Everything You Need to Know About Banquet Services and Setups

DEFINITION OF BANQUET
Banquet is taken from the French word “baunc” which means bench. According to Indian connotation, it is
“bhog, dawat or wazwan”. In simple language, “banquet refers to service of special functions for specific
group(s) of people at an assigned time, the food, beverages and other facilities offer being predetermined.
In other words, “The term banquet means formal meal with toast and short speeches. However, in the hotel
industry, it refers to all kinds of function catering. The banquet department of the hotel is one of the major
revenue-producing departments. Earlier, the banquet business in the hotel was seasonal but today, it is round
the year business, producing more revenues with substantial profit percentage.
SASIKUMAR - Educationalist & Hospitality
Trainer

• Buffet: This is a popular banquet service, chosen in events with a large number of attendees. There is a buffet line of food
choices, which the guests pass through and serve themselves. It is a convenient way of choosing what an individual wants to
choose.
•Reception: It is a popular term known across countries involving a gathering where people mill around the room while
eating and chatting. This is a special gathering of a varied number of people, came together for a special occasion.
•Food Stations: This is an event that comprises food stalls or stations offering various cuisines, courses and dishes to the
guests. Many times, these stations are manned by chefs who prepare food in front of the guests. The most common food
stations include pasta bars, sushi stations, desserts, etc.
•Cafeteria-Style: This is very similar to the buffet-style banquet service, with a difference that servers themselves serve the
food. The practice is used to control the portion sizes.
•Plated: In this service, the guests are seated, and servers bring food already portioned into the plates from the kitchen. This
is believed to be one of the most efficient types of banquet service. The plated style is the most common one seen at formal
events, seminars, conferences, and formal dinners.
•Pre-Set Service: If the food is already showing up on the table at the time of your arrival, it is known as a pre-set
arrangement. This is applicable mostly with bread, desserts, salads, and beverages.
Types of Banquet Services
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TYPES OF FUNCTION/BANQUET
There are three types of functions in banquet:
1. Formal function/Banquet: in formal function, there are certain procedures, such as seating the host, chief guest, guest of honor,
and the invitees, and serving the food and beverages are decided by the host. A formal function always includes speeches at a
specified time which is mostly at the end of the meal just before the service of coffee. Dress code for the invitees may be insisted
upon. Controlled behavior of the guests prevails in the formal function catering.
Functions hosted by the head of the country or state, military, formal wedding breakfasts are some of the
examples of formal functions.
2. Informal function/Banquet: in this type of function, no formalities and procedures are followed on seating, serving and the dress
code. The service is indiscriminate of sex and rank. These functions normally consist of entertainment. One can witness casual
behavior of guests in informal functions. Nowadays, more informal functions are being organized such as birthday parties,
cocktail parties, wedding anniversaries, club members’ meets, alumni meets, and so on. The informal functions are such as :
3. Social function: purpose is to meet people, make new friends, entertain oneself and build relationship. Such as cocktail parties,
wedding anniversaries, birthday parties, wedding receptions, dine and dance parties etc.
4. Public relations: these are organized by the business houses in order to make the consumers aware of their presence and to
establish relationship with them for example: Exhibitions, contests for home makers, fashion parades, dealer’s meetings etc.
5. Conferences: the purpose of this type of function is to share the knowledge and expertise and to discuss on matters of concern.
For example: political conferences, trade union conferences, international and national conferences on important issues.
