to circle the table, guests have to work their way in and out
at various points for each item they wish to eat, which decreases food consumption.
i. Sound Insulation and Lighting
Example 1: If the function room directly abuts the kitchen, hallways and service
corridors, kitchen aroma and noises could easily seep into the function room.
Employees moving about the hallways shouting, laughing or talking may heard.
Example 2: With audiovisual presentations, the amount of ambient light from the
windows should be minimized as it washes out the colors

j. OTHER CONSIDERATIONS:
Seating and Service
✓ Head table. The use of a head table is usually for the purpose of recognition. At
an event like a conference, the keynote speaker or VIPs are included in the
seating. The type of event and the food being served are also determining factors.
If the event is a simple affair, you can probably do without a head table.
Head tables are usually set on an elevated platform or stage so that those
attending the event are able to see the people seated there. If the event uses a head
table, especially if it is on a raised dais or stage, be sure the table is skirted for
privacy’s sake.
✓ Use of seating charts and floor plans. These are “mini” versions of a site plan
that serve a multitude of uses for food functions.

Staffing: Service Personnel

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✓ Event managers should be aware of the ratios of service personnel to guests. At a
sit-down meal, there should be at least one waiter for every 25 guests at breakfast,
and one for every 20 guests at lunch and dinner.
✓ For buffets, the desired ratio is 1-to-40 for breakfast and 1-to-30 for lunch or
dinner.
✓ If using a venue’s service personnel, clarify that there will be no extra charge for
these service ratios. Depending on the venue, they may have an even better ratio
than what is stated here.
SERVICE PERSONNEL DO’s AND DON’T’s
DO’s
APPEARANCE:
✓ You must be clean and well-
groomed at all times, and
wear a clean and pressed
uniform and shined shoes.
✓ Keep your hair neat and
pulled back.
✓ Makeup must be understated
✓ The only earrings permitted
are studs.
✓ The complete uniform must
be worn beginning at setup
time.

MANNERS
✓ Always be cordial and polite with guests. Smile.
✓ Always know what you are serving and how to pronounce it
✓ Greet guests confidently but respectfully

DON’T’s
o Do not smoke or chew gum in the building; eat and drink in the employee area only.
o Never enter or exit through the front entrance.
o Never use guest restrooms
o Never say “no” to a guest; when unsure of an answer, excuse yourself and get the maître
d’hôtel (Captain Waiter/Head Waiter) or your supervisor/manager
o Don’t behave casually in guest areas; never lean against walls, put your hands in your
pockets, or chat in groups
o Never rush in guest areas. Walk fast but don’t run.
o Keep all personal opinions to yourself.
o Do not refuse a guest’s request during a cocktail reception even if that guest is out of
your assigned area.
Coordinating Service for a Sit-Down Banquet
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At a sit-down banquet, servers bring food and beverages to guests as they sit at tables,
usually in seats assigned by the event’s hosts. Caterers may use a variety of choreographed
service techniques to distribute the food and beverages to the guests. Each course should
ideally be served within a twenty-minute period.
Many caterers use a multi station model—multiple banquet assembly lines strategically
located behind the scenes in order to serve each course to the entire room in a reasonable
amount of time.
Each assembly line usually
accommodates between 100 and 150
guests; if they are double-sided, their
capacity expands to approximately 175
to 200 guests within that twenty-minute
window. Each banquet assembly line is
equipped with food-holding units for
either hot or cold foods, such as hot
boxes, rolling refrigerators, steam
tables, or chafing dishes; serving
utensils; plate wipes; and any special
equipment needed for the plating of
specific menu items.

Up to one day before: The event planner refers to the banquet event order and confers with
the chef to troubleshoot and confirm details. Off-premise location details such as setting up
tents or a dance floor are completed under the supervision of the event planner.

