Chapter 14

Food and
Beverage Service
Convention Management and Service
Eighth Edition
(478TXT or 478CIN)

2011, Educational Institute

Courtesy of Hyatt Regency Dallas

Competencies for
Food and Beverage Service
1. Identify different types of food service and servicerelated issues related to food functions.
2. Identify control issues related to food functions.
3. Describe service and control issues related to
beverage functions.
4. Describe post-function activities for both food and
beverage functions, and compare large properties
with small ones in terms of in-house coordination.
2011, Educational Institute

A Vital Function
Food functions are an integral part of most meetings
Association and corporate meeting planners rate the
quality of food service as very important in their
selection of meeting facilities
Food and beverage functions
are second only to guestrooms
in generating revenue at most
convention hotels
Courtesy of Orient-Express Hotels

2011, Educational Institute

Hyatts Personal Preference Menus

Meeting planner selects one appetizer and one salad in
advance to be served to each attendee
Meeting planner also chooses three entres from a
selection of six
At the tables, attendees may pick from these three
entres or a vegetarian option
A dessert sampler is also included

2011, Educational Institute

Trends in Banquet Food and Beverage

Meeting planners are more food savvy
Hotels seek to create a restaurant-quality
dining experience at banquets
Customized menus, choice of
entre, action and testing stations,
and upscale presentation are
popular
Meeting facilities are offering
fresh, healthy, locally grown,
organic, and nutritional foods to
connect with the trend toward
green menus
Courtesy of Fairmont Hotels
2011, Educational Institute

Profitability of Banquets
Food and beverage is second only to guestrooms in the amount of
revenue it generates
The profit margin on banquet
sales is 3540 percent
Banquet sales volume often
exceeds restaurant volume
by two to one
Banquets allow for flexible
pricing, while both food and
labor costs may be lower

Courtesy of InterContinental Hotels

2011, Educational Institute

Planning Food Functions

Types of Food Functions
Breakfasts
Luncheons
Dinners
Dinners with entertainment
and/or dancing
Coffee breaks
Receptions
Hospitality setups in
suites, meeting rooms, or
exhibit halls
2011, Educational Institute

(continued)

Courtesy of Raffles Hotel Singapore

7

Planning Food Functions

(continued)

Tips
Use a function sheet for each event
Menu is focal point of theme party
Better to refuse a request than to fail

Courtesy of Gaylord Palms Hotels

2011, Educational Institute

Changing Tastes
Healthier Foods
Low in calories, fat, and cholesterol
High in fiber and nutrition
Breakfast foods lighter/healthier
Green menus
promote organic,
locally grown choices
Refreshment breaks
are becoming
energy breaks

Courtesy of InterContinental Hotels

2011, Educational Institute

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Managing Attendance at
Food Functions
Firm menu prices are not quoted earlier than six
months prior to event
Planner initially will estimate attendance at a food
function
Early estimates of planners should be updated
periodically
Guarantee needed 48 or 72 hours in advance for
ordering purposes
Group generally guarantees to pay for a certain
number regardless of attendance
2011, Educational Institute

(continued)

11

Managing Attendance at
Food Functions
(continued)

Overset safety margin of 5 percent is common. For

example, if guarantee calls for 200 attendees, hotel
agrees to set for 5 percent over and sets tables and
chairs for 210
Require guarantees in writing
Attrition fees may be assessed if group fails to meet its
commitment
Ticket exchange is often used for final banquet

2011, Educational Institute

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Types of Food Service

Plate or American Service
Most common form of
banquet service
Food prepared in kitchen
and presented on guests
plates

Russian Service
Food prepared in kitchen
Served from platters onto
guests plates

Courtesy of Fairmont Hotels and Resorts

2011, Educational Institute

(continued)

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Types of Food Service

(continued)

English/Family-Style Service
Food brought to the table on platters or in bowls
Butler Service
Used at receptions
French Service
Food prepared tableside
on carts or a gueridon
Requires space between
tables for carts

Courtesy of Jumeirah Hotels and Resorts

2011, Educational Institute

(continued)

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Types of Food Service

(continued)