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TYPES OF FUNCTION/BANQUET
The following are some functions normally organized by the banquet department of a hotel:
• Workshops
• Conferences
• Fashion parades
• TV shows
• Wedding receptions
• Birthday parties
• Alumni meets
• Club member’s meets etc
• Seminars
• Exhibitions
• Beauty contests
• Training sessions
• Wedding anniversaries
• Graduation days
• Cocktail parties
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EQUIPMENT REQUIRED IN A FUNCTION
(BANQUET)
The banquet outlet uses various pieces of equipment necessary to conduct various types of functions. At the time of booking, the banquet
manager and the client should discuss and find out the facilities required and make the client clear as regard the facilities available free of cost
and what will be given on extra charges. The list of equipment in a function required are:
1. TABLES AND CHAIRS
2. RISERS
3. PODIUM
4. LECTERN
5. DANCE FLOORS
6. FOOD SERVICE EQUIPMENT
7. CANOPY
8. PIPE AND DRAPE
9. AUDIO VISUAL EQUIPMENT
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TABLES AND CHAIRS:
Tables are used for making different types of table plans, food service, buffet set ups, display, registration, reception etc. They are available in various shapes
such as quarter round, half round, round, square, rectangle, etc. Chairs are the most important pieces of furniture for all kinds of functions. The chairs must be
comfortable. The chairs must be made up of lightweight aluminium. They must be stackable and transported easily with the help of trolley.
RISERS:
These are the pieces of functions that are joined together to make a stage of required size. the size of an individual riser is commonly
4’x8′ with the height ranging from 9″ x 24″ also hotel have risers of 2’x8′, 3’x8′ depending on its needs. it is always advisable to have one in the size of 3’x8′ riser
to make the stage of odd number size. The minimum area required on the stage behind the chairs is 4′. to make the stage of 16’x24′, one needs 12 risers of 4’x8′
and if the hotel wants to make the stage of 11’x16′, then the hotel needs 4 risers of 4’x8′ and 2 risers of 3’x8′. Risers may also be used for effective display of
products.
PODIUM:
It is a small raised platform either on a stage or on the floor, with or without a mic, from which a presenter may deliver.
LECTERN:
It is a stand upon which a speaker may rest notes or books. it may be placed on the floor or tabletop, this is generally used by speakers or singers.
DANCE FLOORS:
it may be made by joining the wooden pieces of 3’x3′ that are rimmed with reinforced steel with interlocking clamps. The dance floor area allowance per person
is approximately about 3 sq. feet for 50% participation. for a dine and dance party of 300 guests, assuming 50% participation for the dance, the area required for
the dance floor is 450 sq. feet.
(BANQUET)
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FOOD SERVICE EQUIPMENT:
Soup Tureen, chaffing dish, ice box, water dispenser, crockery, cutlery, glassware, linen, service spoons and forks, service tongs etc.
CANOPY:
A canopy is temporary structure erected over the buffet counter during the outdoor catering function. The color assignment for
canopies of various counters such as green canopy for vegetarian, red for non -vegetarian, blue for water, yellow for sweets etc.
PIPE AND DRAPE:
It refers to portable draping that can be set up as a divider or as a barrier; often used during the exhibition, around the performance
floors etc.
AUDIO VISUAL EQUIPMENT:
Amplifier, Mixer, Boom Microphone, Dimmer Switch, House lights, House sounds, Overhead projectors, screens, slide projectors, etc.
(BANQUET)
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The different types of banquet style setups are:
1.THEATER STYLE:
Theater style is ideal for lectures, presentations, and group meetings of
any size. It consists of chairs in rows facing a panel table or podium at the
front of the room. This meeting setup is suitable for half-day meeting or
meeting not more than 4 hours
CLASSROOM STYLE:
Classroom style is ideal for teaching events, testing, or other meetings
where participants will be writing This setup consists of 6-foot tables with
up to 3 chairs facing a panel table or podium at the front
3. BOARDROOM STYLE:
Boardroom style use for formal meeting, the standard is using two Oblong
tables and use two half-moon tables at the edge. The meaning of round
edge is the meeting participant are under one organization, the head of
organization can be place at the round edge
4. U-SHAPE STYLE:
Similar to conference room style, a U-shape setup will help facilitate
discussion with participants facing each other, but with one end up, U-
shape setup is ideal for seminars and group meetings with presentations
TYPES OF BANQUET TABLE SET UPS
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TYPES OF BANQUET TABLE SET UPS
5. ROUND TABLE/CLUSTER STYLE:
Round table style for informal meeting can use 150 centimeters or 180 centimeters diameter round table
depend on the participant It’s suitable for workshop seminar that needs discussion and interaction between
the speaker and among participant
HOLLOW SQUARE STYLE:
Setup: Tables in square shape w/ chairs on outside
Best for: Events where focal point is in the center and/or interaction between participants is encouraged
7. T-SHAPE STYLE
This type of seating is followed in conferences, where the top table is laid down and there is one spring
attached with the top table.
