PHILTECH INSTITUTE OF ARTS AND TECHNOLOGY INC.

SUBJECT: BANQUET SALES OPERATION

WEEK 4

LESSON 1: BANQUET ORGANIZATIONAL STRUCTURE

TOPICS: BANQUET ORGANIZATIONAL STRUCTURE

Learning Outcomes:
At the end of this session, you will be able to:
 Know and define the Definition, and Importance of banqueting
 Familiarize and analyse the typical setup styles
 Identify and explain the service techniques used for banquets
 Explain and identify service sequences used for banquets
Let’s start
The Banquet Manager
- responsible for coordinating the delivery of all
food and beverage for functions.
- reponsible for the successful operation and
administration of the banquets department.
- ensuring that all banquet activities are carried
out professionally, to standards and at the
highest level of service. The Banquet Manager
- effectively lead, train, coach, motivate,
engage and provide feedback to the banquet
staff, supervisors and managers on a daily
basis.
- serves as the banquet department liaison to
all other hotel department.

Achievement of budgeted food sales ,

beverages and labor costs.
2. Achieve maximum profitability and over-all
success by controlling costs and quality of
service.
3. Participation and input towards F&B Marketing activities.
4. Control of banquet china, cutlery, glassware, linen and equipment.
Completion of function delivery sheets in an accurate and timely fashion.
6. Help and complete the forecast and actual budget function sheets, Function Summary
Sheets and weekly payroll input.
7. Supervising and completing the weekly schedules. Schedule staff as necessary to ensure adequate and
consistent levels of service.
The Banquet Supervisor supervise staff during banquet function in
accordance with Hotel policies procedures and all phases of all type
of banquet functions, Coordinate activity on a daily basis. Banquet
supervisor should also oversee banquet event and ensure that all
service standards, departmental policies are followed by banquet
staffs. Act as a single point of contact with the banquet host during
the banquet function.

Banquet Server
Banquet servers work at events such as weddings and parties. In addition to serving food, they set up
and break down the event and offer excellent customer service to guests. Banquet servers work in a
variety of venues, which can range from a banquet hall to a park. Many employers prefer banquet
servers to be available on call for work. Energetic, friendly, and social, banquet servers love working with
people and enjoy interacting with guests. They report to a manager and work with a team of servers to
ensure the event runs smoothly.

Banquet Captain

REPORTS TO: Banquet Manager / Asst. Banquet Manager

Primarily responsible for the supervision of the banquet staff and coordinates all food and beverage
services within the banquet department. Train the banquet team and also oversees the enforcement of
hotel standards on setting up the banquet hall, up keeping, service, break away, event courses, cleaning,
staff grooming and hygiene.

He / She should maintain and develop the highest level of guest relations. Manage all guest requests,
complaints and queries and ensure that all aspects are communicated to the respective departments
(Sales, Kitchen, F&B manager (HOD) etc.)

DUTIES AND RESPONSIBILITIES:

 Meet and greet guests in a friendly and warm manner.

 Coordinates with the event host on all aspects of the banquet function.

 Performs planning and organisation functions for the banqueting department like maintaining
the banquet logbook, maintaining and updating function sheets / BEO etc.

 Checks banquet rooms, service, and kitchen areas for cleanliness, proper set up, and make sure
sufficient supplies and equipment are available for the function.
 Oversee all aspects of assigned banquet function activities, ensuring that food counters are
properly set and ready for execution at the appointed time.

 Ability to respond quickly and accurately to guest requests.

 Ability to obtain any government required licenses or certification for example liquor licenses
etc.

 Display good customer relation skills and take initiative to greet guests in a friendly manner.

 Plan the event course and orchestrates its completion in a timely, quiet and courteous manner.

 Observe guests to fulfill any additional requests, to perceive when next course should begin, or
when meal is completed.

 Adhering to all banquet standard process and also hotel standard policies and procedures.

 Supervises and trains staff in the set up and break down of assigned banquet rooms according to
contract and managers instructions.

 Supervises and trains staff in the service of food and beverages according to standards.

 Discuss any last minute changes with the banquet team.

 Ensure all guest requirements are set and ready 30 minutes before event start time.

 Coordinates function details with banquet, conference planning, and kitchen staff.

 Maintain constant contact with the banquet chef, to ensure conclusion between food
production and food service.

 Monitor banquet personnel in the performance of their duties.

 Assist in conducting pre-shift and pre-function meetings.

 Actively participates in set up of banquet rooms and service of food and beverage to guests.

 Communicates frequently with fellow supervisors and banquet managers as to the progress of
the days work.

 Communicates frequently with function hosts in order to ensure that their needs are being met.
  Ensures all guest checks are billed and signed by the host according to planned arrangements.

 Ensures accurate daily sales reconciliation and postings are completed and provided to the Front
office.

 Display awareness and compliance with hotels security, safety, emergency and energy
procedures.

 Ensure high grooming and hygiene standards are met by all banquet staff.

 Monitors the profitability of functions to ensure quality and portion control while minimising
waste and broken or lost supplies.

 Assists the Banquet Manager to establish maintenance, repair, and cleaning schedules for all
banquet equipment and facilities.

 Guide, direct, and motivate banquet staff, Provide guidance and direction to subordinates,
including setting performance standards and monitoring performance.

 Ability to take and pass all training provided and required by the banquet department to
complete daily operational duties.

 Performs other duties as assigned.

Receptionist
Serves visitors by greeting, welcoming, and directing them appropriately. Notifies company personnel of
visitor arrival. Maintains security and telecommunications system. Informs visitors by answering or
referring inquiries.

ACTIVITY:
Define the duties and responsibilities of a banquet server, and make a video presentation about his
duties serving food and beverages to the to the guest.