BANQUETING
The Westbury’s elegant banquet suites - New York
Banqueting is a form of function catering which implies the service of food and beverages at a specific time, for a given
number of people and to an agreed menu and price. A banquet may be held for social functions (wedding receptions, birthday
parties, dinner dances, conventions of professional bodies), business functions (conference meetings and working lunches) or
for such occasions as fashion shows, trade exhibitions.
The diversity of function events ranges from catering for small family groups to large banquets for wedding parties of over
1,000 people and involves a great variety of function facilities which include function rooms and suites varying in size and
seating from as little as 20 people up to very large numbers of 1,000 or 1,200 people.
The type of banqueting facilities (a large restaurant, a suite of banqueting rooms) depends also on the size of the hotel and on
the market it is catering for. In addition to the banqueting facilities needed for the above events, a hotel should provide meeting
rooms, ballrooms, exhibition areas, a special kitchen and staff skilled to handle special events. The organization of a banquet is
the responsibility of the banqueting manager who in advance of the event time has got enough information regarding the
number of guests to be catered for, the layout of the banquet room or rooms to be used, the provision of tables, table linen,
silverware and glassware, details of audio-visual equipment, the type of meal (lunch or dinner) to provide, the menu to be
served, the standard of service accompaniments, the price to be paid for per guest, the guests’ time of arrival and departure.
The cost of the meal may also include beverages and such additional services as printed menus, place names, flowers, etc. A
banquet may help to market the other services offered by a hotel such as rooms (generelly offered at special rates for guests
attending a meeting) as well as sports and entertainment facilities, bars and shops. Consistent with the standard of the hotel and
the type of image it is trying to convey, the meal being served may consist of six to eight courses with a selection of wines
accompanying the different foods. It is common practice not to consider in the price to be paid both pre-dinner and after-dinner
drinks which can be purchased apart at the bar.
LANGUAGE NOTES
Banquet
Dinner dance
Working lunch
Convention
Suite
A large formal meal given for a special event and often followed by speeches.
A private social gathering at which guests have dinner and evening
entertainment where they dance to music.
A meeting where people have lunch together to discuss business matters.
A conference of members of a profession, political party, business group
usually held yearly.
A series of rooms in a hotel suitable for accommodation, exhibition, or
banqueting purposes.
Banqueting
PROCEDURES FOR ORGANIZING A BANQUET
The organization of a banquet progresses through a number of steps which in large hotels may be as follows:
 The banqueting manager receives a letter or a fax inquiring about a function to be held at a later date. If he is asked by
phone, then he fills in an enquiry form.
 He checks the Daily Function Diary to see if he can accept the booking for the date suggested.
 If the date submitted is available he pencils the booking date into the daily function diary. If it isn’t, he offers an alternative
date.
 On receiving a fax or letter confirmation he inks the booking into the diary, compiles a Function Instruction Sheet
and includes the party in the forward banqueting list. He updates the function sheet as he gets more details from the
customer.
 A couple of weeks before the function takes place, he hands out the function sheet to the departments concerned. The head
chef needs to know the menu dishes and for how many people he will have to cook so that he may plan ahead of time a list
of his requirements (raw food, temporary kitchen staff, etc.). The housekeeper may arrange for the preparation of the suite
or suites where the function takes place. The maître d’ must device a table plan relevant for a large party, verify if the
number of waiting staff is sufficient to carry out the service, inform the banqueting manager if additional staff are required
and makes the necessary arrangements for the service to be efficiently carried out.
 On the day after the banquet, the banqueting manager collects checks and charges for the provision of the meal, beverages,
printed menus, flowers, place names. security, band, etc. and compiles the function account. Pre- and after-dinner drinks
are generally paid cash by the customers who purchase them at the bar direct. An invoice will be issued and sent to the
customer with a covering letter.
Here is an example of a Daily Function Diary:
DAILY FUNCTION DIARY
DAY: Thursday
CLIENT
DATE: December 5th, 1996
TYPE OF
FUNCTION
Dinner
Dance
Banqueting
Manu 6
ROOM
TIME
Crystal
Palace Room
Susan Parker
25 Enys Rd.
Eastbourne
0323-68421
Birthday
Party - Finger
Buffet
Menu B5
Samuel
Clinton
Clinton
House
Doncaster
0302-146325
John Hartley
22 Bridge
Street
Cambridge
0223-993251
Barbara
Logan
16 Florence
Road
Bournemouth
0202-554411
PRICE
19pm
EXPECTED
NUMBER
130
Curzon
Room
18pm
45
£35pp
10 bottles Moet et
Chandon
Champagne
Press Party
Fork Buffet
B4
Harvest
Room
18.30pm
160
£40pp
2 microphones on
top table
Wedding
Reception
Banqueting
Menu 7
Grand
Ballroom
Section 2
17.30pm
350
£45pp
Flower decorations
Band
Cotillons and
streamers
£45pp
SPECIAL
REQUIREMENTS
Sherry and Martini
Banqueting
The Function Instruction Sheet
The Function Instruction Sheet is a form where function details are entered. Details are agreed between
caterer and organizer and concern:
the type of function;
the organizer’s name, address and telephone number;
the number of guests to be catered for;
their time of arrival and departure;
the room needed for the function;
the types of menus being offered and food service styles (fork or finger buffet arrangements where guests
serve themselves or more formal waiter serviced banqueting set menus);
the beverages to accompany the guest’s meal (the function wine list, bar pre- and after-dinner drinks);
the price being paid per guest;
the hire of a changing room;
the provision of flowers, printed menus, place cards, candelabra, etc.;
arrangements for entertainment (band, cabaret, piano);
the presence of a toastmaster, a photographer;
This bulk of information enables to banqueting manager to plan the function in detail and allows all
relevant departments of the hotel to make decisions on their specific services ahead of time.
The Function Instruction Sheet is generally issued into two originals, one of which is returned duly signed
by the client and represents the contract regulating the function aspects.
The Function Folder
The function folder is a cover provided with the hotel logo and containing a set of loose sheets produced
by the Banqueting Department to be distributed to prospective clients. Sheets include:
 A personal letter from the banqueting manager to the client;
 A description of meeting and banqueting rooms with details of the number of persons that can be
accommodated for different types of functions;
 Banqueting menus featuring a diversity of set-price table d’hôte menus;
 Buffet menus distinguished into fork and finger menus;
 A checklist for the organizers’ use;
 A function wine list including good quality white wines, sparkling wines, house wines, red wines and
details regarding vintage and taste;
 Hotel information and services;
 Conference and banqueting prices.
Banqueting
This is an example of function instruction sheet:
FUNCTION INSTRUCTION SHEET
Type of Function: Wedding Reception
Day & Date: Thursday, 5th December, 1996
Organizer: John Hartley
Room: Grand Ballroom Section 2
Phone 0223-993251
From: 17.30pm to: 21.00
Address: 22 Bridge Street Cambridge
No. of Persons: 350
Account to: John Hartley
Address: as above
ALCOHOLIC BEVERAGES
Coffee
Tea
Deposit Received: £5,000
FOOD
Banqueting Menu 7
£35 per person
Saumon Fumé ave Papaye et Rayfort Frais
Wine: 50 bottles Moet et Chandon
£1000
***
Aperitif: Sherry at £2
£700
Tournedos Rossini
Dessert Wine: Marsala at £2.50
£875
Carrottes Glacées
Liqueur:
Brocolis Natures
Pommes Lyonnaises
Changing Room:1 triple from 17.30-21.00 £150
***
Flowers: yes
Menus: yes
Bavarois au Chocolat et Armagnac
Band: yes
Place Cards: yes
***
Meal for Band:
Table Plan: yes
Café
Cloakroom: yes
Photographer:
Special Requirements:
Entertainment:
Toastmaster:
Ballroom Hire £1,500
Notify instructions to:
Guest (2 copies)
F & B Manager
Purchasing Manager
Executive Housekeeper
Head Chef
Maître d’hôtel
Control Office
YOUR CONFIRMATION SIGNATURE TURNS THIS INSTRUCTION SHEET
INTO THE CONTRACT FOR YOUR FORTHCOMING FUNCTION.
FINAL NUMBER OF GUESTS SHOULD BE NOTIFIED NOT LATER THAN
48 HOURS PRIOR TO THE FUNCTION.
PAYMENT IS DUE WITHIN 14 DAYS AFTER THE FUNCTION
Please sign and return one copy
The Banqueting Manager
__________________________
Fiona Miller
Banqueting
An example of a Function Folder
Banqueting
Practice
1. Here is a list of functions. Cross the appropriate box according to whether they are social or
business functions:
Social














1. executive dinner
2. working lunch
3. fashion show party
4. retirement party
5. cocktail party
6. birthday party
7. conference meeting
8. press party
9. exhibition party
10. wedding reception
11. anniversary party
12. dinner dance
13. convention of a professional body
14. breakfast meeting
Business














2. Answer these questions:
1.
2.
3.
4.
5.
6.
7.
8.
What are the principal function events?
What is the main function of the banqueting department?
Why are function facilities different in size?
What types of facilities does a hotel provide to match different function events?
What is the role of the banqueting manager?
What information doe he need to plan a function event?
Apart of the meal cost, which other charges are to be considered?
What types of meals are served?
3. Put the following phrases in order
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
1
For which they pay £11.25 per person
He says it is a birthday party of around 70 persons
His address is 92 Bailgate, Lincoln; telephone number 0522-32147
In addition to food and drink
Is to be paid for cash at the bar
Mr Tyler wants us to arrange for entertainment.
