Chapter 10-12 Dining room and banquet management – Flashcards
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What is a Function?
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- Any use of a banquet facility - Room rented by client, may use at no charge Examples Meetings Dinners Conferences Cocktail parties
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Who do the clients deal with for functions?
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Clients deal directly with the banquet office, banquet manager, A catering and sales manager and Group sales office depending on the size of the establishment
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Who is responsible for the events success?
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Banquet Manager
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Successful functions begin with?
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Proper booking of the event
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What Must Be Known about Function Room Setups?
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MUST KNOW SPECIFIC FACTS about the INDIVIDUAL BANQUET FACILITY
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A manager must know room availability and the capacity for what reason?
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Experienced banquet managers know that each function is an individual party that may require different demands on the room, resulting in a different capacity for the room.
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Some room availability and capacity factors are?
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Factors such as ,Location of exits, shape of the head table The traffic flow and dance floor,The audiovisual equipment, type of function must be taken into consideration before the realistic capacity of a room for each function can be determined "Moment of truth" occurs when the guests sit down and have enough room
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Why is it important to know how to setup a room for functions?
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(1) Guests DO NOT want to: Be too crowded into a room Be in too big a room with extra space Makes the event appear to be a failure (2) Banquet managers must know how to use room space effectively in order to maximize revenue
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Use what type of tables for Social events?
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Round Tables
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Use what type of tables for Buiness events?
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Block tables, T-Shaped or E-Shaped
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What are the two type of setup for Meetings?
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(1) Theater Style, all chairs facing the same directions (2) Schoolroom or classroom All guests facing toward the front of the room while seated at the tables for note taking purposes, Used for teaching a seminar, Uses the most amount of space, which lessens the amount of guests
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Cocktail Parties setup should be how?
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- Should be fewer chairs than guests, Forces the guest to socialize - A room can accommodate more guests than a sit-down (plated) dinner because less chairs are needed
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Once the banquet manager and the client determine the number of guests and type of setup desired, the manager can ?
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decide on which room accommodates the group comfortably and efficiently
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The manager needs to know the types and sizes of tables available so that the function is?
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planned with comfort for the guests and efficiency for the banquet establishment
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Round tables come in two general sizes?
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(1) 60 inches in diameter which seats 8 guests (2) 72 inches in diameter which seats 10 guests
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Oblong or rectangular tables comes in three general sizes?
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(1) 30 inches wide by 96 inches long, an 8-foot table (2) 18 inches wide by 96 inches long, 8-foot by 1½ feet or skinny (3) 30 inches wide by 72 inches long, A 6-foot table
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What is a Lecterns stand?
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Placed in the center of the head table Takes up 24 inches of space Place for notes of the speaker Light and microphone
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What is a Podium?
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Same as a Lecterns but is FreeStanding.
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Key thing a Manager must keep in mind when planning the correct setup of an Function?
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- Intergral part of the sucess or failure of the Function - Use common sense whe booking rooms - ALL equipment MUST BE in the room and thoroughly tested before guests arrive, If equipment is rented, know how to operate it, If owned, schedule regular maintenance
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Booking is done by a sales, catering, or banquet manager who knows?
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- Exactly what types of meals are served - Accommodations for meetings - Charges for services establishment offers clients
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Caterers set prices on what factors?
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- What the client wants - Location of the party - Day of the week - How much demand for caterer's service
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How Far in Advance May Banquets Be Booked?
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Up to a year
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What is FIRM Booking?
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(1) Easiest to understand (2) Client gives a deposit for a party
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What is TENTATIVE Booking?
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- Enter client's name into function book - Client will have first refusal - May be held for a week without a deposit
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Give some reasons a Deposit is required?
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- Required for almost ALL banquet events - Protect both parties - Banquet house will not sell the date to another client that wants the same date - Client will not cancel the event without losing the money they have put down for the event
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Define Guarantees when booking an function?
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A promise made by the host of the party that a certain number of guests will attend and Host pays for the number promised, UNLESS more guests attend -Establishments usually set up for 5 percent above the guarantee
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What is an Banquet?
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- A meal that has a menu that is preselected by the client for all guests attending the event - Usually occurs in a separate location - Can range from 10 to 10,000
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Clients' Reasons for Having a Banquet?
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- Personal - Buisness - Other organizations
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What is the difference between personal entertaining and buisness entertaining?
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In business entertaining, the business pays for the banquet, NOT the individual
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Why do buisness put on Banquets?
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- Restaurants getting into the banquet business can make more money with a lot less chance of failure - the profit potential is much greater for selling banquets than for an à la carte restaurant only
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Advantages of a Banquet for the manager?