This style is laid down to for 20-30 guests.
A formal service is provided to the customers. (Tea/Coffee and snacks are offered)
8. FISH BONE SET UP
This type of seating plan is followed for organizing sessions of presentations and group work.
Facilitator can walk easily among groups. Best suited for conferences, seminars and lecture, etc.
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Banquet staff Duties & Responsibilities
Banquet Manager :
(a) Banquet Manager is responsible for approving all the booking after fixing up the rates.
(b) He is incharge in deciding upon discounts and additional services.
(c) He supervises function in terms of seating arrangement buffet arrangement and there is PR as well.
(d) He is also responsible to maintain a checklist before letting out the function hall to the guest.
(e) He should be a person with a list of detail because for certain special occasions he has to make suggestion and create
the ambiance.
(f) He is also responsible, for co-ordinate with the House-keeping, Maintenance, Accounts, Front Office and Kitchen.
(g) He along with the chef is responsible for checking the quality of the food and make a change in the menu for dishes
that do not sell.
(h) He is also responsible for regrouping and training of staff.
Banquet Sales executive
(a) He/she is responsible for getting all the business for the hotel.
(b) He/she follows upon arrangements fixed up of menu writing of function prospectus. Making the contact showing the
guest the hall and also marketing for the hotel.
(c) He/she is also the guidance of a manager co-ordinates in Front office, Kitchen, maintenance and account fro the
necessary requirement.
(d)He/she is responsible for maintaining out going and incoming mails, banquet dairy, FP Board to read comments and
suggestion books and all the files.
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Maitre d’hotel :
• He is responsible for operation as he decides upon the buffet arrangement seating arrangement, car arrangement,
lighting, sound, and any
• other, extra arrangement to be hired.
• He co-ordinates with the Kitchen stewarding and the Housekeeping fro cutlery, crockery, glassware, and linen
respectively.
• He is in-charge of Hiring casual and distribute their wages.
• He is responsible for bill settlement.
• He approves the food before serving the guest
• He should have a thorough knowledge of room specification, food, and wine combination, decoration Max,
capacity and Menu knowledge.
Dispense Bar Staff :
• If they are member of the permanent banqueting staff, they are responsible for the allocation of bar stock for
various function, setting up of bar, the organization of the bar staff, control of bar staff during service.
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Banquet Captain:
• Welcoming guests upon their arrival and assisting them with their seating arrangements.
• Assisting managers and organizers with planning the layout and logistics of events.
• Setting up and managing staff shifts and timetables.
• Developing and providing staff with the necessary training, including customer service and serving etiquette.
• Managing the setup of events.
• Running the floor and coordinating the food and drink service by liaising with the kitchen and service staff.
• Monitoring the inventory of supplies, equipment, and furniture.
• Tending to guests' requests, questions, and complaints.
• Ensuring that the venue and facilities remain neat and clean.
• Ensuring that all applicable safety regulations are communicated and adhered to.
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How to Plan the Perfect Banquet
Banquet’s Budget
• Every event starts with a budget, and if you want your banquet to be a success, you’ll need to thoughtfully consider all of the event
aspects that will require funding. Of course, your biggest budget considerations will be:
• The Venue
• The Catering & Drink
• The Entertainment
• That’s where a lot of event planners stop. But this is only the beginning. You’ve got to also consider:
• Guest transport to the venue
• Decorations
• Hospitality staff
• Event management
• Event insurance
• Start by doing some research to determine how much money you’ll need for each of these different aspects, then allocate your funds
accordingly. Breaking up your budget into these line items will help you manage each aspect of your banquet individually.
