formal and informal functions

Type of function
Business organizations, clubs, family, and friends organize functions for various
occasions. Due to non-availability of place to hold the function and time to pay
attention to the detail, most of them depend on a third party to organize the
function according to their needs. This is where the banquet department of a hotel
comes to their rescue by conducting the function.
Formal
Informal
1. Formal function
In this type of function, certain procedures, such as seating the host, chief guest,
guest of honour, and the invitees, serving the food and beverages are decided by
the host. This should be strictly followed during the function. Formal functions
always include speeches at a specified time winch 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.
Formal banquet setups
class room style setup

conference style setup

theatre style setup

U-sape setup

fish bone setup

E- shape setup

2. Informal Function
In an informal function, no formalities and procedures are followed on seating,
serving, and the dress codes. The service is indiscriminate of sex and rank. These
functions normally include entertainment. One can witness casual behavior of the
guests in the informal functions. More of normal functions are organized in the
present days. For example, birthday parties, cocktail parties, wedding
anniversaries, club members meets, alumni meets, etc.
Functions can be further grouped into the following types according to their
purpose.

a) Social Function
The purpose of this type of function is to meet people, make new friends, entertain
oneself, and For example, cocktail parties, wedding anniversaries, birthday parties,
wedding dine and dance parties, etc.
b) Public relation
These are organized by the business houses in order to make the consumers aware
of their presence and to establish relationship with them. Exhibitions, contests for
home makers, fashion parades, dealer's meetings etc. are some of the examples.

c) Conferences
The purpose of this type of function is to share the knowledge and expertise and to
discuss on matters of concern. Political conferences, trade union conferences,
international and national conferences on important issues etc. are some of the
examples.
Informal setup

Following are some of the functions normally organized by the banquet department
of a hotel.
Workshops Seminars
Conferences Exhibitions
Fashion parades Beauty contests
TV shows Training sessions
Wedding receptions Wedding anniversaries
Birthday parties Graduation days
Alumni meets Cocktail parties
Club members' meets, etc. Whatever may be the kind of function, it needs two
broad categories of facilities without which the function will be a failure. The
facilities are in the following.
Food and beverages
Other amenities include seating, audio, video, stage, lighting, press meet, etc.
which vary according to the type of function

All the functions need some basic facilities other than food and beverages. These
facilities vary according to the type of function. For example, the facilities required
for a seminar will be different from those required for a beauty contest. The
facilities required should be discussed with the host at the time of booking the
function and provided accordingly. Banquet department is a facilitator. If the
facilities required by the host, say an LCD, or a screen, is not available in the hotel,
they may be outsourced. Other than the provision of food, beverages, and seating
arrangement, following are the facilities required for various kinds of functions,
but not limited to.

Road show/ Exhibition

This is basically a display of a particular product. This may be from the same
company- different types for example range of Akai TVs or may be different
company TVs displaying their range of products. The set up for all road shows or
exhibitions will differ from product to product. In this sort of an event a hall hire is
charged to the concerned as guests keep coming and going. There will be an ad in
the newspaper regarding the timing of the road show & guests will choose a
convenient time to visit. The hotel high organise a coffee tea service for all the
guests who come in.
Examples
An exhibition of sarees will require a platform or a stage in each stall to display the
entire saree with lot of spotlights so that the colour is not hidden. They will also
require tables behind to store the sarees. One man per counter from the company as
a salesman displaying. A computer road show will require stalls as in cubicals with
spotlights highlighting the product & a display table with focus light to display the
catalogues of the product. They would also require lot of extension cords to operate
the computers & printers & a three phase power supply available at all times. In
these sort of road shows no one speaks, but each stall has a salesman who takes
care of getting the addresses of the guests who are interested to buy the stuff. These
guests are approached at a later date by the company for sales.

Product Launch
This type of a function mainly is for company who has just launched a new product
in the market. This will mainly consist of a presentation regarding the product to
the dealers. May it be a medical product, toothpaste or a computer or a new toffee.
The presentation will be done by a single person who knows the product well & is
confident of handling the questions which may come up by the dealers.
The seating will necessarily be a theatre style with a visual aid. After explaining
the product, the product is displayed for the guests to see. Spotlights will highlight
the product. The dealers can go see the product & take samples & ask the company
representatives questions regarding the product. A cocktail & dinner will follow
this. This is a very prestigious function for any company. No compromises are
generally made on the quality of the hotel & the food. Usually the best is chosen,
as this is a time for the company to create an image about itself. Bigger the product
, the bigger the type of function & the greater the product awareness in the market.

Seminar
These are basically lectures given regarding a subject. After the researchers do
research on a particular subject, they present the results & what they have found
during the research to the other people in the same field. For example a seminar on
Cancer will necessarily have doctors, journalist & druggists attending it. Doctors
& druggists for sharing the knowledge & the journalist for bringing it to the rest of
the world.
This also involves a lot of visual aids & the seating will be either theatre style or
classroom style. In this sort of a conference, there will be a panel of guests who
will be pioneers in the subject & will sit on a stage waiting or present their papers
regarding the subject. Each one of them will present what their views are on the
same subject & then answer to the question asked by the audience.