Hours before the event: The setup crew lays out the correct linens, tableware, china,
glassware, floral arrangements, and so on as directed by the event planner. It also sets up the
servers’ pantry and banquet assembly areas. In addition, the florist, musical entertainment,
wedding cake baker, bartender, photographer, and so on, come in to do their own setup.

An hour or two before dinner is served: The bartender serves drinks. Appetizers may be
served buffet style or passed butler style by waitpersons, usually in a different area than the
one in which the sit-down dinner will be held. At a formal dinner or gala, a reception at which
waitpersons pass chilled glasses of Champagne among the guests replaces the cocktail hour.

Thirty minutes before dinner is served: The first course, having been inspected by the
expediter, arrives at the behind-the-scenes banquet assembly lines. At the dinner hour, the
event planner, host, or maître d’hôtel gives a signal for the guests to enter the dining room.

During dinner: The flow of the food and beverage service is now the job of the maître d’hôtel,
banquet manager, or captain. The service of each course during a banquet should take no longer

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than twenty minutes, regardless of the number of guests attending. Good organization and
proper setup will help the caterer meet this objective. The maître d’hôtel sends food handlers
or runners to the kitchen to alert the chefs that guests are ready for each course; the courses are
usually served in twenty-minute intervals. The expediter or food checker makes sure each dish
or platter of food passes inspection. Food handlers or runners bring out the food to the banquet
assembly stations, which are hidden behind the dining area. The waitpersons serve the food to
the guests, then remove plates and tableware to the banquet assembly area to get ready for the
next course. Buspersons take the used plates and tableware back to the kitchen for the
dishwashers to clean. The sommelier oversees the wine service. Between the entrée and
dessert, the event planner asks the client for the final payment.

After dinner: Buspersons continue to take items back to the kitchen to be cleaned. Soiled table
linens are collected. The setup crew dismantles the room. The kitchen crew cleans up the
kitchen.

Coordinating Service for a Buffet

Buffet-style banquets
usually feature multiple, identical
food stations in order to
avoid long lines and congestion in
the dining area.
While the number of items
at each
station will affect the time each
guest spends on the buffet line,
fifty to seventy-five
persons can usually be
accommodated per line.

Here is how the service team works together on a catered buffet:

Up to one day before: The event planner refers to the banquet event order and confers with
the chef to troubleshoot and confirm details. Off-premise location details such as setting up
tents or a dance floor are completed under the supervision of the event planner.

Hours before the event: The setup crew lays out the correct linens, tableware, china,
glassware, floral arrangements, and so on, as directed by the event planner. It also sets up the
servers’ pantry and banquet assembly areas. In addition, the florist, musical entertainment,
wedding cake baker, bartender, photographer, and so on do their own setup.
An hour before dinner is served: The bartender serves drinks. Appetizers may be served
buffet style or passed butler style by waitpersons, usually in a different area from the one in
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which the buffet dinner will be held. Cold and hot foods begin to arrive at the appropriate
stations.

At the dinner hour: The event planner, host, or maître d’hôtel gives a signal for the guests
to enter the dining room.

During dinner: The flow of food and beverage service is now the job of the maître d’hôtel,
banquet manager, or captain. The expediter or food checker makes sure all food passes
inspection. Food handlers or runners bring the food out to the buffet. The maître d’hôtel
sends food handlers or runners to the kitchen to alert the chefs when menu items need to be
replenished. The waitpersons serve beverages to the guests, then remove plates and tableware
as needed. Buspersons take the used plates and tableware back to the kitchen for the
dishwashers to clean. Toward the end of the meal, the event planner asks the client for the
final payment.

After dinner: Buspersons continue to take items back to the kitchen to be cleaned. Soiled
table linens are collected. The setup crew dismantles the room. The kitchen crew cleans up
the kitchen.

B. BANQUET AND EVENT NEGOTIATIONS, TOOLS AND

CONTRACTS

1. Making the Proposal. It is more important than ever to know how to write an event
planning proposal in order to get the attention of all clients looking for qualified and
professional event planners. A good proposal will help put you ahead of 95% of your
competition. Mastering this skill can really help your business take off. First you need to
gather information and come up with a detailed proposal.

