MEEC

Chapter SevenFood and Beverage

Management

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.”

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

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

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 Back-up plans required

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

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

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

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

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

Menus Restrictions

Servers should know the ingredients and preparation method of all food items

Allergies Diet and health concerns Religious restrictions

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

Food Consumption Patterns General Guidelines

Know history of the group Know the demographics of the group

Age / Gender Profession Socio-Economic background

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

Food Consumption PatternsType of Reception

Type of Eaters # Hors d’Oeuvres per person

2 hours or less(dinner following)

LightModerateHeavy

3-4 pieces5-7 pieces8+ pieces

2 hours or less(no dinner

LightModerateHeavy

6-8 Pieces10-12 pieces12+ pieces

2-3 hours(no dinner

LightModerateHeavy

8-10 pieces10-12 pieces16 + pieces

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.

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

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

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”

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

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.

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

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

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

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

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

Room Space RequirementsTable Sizes and Capacities

Type Sizes # People Space

Rounds 60” Round66” Round72” Round

5’ Diametercompromise6’ Diameter

Round of 8Seats 8-10Round of 10

12 ½ sq. ft.Per person

Rectangle 6’ Long8’ Long

30” wide30” wide

Banquet 6Banquet 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 RequirementsStandard 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

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

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

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