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Banquet manager knows - How many guests are going to attend - What they are going to eat - Guaranteed number of guests
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Disadvantages of a Banquet for the manager?
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Restaurant manager does NOT know what or when the guests will eat and has more inventory, waste, and labor costs
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Advertising and selling is easier for a banquet or an a' al carte?
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Banquet
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What is the difference between banquet and caterer?
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- Caterer job takes place away from their establishment - Banquets takes place at the establishmemt
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Whos is responsible for booking the banquet?
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Sales manager
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What are the two types of sales managers?
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(1) Inside sales- works at the facility (2) Outside sales - travels to clients locations
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What are the four staffing positions a Banquet Facility?
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(1) Banquet manager (2) Sales manager (3) Head banquet waiter (4) Banquet captains
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Banquet Manager Qualifications are?
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- Personality - Attention to details - Neat appearance - Tact and Diplomacy - Ability to react quickly to changes - Tendency not to become flustered - Ability to work with different personalities - Oral and Written communciation skills - Organizational Skills
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Name banquet manager beneficts?
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(1) Prestige (2) Psychic Income (3) Pay (4) Perquisties, perks
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Drawbacks to Being a Banquet Manager?
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(1) Long hours (2) Stress (3) Availability of food and liquor (Alcohol problem, poor diet) (4) Illegal activites (Drugs and Gambling)
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What are some job knowledge needed for the banquet manager?
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Must know how to sell, plan, organize, and conduct banquets so that they are successful for the client
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What are the three geneal styles of banquets?
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- Sit-down meal - Buffet service - Stations
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What are the two types of sit down banquets?
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American or Russian banquet service
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Three types of buffets?
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(1) Simple Buffet (2) Modified Buffet (2) Deluxe Buffet
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Every successful banquet manager has?
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- Organized system - Is responsible for obtaining all utensils and plates to feed the guests - Must obtain all service staff to serve the guests - Banquet manager should make lists of what they have to do for the event - Makes certain that nothing is forgotten - Banquet manager must make certain that everything the client ordered is present It is served the way the client ordered it
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Daily computerized printout consists of five parts?
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(1) Deposits Due (2) Banquet Event Order (BEO) Due (3) Guarantee Due (4) Personal Thank You (5) Signed BEO Received
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What is a Policy Sheet?
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A printed sheet listing specific policies, Given to the client at the initial planning meeting—includes: - length of time a room may be reserved - Cost of extra service staff - How long in advance a room is set up - Policy on deposits, guarantees, and contracts
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What is an Banquet Event Order (BEO)?
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An organized written document that gives the client exactly what has been requested when it is requested, Also know as function sheet or banquet stencil
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What are the three parts of the BEO?
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Part 1—Covers information that is obtained at the time of the booking Part 2—The work order for the employees after the manager determines the client's needs Part 3—Filled in after all the plans have been made for the party
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When planning an Event you must first do what?
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Detemine the purpose of the event.
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Planning the Details of the Event?
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Manager writes exactly what client desires: - Serving times of food and liquor - Color of linen - Completed detailed menu - Liquor service - Special instructions
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Three types of meals are?
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- The cocktail reception - The sit-down - The buffet meal
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What are the two type of Bar service?
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(1) Open (2) Cash
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Service staff needed depends on the?
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- Number of guests at a table - Competency of staff - If staff is covered by union representation, contract states staffing requirements - Generally one service person serves between 16 to 24 guests efficiently
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What are the four service method used in American Banquet?
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(1) Station Method (2) Follow-up Method (3) Combination Method (4) Sweep Method
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Define Station Method?
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- Each service person is assigned two tables of either 8 or 10 guests—16 to 20 guests total - Solely responsible for the service at those tables and best used with large staff of temporary workers
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Define follow-up method?
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- One of the most efficient methods - Quickest service if staff can master the system - Takes planning, cooperation, and leadership - Staff divide into two teams, each responsible for one half of the room
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Define Combination Method?
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-Combines best features of the Follow-up and Station Methods
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Define Serving Method?
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- Best used when one entrée is offered - Utilizes speed and organization - Room is divided into sections
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Banquet manager should decide which system to use based upon?
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- Capabilities of the staff - Organizational qualities of the manager
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What is Pass Hors D' Oeuvres?
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- Called "Butler Style", Food carried on trays with cocktail napkins, which are offered to the guests when hors d'oeuvre is taken - Staff HAS to be Knowledgeable about ALL items on tray Able to explain items to the guests Staff circulates throughout the room, offering food, picking up dirty plates and glasses