• If your banquet will be organized to make a profit (not all banqueting events are planned for this purpose), then you’ll next want to
decide what your return on investment needs to be. A quick calculation will then help you determine how you should price your event
sponsorship tickets.
Identify Your Banquet’s Purpose
• In our experience, most banquets are thrown as a way to celebrate an important event within the organization such as a specific
achievement or success. But there can certainly be other purposes. You’ll need to decide what the purpose of your banquet is and then
make sure that purpose resonates throughout the entire event from the invites to ticketing to speeches, food and entertainment. Once
you are clear on your banquet’s purpose, be sure to spread that purpose far and wide to generate buzz and get people excited about
attending your event.
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Choose a Theme
• Event theme is a bit like your purpose in that it will inform all of your other planning decisions moving forward. Your theme will impact
dress code, type of food and drink served, decorations and even the venue. You’ll definitely want to make sure that your theme aligns
with your banquet’s purpose.
Choose the Right Venue
• It should be easy for your guests to travel to and park or be near very good transport links.
• It should also be somewhere where suppliers and vendors can easily access any equipment. So take into account loading and unloading
areas/zones.
• Your venue should match your theme and purpose. If you are charging for tickets, you’ll want to select a well-known venue. Obviously an
opulent black-tie affair will require an upscale venue.
• Inquire if the venue offers extra services (aside from room hire) that can help you offset your budget. For instance, many venues include
a catering package, event insurance and hospitality staff.
Catering
• Banquets are all about the FOOD! You’ll want to be sure to offer your guests a choice along with options for anyone with special dietary
needs.
• If your venue does not offer an in-house catering team then you’ll have to hire an extrenal catering company. When going with an
outside company,
• As far as drinks, be sure to have either the venue or a drinks provider give you a quote for a free bar where guests will have unlimited
access to soft drinks, beer, wine and spirits. Now, you may not have the budget for this ultimate bar. In this case, it is common practice
to at least provide wine at the table for the actual dinner. A bar can then be provided where guests purchase their own drinks.
• If your guests are paying for their tickets, it’s a good idea to absorb the cost of the free / open bar within their ticket price. This
essentially allows your guests to pay for their own drinks ahead of time and have a great time while at your event.
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The Dress Code
• It’s common practice to require attendees to adhere to a dress code to give your banquet that glamorous or fun effect. Share your
theme with guests in advance so they can come up with just the right attire.
Hire a Master of Ceremony
• A Master of Ceremony can guide your guests through the different stages of your event and keep the atmosphere alive and
exciting. This person will tell your guests when dinner is served, introduce guest speakers and entertainment, thank sponsors, etc.
Hire Entertainment
• Your guests will expect to be entertained throughout the evening. This entertainment can come in a variety of forms and who you select
will depend on your purpose, theme and budget.
• Common entertainment acts include:
• Live music
• Stand-up comedy
• Magicians
• Circus acts
• One-on-one entertainment such as fortune-tellers
Decorations
• Look back at your budget and see how much you set aside for decorations. Be sure, again, that you keep your theme in mind.
• We’ve noticed that the plainer a venue is, the more we tend to have to pretty it up for a banquet. Keep this in mind when selecting the
venue. You might go with a plainer venue to save money, but you’ll make up for that in decorations. Whereas a more architecturally
attractive venue won’t require as much in the way of decorations.
• Since your guests will be spending a lot of the evening sitting at tables, you’ll want to put a lot of effort into the tablescapes. Be sure to
include attractive centerpieces, favors and covers.
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BANQUET
THANK YOU
SASIKUMAR NATARAJAN
EDUCATIONALIST & HOSPITALITY TRAINER
Trainer

Everything You Need to Know About Banquet Services and Setups

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