PAGE 1: Cover Letter

PAGE 2: Contains a pertinent information about the event such as:
✓ Date
✓ Time
✓ Number of expected guests
✓ Venue
✓ Type of event
✓ Schedule of event (ceremony)
✓ Cocktail hour, main meal period
✓ After meal festivities
✓ Menu choices
PAGE 3: Costs of the event and a short paragraph stating deposit requirements and
contract information.
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BELOW ARE EXAMPLES OF A PROPOSAL:

PAGE 1: Cover Letter Sample

PAGE 2: Pertinent info

PAGE 3: Cost of the Event (below figures are in dollars)

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2. THE NEGOTIATIONS:
Present and maintain a
professional attitude.
Control stress and
tension
Avoid politics and
egos.
Take time to gather all
facts and requirements
beforehand.
Meet with the proper
hotel or site people who have the authority to make decisions.
Know all the following dos and don’ts.
DO’s
✓ Define the purpose and objectives of the meeting.
✓ Know the event.
✓ Have printed copies of meeting plans available.
✓ Follow up frequently.
✓ Obtain peer referrals.
✓ Communicate with clarity and outline.
✓ Make all agreements part of the written contract.
✓ Possess the authority to make a decision or sign a contract.
✓ Be ethical.
✓ Ask questions.
✓ Listen and pay attention.
✓ Minimize all distractions.
✓ Verify all legal clauses of the contract with an attorney.
✓ Know the budget.
DON’T’s
o Sacrifice quality for cost.
o Make unreasonable demands
o Insist on being the final authority.
o Be inconsiderate of a supplier’s profit margin and business needs.
o Escalate and overestimate needs.
o Hesitate to ask questions.
o Be apprehensive about negotiating for everything required.
o Promise what cannot be delivered.
o Lie or misrepresent.
o Jump at first offer.
o Pass up a good deal based on a personality conflict.
o Be intimidated
o Hesitate to advice the facility of changes.
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3. THE PREPARATION OF CONTRACTS
When in the first stages of working with your client, it’s important to take care of
your needs and to protect your business. Many caterers start small, and their first clients are
usually friends and family members. While it may seem uncomfortable to a friend or relative
to sign a contract or give you a deposit, you should resist the temptation to skip these steps.
Make sure all your agreements are committed in writing.

BASIC CONTRACT STIPULATIONS AND CONSIDERATIONS

The following list of stipulations and considerations is intended as a guideline only. It is by
no means exclusive; it is intended to draw your attention to a few basic requirements. When
developing your contract template, bear in mind the following.

• Personal details. When composing a contract, first include your name, address, phone
and mobile numbers. Next, enter the client’s name, address, phone and mobile numbers.

• Dates and times. After indicating the date of the contract, state the day and date of the
event to be catered, as well as the starting and ending times for the party. The exact
amount of time allocated to each activity is especially important; if the caterer runs into
overtime, an overtime charge should be applied against the client.

• Make sure to nail down the minimum number of guests. Establish, as closely as
possible, the exact number of people to be in attendance. If this isn’t possible, ascertain at
least the minimum number of guests. Build in a clause that permits you to raise the price
per person should you end up catering for less than the estimated minimum number of
guests. You also should include a clause indicated that you need final numbers by a
particular date. Most caterers ask for the client to give them a final guest count three days
before the event. This allows the caterer an appropriate amount of time to shop and
prepare the correct amount of food.

• Determine a method for tracking the number of guests. Some common methods for
tracking guest numbers include tickets, plates issued, bundled/rolled silverware with a
napkin issued, and by a turnstile. Today, many events are preceded by invitations that
request an RSVP. The RSVP allows you to have a more accurate guest count and can
greatly help the caterer on what to anticipate. If you have an event that is not by RSVP,
you still need to know how much food to prepare.

