MEEC Chapter Seven Food and Beverage Management
Mar 28, 2015
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