Press Meet
This is done if a company is making its shares public or a new company is being
launched, so that the press can be called & the vital statistics of the company can
be discussed so that the company is projected through newspapers to the public.
This is a very food way of advertising. To call the press & let the press spread the
word around through newspapers to the other residents of the country. This is a
theatre style of seating , but very small gathering. This might involve a visual
presentation to the press & followed by question answer session by the press
directed to the board of directors of the company.
Political Parliamentary Delegation Meet
This happens when a parliamentary delegation meets the tip officials of a
Government concern or of a company. For example- Parliamentary Delegation of
Railways will necessarily have the Railway Minister of state & the other Cabinet
Ministers & the members working for the railway. They usually meet for a tea
meeting or a luncheon meeting.
The seating is usually two I shapes facing each other. One I shape for the ministers
& the other one for the railways. Each member of the ministry will have a mike &
the proceeding will be recorded. It is a very high profile function with name crds
for each members present in the I shape. The hotel coordinates with organizers
regarding the names & the itinerary of the entire function.

HANDLING A CONFERENCE
REQUIREMENTS FOR A CONFERENCE
The following should be kept in mind while handling conferences:
The exact seating arrangement. If possible insist on a seating plan drawing with
the exact head table requirement.
The stationery requirement.
The audio / visual requirement. What is the equipment, which the guests are
bringing, or what do they want us to organize. The type of markers they require.
We must be very clear about the break timings / lunch / dinner etc.....
We must know whether they require extra cords / pointer / laser pointer / podium
etc...
We must be clear regarding the nature of the function, whether it is a road show /
exhibition / display / seminar as the requirement for each is different.
For e.g. For a seminar, a stage & a podium might be required, for an exhibition
spotlights might be required etc.
It should be clear whether flip chart / white board etc. is required, whether
recording is required etc.
All arrangements should be in the F.P & before the conference it should be re
looked.

CONFERENCE KITS
These are also called conference friends. They are very important conference aids
& add on to the quality of conferencing. These are kept on the registration table in
the hall or on the tables depending on the size of the conference & can be passed
onto whoever requires them. These may include: Staplers
Gem clips
Bell pins
A4 paper
Pencil
Marker pen
Cello tape
Pads
Sharpener
Ruler
Eraser
Rubber
O.H.P marker pens
Scissors
Tape dispenser
Punch machine
Gum bottle

The above mentioned conference aids should be neatly kept at the regn table or the
head table in a neat conference kit pack.
In case the conference is for a 2nd day: The tables / chairs are rearranged.
The glasses are cleared, washed & wiped.
The tablecloths are checked, dusted, if dirty changed.
The glasses are relayed.
The champagne saucer is refilled.
The white board is rubbed & cleaned & ready for the next day.
House keeping is called for & the hall is brought back to normal.
Bulbs are checked, fused ones are changed.
Lights are switched off & the hall is locked & ready for the next day.
DAY 2 Winding OFF
Day 2 is very easy. Usually all the problems are sorted out on day 1. But all the
guest demands need to be kept in mind before the day 2 starts.
Nevertheless coordination has to be done with the host as for the break timings
etc.
Guest preferences are to be kept in mind. In case a guest has lemon tea, serve it
before he asks for it. Warm water instead of cold water etc.
The same procedure is followed in the first day.
The supervisor should be there when the guest / host walks in so as to form an
impression that WE ARE READY.

Function StaffWorking in the banquet is very interesting and challenging as the

staff gets experience of serving large gathering of people of different
temperaments, likes and dislikes. It is also an opportunity extend services to
celebrities. Most hotels operate the banquet business with very limited staff, avails
the assistance of service staff from other food service departments of the hotel,
such as room service, coffee shop, restaurant, etc. or hires people on casual basis
from outside as and when required. This system of staffing was traditional during
the period when the banquet business was mostly seasonal but today the banquet
business trend is totally different. Now, the banquet department is busy all 365
days, most of the times managing three to four functions in one day, demands
continuous supply of staff. The quality of casual labour outsourced may not be
good or may not have the same level of commitment of the regular employees.
Students of catering and hotel management course are not available all the time
particularly during the examination time. Therefore, it is advisable to man the
banquet department permanently with adequate staff considering the volume of
sales so as to ensure better customer relations, and staff satisfaction.
The Requirement Calculation
The number of staff required for a function is determined by many factors, such as
Number of people to attend
Type of function
Type of food service
Number of dishes offered
Provision of alcoholic beveragesif provided, cash or inclusive
In a formal banquet, one food waiter is for every 10 covers.
One wine waiter for every 15 covers, if beverages are served on cash basis; for
every 25 covers, if drinks are inclusive and limited.
One waiter for every 30 covers for buffet service, in general, however, it cannot be
calculated by applying this norm as it depends on the number of food stations and
other counters to be manned, number of dishes to be served by the waiters, etc.
One supervisor for every 30 covers for a formal function and 75 covers for a
buffet. One head wine waiter for every four to five wine waiters.
The banqueting in-charge must ensure that the duty allocation is done properly in
such a way that everyone is distributed with adequate tasks and no waiter remains
ideal. The wine waiter engaged for the service may assist in the mise en place and
in food service. Briefing the staff on the service procedure is the most essential part
for the successful service which should be done just before the function