Here is an easy formula to determine how many guests will actually show up at the event:
Number of guests invited x 0.66 x 1.15 = number of guests to anticipate.
For example: 300 invited guests x 0.66 x 1.15 = 228 anticipated guests.

The 0.66 accounts for the number of no-shows, and the 1.15 accounts for the
uninvited guests that will arrive.

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• Guard your reputation. Regardless of how you arrive at your number, remember
that if the caterer runs out of food, it’s the caterer’s reputation at stake. The guests
won’t know that the host underestimated the count, nor will they care. They’ll just
know that they’re hungry, there’s no food left, and it’s the caterer’s fault! Overcome
this dilemma by covering your costs for producing extra food. Let the clients know
that they’re always welcome to take home any unused portions.

Generally, caterers have a guarantee number as well as a real number for the guest
count. This guarantee usually runs between 3 and 5 percent of the total. In other
words, if the event is set for 200 people, the caterer will prepare food for 206 if their
guarantee number is 3 percent.

• Include a section in the contract that details the menu to be served. Nothing
should be left out, and nothing should be assumed. If you need to make major
changes to the menu, and you probably will, draw up a new contract.

• Event price. An event price is established at the same time the client is shopping for
a caterer. The contract must state that the price is an approximate estimate only.
Include a clause that permits the caterer to adjust the price, based on unforeseen
conditions. Large events are booked approximately six months in advance. Smaller
events may happen on much shorter notice, but most caterers have guidelines for the
latest date they can accept a job. For instance, a caterer may stipulate that he or she
will book up to three days prior to a small event.

• Payment policy. According to the schedule agreed upon, include a clause stating
unequivocally the method and time frame for the payments. In general, the larger and
more expensive the event, the larger the deposit.

• Staffing. Include a section in the clause that states the number of staff to be provided,
the hours they will work, as well as applicable charges for their services.

• Define your policies regarding leftover food and alcohol. This often may partially
be determined by the event. If you are catering a 40-person dinner party at a client’s
house, you are likely to box and leave the leftovers. If, on the other hand, you are
catering a wedding reception for 150 at a rented hall, you will probably take the
leftovers back with you and divide amongst the staff; all the leftovers, that is, except a
to-go plate for the bride and groom. This is a nice gesture since the bride and groom
rarely get to eat! You should also state your policy on serving alcoholic beverages to
minors or those people who become intoxicated.

• Cancellation/Refund policy. Discuss in detail your policy regarding cancellations

and refunds.
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• Caterer and client signatures. Don’t forget: without the necessary signatures, the
contract is not legally binding.

HERE ARE OTHER CONSIDERATIONS:

CANCELLATIONS AND REFUNDS

In the event of a cancellation, should you refund some, all, or none of the deposit? In general,
there are no clear-cut answers to this, and you should determine it on a case-by-case basis.
The timing of cancellations is crucial in determining your policy.

If the client cancels at least a month before the scheduled event, you may want to:
• Refund the full deposit. In fact, you can very well use this policy as a selling point
when a client is trying to decide between you and another caterer, for example.
• If the event is scheduled within a month of cancellation, discuss the matter with the
client personally.
• If the cancellation happens at the last minute due to a tragedy involving one of the
principals, for instance, it is best to wait a period of time before getting the client to
discuss refunds.

When you’re not sure how to handle the cancellation, postpone your decision; tell the client
that you have to check your figures to see how much money and time has already been
invested. This will give you time to calculate a reasonable amount to pay for costs you’ve
already made. Refund the rest.

CLIENT’S REFUSAL TO PAY

If you run into a situation where a client just won’t pay, the first step is to send a personal
letter requesting payment. It’s very likely that your client simply forgot. Make sure to gently
remind the client of the amount due and give the client a reasonable due date, such as ten
days, to pay the balance.