Preset Service
First course on tables when guests arrive
Buffet service
Guests serve themselves from arrayed choices
la Carte Catering
Guests have choice of entres

2011, Educational Institute

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Function Room Issues

Choose location based on
type of function, location of
other functions, traffic, kind
of seating, and lighting
Ensure enough time for
setup, breakdown, and
cleaning
Ensure that noise will not
disrupt functions

2011, Educational Institute

Courtesy of Jumeirah Hotels and Resorts

17

Control Procedures and Staffing

Control Procedures
Meals: usually charge per person
Hotels must establish a head count procedure to determine the
actual number of meals served
Count coupons or tickets at door or table, or count dishes
Coffee breaks or hospitality suites: charge per cup or gallon of
coffee, per piece or tray of Danish
Complimentary hors doeuvres allow higher meal and drink charges
Labor charges and setup costs added to small-function bills

2011, Educational Institute

(continued)

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Control Procedures and Staffing

(continued)

Staffing
One server per 20 guests
As little as one server per 10 if price and service
warrant it
One captain for every 10 to 12 servers
One server per 16 guests with wine service
One server per 30 to 40 guests for buffets
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Two Ways of Handling

Food and Beverage Service
Uniserve
All arrangements for function space and F&B made
through one service contactthe convention service
manager.
Duoserve
F&B responsibilities separated from scheduling of
function space. Meeting planners must work with a
banquet/catering department for their F&B requests,
and with the convention services department for
their function room needs.

2011, Educational Institute

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Beverage Service Setups and

Pricing Methods
Types of Beverage Service
Host bar/open bar
Cash bar/no-host bar
Coupons or tickets at no-host bar
Captain's bar
Pricing Methods
By the person: flat rate for a specified time
By the bottle: includes opened bottles
By the drink: include labor charge and use
standard drink sizes
2011, Educational Institute

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Hospitality Suites and Brands

of Liquor
Hospitality Suites
Used by exhibitors and for good will
Policy on liquor from outside (corkage)
Inform group of union regulations
Brands of Liquor
House brandsstandard
Call brandsby request only
Premium brandsmost expensive liquors
Prices for house and call brands may be the
same or different
2011, Educational Institute

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Beverage Control Systems

Procedures
Maintain formal procedures
Stock 25 percent more than groups estimated
consumption and return excess to stockroom
Marrying beverage service stationsclosing
bars in staggered order, moving partials from one
bar to another
Host Bar Control
Easiestno cash exchange
Opened bottles returned to stock or sold to group
2011, Educational Institute

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Beverage Control Systems

(continued)

Cash Bar Control

Requires rigid controls
Use cashier, not bartender, for cash handling
Coupon or Ticket Bar Control
Need for cashier depends on when tickets are sold
Automated Bars
Prevent overpouring
Bartender still required for blended drinks
Most units take only 8 bottles
Lends a mechanical atmosphere to cocktail receptions

2011, Educational Institute

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Liquor Liability and Staffing

Liquor Liability
Many states have dram shop laws
Must take responsible care in serving alcohol
Staffing
One bartender for every
75 to 100 people
One bar back for every
three bartenders
Open bar stations farthest
from entrance first
Courtesy of Mandarin Oriental Hotel
Geneva, Switzerland
Staff one waiter for every
50 people for food receptions
2011, Educational Institute

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Post-Function Actions
If billing is per person, tally guests served and
have planner acknowledge total
Tally unopened bottles and bottles to be returned
for credit; have planner acknowledge totals
If billing is not through master account, bills
should be paid when totals are certified

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Food and Beverage Service at

Smaller Properties
Role of Catering Manager
Can be responsible for sales as well as
coordinating F&B in smaller properties
Small propertys catering manager usually
does not have authority over rooms
Large propertys catering manager usually
handles only F&B

2011, Educational Institute

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Food and Beverage Service at

Smaller Properties
(continued)

Servicing and Selling

Smaller properties use uniserve
Catering manager may be in charge of
function book at small property
The danger of double-booking
Communication and Cooperation Needed
More so in small properties because
departments are more autonomous
Small properties should still use
specification sheets
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