The fax was transmitted by Mr Gordon Tyler of Lincoln
They also require 10 bottles of French champagne
Which is not included in the menu and
Who will have a dinner finger buffet
Yesterday I got a fax inquiring about a function to be held on 10th of November next
2
3
4
5
6
7
8
9
10
11
Banqueting
Banqueting Menus
A Banqueting Menu is a specific type of table d'hôte menu offering normally no choice to the
customers. Any additional items are normally priced and charged separately. This type of menu is
also offered for wedding parties, birthday parties, working lunches, conference meetings and other
social events.
1
Crème de Tomates
***
Escalope de Porc Forestière
Choux Fleur au Gratin
Pommes Duchesses
***
Tarte aux Pommes
Crème Chantilly
***
Café
2
Avocat Marie Rose
***
Suprême de Volaille Suédoise
Mange Tout au Beurre
Pommes Croquettes
***
Salade de Fruits
Créme Fraîche
***
Café
£19.50
£19.75
3
Coupe Florida
***
Magret de Canard au Gingembre
Courgettes Provençales
Brocolis au Beurre
Pommes Flamandes
***
Mille Feuilles
***
Café
4
Paté de Venison en Croute
***
Darn de Saumon Pochée
Salade de Concombres
Pommes Nouvelles
***
Soufflé froid au citron
***
Café
£22.25
£21.50
5
Truite Fumée
***
Carré d'Agneau rôti aux Herbes
Petits Pois à la Française
Pommes au Gratin
***
Cerises Jubilées avec de la Glace au Praliné
***
Café
6
Melon Belle Vue
***
Entrecôte Sautée Tyrolienne
Haricots Verts au Beurre
Pommes Parisiennes
***
Délice au Chocolat
***
Café
£23.50
£24.25
All prices include VAT at the current rate.
Charing Cross Hotel
Strand, London WC2N 5HX Tel: 071 839 7282 Telex:261101 Fax: 071 839 3933
May '93
Banqueting
7
Saumon Fumé avec Papaye
et Raifort Frais
***
Tournedos Rossini
Carrottes Glacées
Brocolis Natures
Pommes Lyonnaises
***
Bavarois au Chocolat et Armagnac
***
Café
£28.00
THE BARRY MENU
THE HUNGERFORD MENU
Cappuccino de Langoustine
***
Sorbet à la Poire
***
Nos Amis les Trois Viandes
Sauce Périgourdine
Choux Raves
Pommes Parisiennes
***
Plateau de Fromage
***
Tarte au Citron
***
Café et les Après Sucrés
Consommé Célestine
***
Truite Florentine
***
Sorbet au Citron
***
Filet de Boeuf au Poivre Vert
Bouquetière de Légumes
***
Fromages de Pays
***
Sabayon au Marsala
***
Petits Fours
***
Café
£37.50
£39.50
E.M. Barry was the Architect of the Charing Cross Hotel and Hungerford was the name of the famous Market site on which the
Charing Cross Hotel now stands.
1. Put a check () in the appropriate column
Food Items
Crème de tomates
Crème Chantilly
Soufflé froid au citron
Pommes croquettes
Tarte aux pommes
Haricots verts au beurre
Coupe Florida
Truite Florentine
Truite fumée
Stuffed eggs
Filet de boeuf
Courgettes Provençales
Crêpe au citron
Melon belle vue
Starter
Main Course
Vegetables
2. Match the items on the left with the corresponding English names
1. Saumon fumée
2. Oeufs farcis
3. Jus de tomate
4. Huîtres
5. Salade de volaille
6. Coq au vin
7. Carré d’agneau
8. Salade de poisson
9. Sauce aux crevettes
10. Salade verte
1
2
3
4
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
5
Chicken in red wine
Green salad
Fish salad
Stuffed eggs
Shrimp sauce
Oysters
Smoked salmon
Tomato juice
Chicken salad
Best-end of lamb
6
7
8
9
10
Dessert
Banqueting
3. Underline the inappropriate item in each group
a)
b)
c)
d)
e)
f)
g)
h)
Crème Fraiche- Crème Chantilly- Délice au Chocolat- Crème de Tomates
Roast and New Potatoes- Garden Peas- Cheese and Bisquits- Spring Cabbage
Salade de Fruits- Salade de Concombres- Pommes Croquets- Brocolis au Beurre
Prawn Cocktail- Egg Mayonnaise- Grapefruit Cocktail- Mixed Salad
Cherry Tart- Cherry Pie- Ice Cream- Prawn Cocktail
Braised Leeks- Croquette and Parsley- Apple Juice- Brussel Sprouts
Roast Lamb- Egg Custard- Grilled Salmon- Breast of Chicken
Cream of Potatoes- Chicken Consommé- Gratinated Leek Soup- Pommes Noisettes