If this doesn’t work, try calling the client. The next step would be to have your lawyer draw
up and send a standard collection letter. While it may seem silly, people really do sit up and
take notice when they receive a letter from a lawyer. Remember, while this tactic might
result in payment, it is likely to cost you a lawyer fee as well.

The best and most expeditious way to get the money you need to cover your costs is to
prepare a solid refund and cancellation policy that addresses all of the issues discussed
above.

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HERE IS A SAMPLE CONTRACT AGREEMENT: The following sample may help you
draw up your own catering contract agreement. Use it as a guideline only, and consider
obtaining professional legal advice.

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4. PREPARATION OF THE BANQUET EVENT ORDER (BEO)

Most large caterers or those associated with a hotel or restaurant use Banquet Event Orders
(BEO) to record the bar and buffet layouts, table settings, and other pertinent setup
information. Many of these also include a room diagram. Smaller caterers would benefit
from using these orders as well because small or large, a caterer lives and dies by the details.

In hotels, BEOs are prepared for each meal or beverage function and circulated to the
affected departments a week or so before the event. They are usually sequentially ordered to
help keep track of them.

A typical BEO contains the following information:

✓ BEO number
✓ Event date
✓ Type of event
✓ Client name and address
✓ Person who booked the event
✓ Name of function room or event location
✓ Beginning and ending time of event
✓ Number of guests expected
✓ Menus
✓ Style of service
✓ Room setup
✓ Special instructions (centerpieces, special accommodations, entertainment, etc.)
✓ Prices charged
✓ Billing information
✓ Date BEO was prepared
✓ Name of person preparing BEO
✓ List of departments/persons receiving a copy of the BEO

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HERE IS A SAMPLE BEO:

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NAME: ________________________________________________________________
PROGRAM, YEAR AND SECTION: ______________________________
CHAPTER ASSESSMENT (60 POINTS)
Answer the following questions comprehensively. Support your answers with the topic/s you
have learned from the chapter. You may encode or write your answers. AGAIN, convert your
files as PDF if encoded and if possible, written answers sent in photos or scanned must be
clear and readable. This will be migrated on google classroom’s classwork.
Dear Event Planner,

My sister is getting married this February 1, 2022 and it so happened that your event management
company is the most recommended in the industry. My sister’s name is Athalayah Fernano and she is
now engaged to Johash Salonga. She asked for my help in searching the best event planner for this
unforgettable event and I am hoping you could help us.

My sister wants to have a beach wedding to be held in our parent’s house at San Juan, La Union. We
are expecting 280 guests and the total measurement for the reception is 50 feet by 50 feet. Do you
think the area will fit according to the number of guests invited if the set-up is round tables? If not, what
can you recommend?

Can you provide with the menu packages? What type of service is most recommended for this event?
Are the equipment to be used during the said event be provided by your company? If so, how much is
your charge? Can you also look for a live band performer during the reception? We just like it to be
acoustic and mellow.

Can you give me an estimated cost for this event with all the necessary requirements needed like
flowers, menu, photo booth, live video streaming, and the like? This would really help us in our end
especially budgeting. Please email me your response at satukoiro@gmail.com. You can also call me at
09097889797. Thank you and I am looking forward for your reply. God Bless!

Sincerely,
(Sgd) Satuko Fernano-Iro

1. Above is a letter of inquiry sent to your event company and you were tasked to answer the said
letter. (40 Points)
a. Compute for the space area requirement as discussed in this module to answer her query.
(10 points)
b. Make a cover letter to answer her requests. You may assume estimated cost (realistic
amount) to answer her inquiries. The main point of the cover letter is for you to convince the
client in choosing your event company for this memorable event. You don’t need to
necessarily duplicate/copy the example given in this chapter, just consider the example as a
guide (30 Points)
2. In managing a banquet event, what are the pros and cons of coordinating a service for a banquet
sit-down and service of a buffet? (20 Points)

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