Transcript MEEC - University of Massachusetts Amherst

MEEC
Chapter Seven
Food and Beverage Management
Introduction
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Food & Beverage Functions
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Food for fuel
Food for the overall experience
Keeps group together
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In one place
At one time
Eases service strain in restaurants on site
“What can go wrong, will go wrong.”
Catered Events - Defined
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One host / sponsor
One check / bill
Same meal*
* unless special dietary consideration
Mandatory gratuity – 15%-22%
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Distributed to staff and/or management
Catered Events - Types
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On Premise
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facility with permanent kitchen and function rooms
Locations – hotel, restaurant, convention center
Permanent furniture and equipment
Off Premise
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Transports food (prepared or to prepare on site)
Locations – tents, museums, parks, attractions
Equipment and furniture rentals
Contract through RFP process
Catered Events - Types
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Off Premise (continued)
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Using Destination Management Companies (DMC)
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Transportation
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Locally based company who knows the locally based
venues, caterers and suppliers
A one-stop shop for the planner
Additional costs – additional coordination
Weather
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Always a challenge
Back-up plans required
Catered Events - Types
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Conference Centers
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Complete Meeting Package (CMP)
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Guest rooms, AV and all meals included in one price per person
Continual breaks
Cafeteria style service
Special private banquets upon request
Convention Centers and Stadiums
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Concession sands
Restaurants
Special Event catering
Catered Events - Hints
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Conduct site inspection
Choose menu items appropriate to your group
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Custom menus
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Age / Gender
Profession / Ethnic background
Purpose of event
Skill level
Product availability
Stay on top of food trends
Types of Functions
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Continental Breakfast
Full, Served Breakfast
Breakfast Buffet
Refreshment Breaks
Brunch
Buffet Lunch
Box Lunch
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Full, Served Lunch
Receptions
Dinner Buffets
Full, Served Dinner
Off Site Event
Theme Party
Styles of Service
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Buffet
Attended Buffet /
Cafeteria
Combination Buffet
Plated Buffet
Action Stations
Reception
Family Style / English
Service
Plated / American Service
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Preset
Butlered
Russian Service
Banquet French
Cart French
Hand Service
Waiter Parade
The Wave
Mixed Styles
Menus
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Always popular ideas
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Seasonal Food – locally grown, in season, flavor at peak
Ethnic Foods – add Asian, Mid-East and South America
High Quality Ingredients – name brands, specialty items
Fresh Ingredients – no frozen, canned or dried
New / Unusual Ingredients – from exotic far away places
Safe Foods – organic or pollution / pesticide free
Creative Presentations – if it looks good, it tastes good
Excellent Service – prompt, friendly, courteous service
Menus
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Restrictions
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Servers should know the ingredients and
preparation method of all food items
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Allergies
Diet and health concerns
Religious restrictions
Menus
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Restrictions
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Vegetarians
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Type 1 – no meat but will eat poultry and fish
Type 2 – “lacto-ovo” - no meats, poultry or fish
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By-products OK – cheese, eggs, milk
Type 3 – “vegans” no animal source at all
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No By-products including butter or honey
Food Consumption Patterns
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General Guidelines
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Know history of the group
Know the demographics of the group
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Age / Gender
Profession
Socio-Economic background
Food Consumption Patterns
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General Guidelines
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Know the purpose of the food function
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Reunion and Networking
Opening to another session
Working session
Refreshment / Entertainment
Guests generally eat more during the first hour of
a reception
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Average 7 hors d’Oeuvres the first hour
Food Consumption Patterns
Type of Reception
Type of Eaters
# Hors d’Oeuvres
per person
2 hours or less
(dinner following)
Light
Moderate
Heavy
3-4 pieces
5-7 pieces
8+ pieces
2 hours or less
(no dinner
Light
Moderate
Heavy
6-8 Pieces
10-12 pieces
12+ pieces
2-3 hours
(no dinner
Light
Moderate
Heavy
8-10 pieces
10-12 pieces
16 + pieces
Food and Beverage Attrition
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The difference between the actual number of foodand-beverage covers or revenue projections and the
number or formulas (percentages) agreed to in the
terms of the contract.
Usually there is an allowable shortfall before
damages are assessed.
Concessions may be lost
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Complimentary function space, labor or equipment
Reassignment or reduction of space.
