This document provides an overview of food and beverage management for catered events. It defines catered events as having one host paying one bill for the same meal. It describes different types of on-premise and off-premise catered events and styles of food service. The document outlines factors to consider for menus such as special diets, trends, and restrictions. It also reviews food and beverage consumption patterns, typical attrition rates, and details on setting up rooms and timing food service.

1. Food and Beverage Management

2. Introduction
 Food & Beverage Functions
 Food for fuel
 Food for the overall experience
 Keeps group together

In one place

At one time
 Eases service strain in restaurants on site
“What can go wrong, will go wrong.”

3. Catered Events - Defined
 One host / sponsor
 One check / bill
 Same meal* * unless special dietary consideration
 Mandatory gratuity – 15%-22%
 Distributed to staff and/or management

4. Catered Events - Types
 On Premise
 facility with permanent kitchen and function rooms
 Locations – hotel, restaurant, convention center
 Permanent furniture and equipment
 Off Premise
 Transports food (prepared or to prepare on site)
 Locations – tents, museums, parks, attractions
 Equipment and furniture rentals
 Contract through RFP process

5. Catered Events - Types
 Off Premise (continued)
 Using Destination Management Companies
(DMC)

Locally based company who knows the locally based
venues, caterers and suppliers

A one-stop shop for the planner
 Transportation

Additional costs – additional coordination
 Weather

Always a challenge ( obstacle)

Back-up plans required

6. Catered Events - Types
 Conference Centers
 Complete Meeting Package (CMP)

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
 Concession sands
 Restaurants
 Special Event catering

7. Catered Events - Hints
 Conduct site inspection
 Choose menu items appropriate to your group
 Age / Gender
 Profession / Ethnic background
 Purpose of event
 Custom menus
 Skill level
 Product availability
 Stay on top of food trends

8. Types of Functions
 Continental Breakfast
 Full, Served Breakfast
 Breakfast Buffet
 Refreshment Breaks
 Brunch
 Buffet Lunch
 Box Lunch
 Full, Served Lunch
 Receptions
 Dinner Buffets
 Full, Served Dinner
 Off Site Event
 Theme Party

9. Styles of Service
 Buffet
 Attended Buffet /
Cafeteria
 Combination Buffet
 Plated Buffet
 Action Stations
 Reception
 Family Style / English
Service
 Plated / American Service
 Preset
 Butlered
 Russian Service
 Banquet French
 Cart French
 Hand Service
 Waiter Parade
 The Wave
 Mixed Styles

10. Menus
 Always popular ideas
 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

11. Menus
 Restrictions
 Servers should know the ingredients and
preparation method of all food items

Allergies

Diet and health concerns

Religious restrictions

12. Menus
 Restrictions
 Vegetarians

Type 1 – no meat but will eat poultry and fish

Type 2 – “lacto-ovo” - no meats, poultry or fish
 By-products OK – cheese, eggs, milk

Type 3 – “vegans” no animal source at all
 No By-products including butter or honey

13. Food Consumption Patterns
 General Guidelines
 Know history of the group
 Know the demographics of the group

Age / Gender

Profession

Socio-Economic background

14. Food Consumption Patterns
 General Guidelines
 Know the purpose of the food function

Reunion and Networking

Opening to another session

Working session

Refreshment / Entertainment
 Guests generally eat more during the first hour of
a reception

Average 7 hors d’Oeuvres the first hour

15. 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

16. Food and Beverage Attrition
 The difference between the actual number of food-
and-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
 Complimentary function space, labor or equipment
 Reassignment or reduction of space.

17. Amenities / Gifts
 Match the gift to the person
 Note their lifestyle or restrictions
 Provide something they like or use
 Avoid
 Cut fruit and cut cheese / Unpackaged crackers
 Consider alternatives
 Pretzels and beer / Cookies and milk
 Room service gift certificate
 Bottled water
 Spa massage or gift shop certificate

18. Beverage Events – the Why
 Refreshment Breaks
 A part of the educational programming
 Recommend 30 minutes

Re-focus attention

Personal business – phone calls, email

Mental rest, stretch and restroom
 Non-alcoholic drinks and snacks
 Receptions
 A part of Special Event Programming
 Socializing and Networking
 Alcohol and food options

19. Beverage Events – the What
 Categories of Liquor
 Beer – soft spirit
 Wine – soft spirit
 Spirits – hard liquor

Well Brands – less expensive “house” liquor or brand

Call Brands – mid-range price, specially requested

Premium Brands – high priced, high quality “Top Shelf”

20. Beverage Events – the What
 Categories of Liquor
 By the Bottle
 By the Drink
 Per Person
 Charge per hour
 Flat Rate Charge
 Open Bar
 Cash Bar
 Combination Bar
 Limited Consumption
Bar

21. Beverage Events – the What
 Number of Drinks Per Bottle
Liquor 1 ounce 1 ¼
ounce
1 ½
ounce
Liter 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.

22. Beverage Events – the Who
 Labor Charges
 Extra charges may be negotiable for

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

23. Hospitality Suites
 Places for attendees to gather outside of
established meeting events and times
 Usually sponsored by
 Hosting organization
 Chapter of the organization
 Exhibitor
 Non-exhibiting company
 Allied association
 Candidate for office in the organization

24. Hospitality Suites
 Times
 Morning
 Afternoon
 Evening
 Space Assignments and Approval
 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

25. Liquor Laws
 Vary from state to state and determine:
 Times of sale
 Days of sale
 Size of bottles sold
 Four types of illegal sales
 Sale to minors
 Sale to intoxicated persons
 Sales outside of legal hours
 Improper liquor license

26. Room Set Up
 What:
 Includes order and placement of tables, chairs,
décor, equipment, audio-visual, staging and dance
floor
 How:
 Banquet Event Orders (BEO)
 Room layout software programs

27. 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

28. 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

29. Service Requirements
Standard Meal
Rounds of 8-10 1 server 2-3 tables
1 busser 3 servers
Poured Wine
Rounds of 8-10 1-2 servers 2-3 tables
French or Russian Service
Rounds of 8 or 10 1 server 1 table
1 busser 3 tables
Buffet Service
1 server 40 guests
1 busser 4 servers
1 runner 100-125 guests

30. Service Timing
 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

31. Tablescapes
 Tabletop is the “stage” of the event
 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

32. Review
 Introduction
 Catered Events
 Types of Functions
 Styles of Service
 Menus
 Food Consumption
Patterns
 Attrition
 Amenities or Gifts
 Beverage Events
 Hospitality Suites
 Rooms
 Service Timing