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Organizing the Event

Chapter 9

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Organizing Tasks• Formal structure

– Management design of the catering organization– Supports implementation of caterer’s strategy

• Core organizing tasks– Creating the menu– Developing recipes– Writing specifications– Ordering, receiving, issuing, producing,

transporting and service

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Catering Management Tasks• Menu

– The foundation upon which everything revolves– Determines

• Type of food, recipe, flow of food• Layout and capacity of equipment• Size and type of storage facilities and human

resources• Specifications

– Ensure consistent preparation and presentation– Excite the consumer to be a repeat customer

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Purchasing• The purchasing plan outlines how to accomplish the

purchasing objective.• The plan is written into a purchasing manual.

– Policies– Procedures– Rules– Security procedures

• Most caterers share basic purchasing needs.

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Building a Supplier and Caterer Relationship

• Professional relationships contribute to a successful purchasing program.

• The caterer and supplier build loyalty.• Supplier sales representatives

– Aka distributor sales representatives (DSRs)– Match distributor’s resources to caterer’s needs– Visit new customers who have entered the

market

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Market Intermediaries• Distributors• Specialty/broadline distributors• Food shows• Food brokers• Manufacturer’s agents

– Direct sales responsibilities– Broker responsibilities

• Wholesale clubs• Retail grocery stores

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Ordering• Securing the right amount & kind of materials to

meet production and satisfy the client• Requires an understanding of:

– The menu– Number of guaranteed guests– Portion size– Standardized recipes– Storage and production capabilities

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Portion Control• Measuring ingredients in food production is one of

the most important management control tasks.• Caterers measure by number, volume or weight.• Understanding As-Purchased vs. Edible Portion

1. As-Purchased (A.P.)2. Edible Portion (E.P.)3. As-Served (A.S.)4. Waste (W)5. Waste Percentage (W%)

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Receiving• Verifying all deliveries against specs & quality• First control point in the flow of food• Fundamentals of receiving:

– Area should be well lit– Food acceptance done near delivery door– Use correct thermometer– Always obtain food from reputable suppliers.

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Storage Control and Inventory Management

• Storage Control– Maintains adequate space for food, beverage,

chemicals and equipment– Label all storage containers.– Prevent cross-contamination.

• Inventory Management– Managing the amount of merchandise in storage

areas is a financial investment for the caterer.– Appropriate inventory control prevents over-

purchasing of items, spoilage, theft, etc.