Amenities / Gifts
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Match the gift to the person
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Avoid
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Note their lifestyle or restrictions
Provide something they like or use
Cut fruit and cut cheese / Unpackaged crackers
Consider alternatives
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Pretzels and beer / Cookies and milk
Room service gift certificate
Bottled water
Spa massage or gift shop certificate
Beverage Events – the Why
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Refreshment Breaks
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A part of the educational programming
Recommend 30 minutes
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Re-focus attention
Personal business – phone calls, email
Mental rest, stretch and restroom
Non-alcoholic drinks and snacks
Receptions
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A part of Special Event Programming
Socializing and Networking
Alcohol and food options
Beverage Events – the What
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Categories of Liquor
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Beer – soft spirit
Wine – soft spirit
Spirits – hard liquor
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Well Brands – less expensive “house” liquor or brand
Call Brands – mid-range price, specially requested
Premium Brands – high priced, high quality “Top Shelf”
Beverage Events – the What
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Categories of Liquor
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By the Bottle
By the Drink
Per Person
Charge per hour
Flat Rate Charge
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Open Bar
Cash Bar
Combination Bar
Limited Consumption
Bar
Beverage Events – the What
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Number of Drinks Per Bottle
Liquor
Liter
1 ounce
1 ¼ ounce 1 ½ ounce
33.8 ounces 33 drinks
27 drinks
22 drinks
5th – 750 ml 23.3 ounces 25 drinks
20 drinks
16 drinks
Average – 3 drinks per person - normal length reception 1-1½ hrs.
Wine
1.5 liter
750 ml
10 – 5 oz.
drinks
5 – 5 oz.
drinks
Average – 3 drinks per person - normal length reception 1-1½ hrs.
Beverage Events – the Who
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Labor Charges
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Extra charges may be negotiable for
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Bartenders – 1 per 100 guests standard service
1 per 50 or 75 guests special service
Barbacks – bartender’s helper
Cocktail servers – reduce lines at bar
Cashiers – reduces lines at bar / keeps bartender from
handling “dirty” money
Security – may reduce liability / assures safety
Corkage – fee added for food / beverage items brought into
the hotel but not purchased from the hotel
Hospitality Suites
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Places for attendees to gather outside of
established meeting events and times
Usually sponsored by
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Hosting organization
Chapter of the organization
Exhibitor
Non-exhibiting company
Allied association
Candidate for office in the organization
Hospitality Suites
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Times
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Morning
Afternoon
Evening
Space Assignments and Approval
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Control space so competitors are not next to each
other
Organization gives approval for suite
Guard against “Underground” Suites – not
assigned, approved or known about
Liquor Laws
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Vary from state to state and determine:
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Times of sale
Days of sale
Size of bottles sold
Four types of illegal sales
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Sale to minors
Sale to intoxicated persons
Sales outside of legal hours
Improper liquor license
Room Set Up
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What:
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Includes order and placement of tables, chairs,
décor, equipment, audio-visual, staging and dance
floor
How:
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Banquet Event Orders (BEO)
Room layout software programs
Room Space Requirements
Table Sizes and Capacities
Type
Sizes
# People
Space
Rounds
60” Round
66” Round
72” Round
5’ Diameter
compromise
6’ Diameter
Round of 8
Seats 8-10
Round of 10
12 ½ sq. ft.
Per person
Rectangle
6’ Long
8’ Long
30” wide
30” wide
Banquet 6
Banquet 8
10 sq. ft.
Per person
Schoolroom/
Classroom
6’ or 8’ long
18” or 30”
wide
2-3 per 6’
3-4 per 8’
Half Moon
Half of a
round table
Serpentine
¼ hollowed
out round
Room Space Requirements
Receptions
Minimum (tight)
5 ½ to 6 square feet per person
Comfortably Crowded
7 ½ square feet per person
Ample Room
10 + square feet per person
Dance Floors
3 square feet per person
Service Requirements
Standard Meal
Rounds of 8-10
1 server
2-3 tables
1 busser
3 servers
1-2 servers
2-3 tables
Poured Wine
Rounds of 8-10
French or Russian Service
Rounds of 8 or 10
1 server
1 table
1 busser
3 tables
1 server
40 guests
1 busser
4 servers
1 runner
100-125 guests
Buffet Service
Service Timing
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Cocktail server – 12-16 drinks per trip
48-64 drinks per hour
Salad – 20-30 minutes
Main course – 30-50 minutes from serving to removal
Dessert – 20-30 minutes
Typical Luncheon – 1¼ hours
Typical Dinner – 2 hours
Tablescapes
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Tabletop is the “stage” of the event
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Centerpiece should not block sight lines across
the table
Cover: place setting including flatware, china,
glassware, etc.
Napery: all table linens: tablecloths, napkins,
overlays, table skirting
Other decor
Review
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Introduction
Catered Events
Types of Functions
Styles of Service
Menus
Food Consumption
Patterns
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Attrition
Amenities or Gifts
Beverage Events
Hospitality Suites
Rooms
Service Timing