ORGANIZE
FUNCTIONS
CHAPTER 7
FUNCTIONS
Functions are a unique style of service provided by hospitality organizations.
Designed around the simple concept of providing accommodation, through the
use of guest rooms, and food and beverage through a restaurant or bar.
The role of functions has played an ever increasing role in hospitality
organization and is a major revenue source. Whilst some aspects of function
service re 昀 氀 ect those provided in restaurants and bars, the range of products
and services provided in functions makes it very different indeed.
As most functions are unique and present many challenges, it is an exciting
Operation that requires creative, flexible and hardworking individuals.
BENEFITS OF
FUNCTION
For The Customer:
• It saves time and stress.
• It allows professional staff to have the responsibility for running a
function
• It provides access to a venue, room size and equipment that is not
found in a normal office or home environment.
For A Hospitality Organization:
• It is a major revenue source
• It can appeal to a variety of market segments
• It allows the organization to promote itself by showcasing unique functions and
events • It promotes creativity, skills and knowledge in staff.
ROLE OF THE FUNCTION BOOKING
BOOK
A function booking book is the primary document that is used to record any
tentative or confirmed functions that may be taking place in a hospitality
establishment. This book is the first place a functions manager will look when a
potential customer inquiries about a function
It provides a summary of what functions are being held and snapshot as to the
type of function. This is the following:
• Customer name and contact details
• Day, date and time
• Description of function
• Room/location to be used
• Approximate number of guests attending.
FACILITIES AVAILABLE FOR FUNCTION
Facilities normally comprise a number of empty rooms that can be used for a
variety of purposes.
Range of Facilities
The various hotel facilities that may be used to directly or indirectly support
functions include:
• Meeting/Conference room- This is the main facility that is used for a
function. Many function during the day hold business related meetings. The
focus of these rooms is to ensure small to large meetings can be conducted
with the appropriate technological capacity.
FACILITIES AVAILABLE FOR FUNCTION
• Stand Up Conference Areas- This can include areas outside the main
conference room that re used for welcoming customers, break out areas,
cocktail receptions etc.
• Banquet Room- These rooms often similar to meeting or conference
rooms, are used for banquets. As will be discussed in the next section, a
banquet is a function bases around the provision of food and beverage.
Therefore, not only does the room need to be large to accommodate
weddings, but it needs direct access to a kitchen or bar dispensing facility.
• Exhibition Bays and Space- Many hotels cater to the exhibition market
where customers can showcase their offerings. These rooms need to be big
and are able to accommodate separate bays and high displays.
FACILITIES AVAILABLE FOR FUNCTION
• Business Canters- Are used to aid organizers and participants of events
with all their business needs through a host of services including;
• High-speed Internet access
• Word processing
• Photocopying
• Computer Access and rental
• Faxing services
• Office Supplies
• Packaging and shipping
• Secretarial services
• Courier service
• Translations
• Arrangement of transport
FACILITIES AVAILABLE FOR FUNCTION
• Auditoriums- are used for large audience presentation and events. These
areas must be able to accommodate large seating capacities and have
adequate height and depth for main stages
• Press Rooms- These are used by the press in order to prepare and submit
information relating to a function taking place in the hotel.
• Storage Bays- These are used to store a wide range of items used for a
function, whether for a function, whether for the use of sta 昀昀 or customers,
and included:
° Storage cupboards
• Cloak rooms for jackets and coats of participants
Baggage areas for luggage of participants
• Parking Facilities- Naturally, depending on the size of the function,
suitable parking needs to be arranged. Spaces may need to be reserved
for all participants or for a selected few VIP's
• Change Rooms- May need to be provided for sporting events or where
participants may need to refresh after a conference before departing the
hotel.
• Display Areas- This may be outside the main function room, enabling a
company to place a banner or a display. Often it is immediately outside
the main function room, the lift or in the lobby of the hotel.
• Designated and Discreet Section of Restaurants and/or Bars- These
are normally used as dedicated lunch or dining areas for functions.
• Food and Beverage Service- Many function have some element of
food and beverage which require preparation kitchens and fridges etc.
• Accommodation Rooms- May be used for a number of reasons
including:
• To accommodate participants overnight
• To be used as breakout rooms to host smaller meetings
• To be used as a rest and change are for wedding parties and for
VIP's at conferences.
• Sounds and Lightings- Not only does sound and equipment take up a
large amount of space, any parts must also be stored in a safe and secure
location
• Communication Technologies and Equipment- In most events or
functions, there is a need for some need for technical equipment or
services including:
• Audio which can include taping, telephone hook-ups, speakers
to external points
• Visual (Video/television/direct conference)
• Data projectors
• Large screens including linkages and compatible hook-up point
• Gardens- These are often used for outdoor events such as cocktail
parties and weddings.
MICE
Many venues focus on the MICE sector of the industry.
MICE stands for Meetings, Inventive, Conferences and Events.
• Meetings include general business meetings
• Incentives refers to functions that businesses organize to reward or
motivate staff
• Conferences are usually business/industry based occasion where
people get together to discuss issues and share knowledge
• Events can include bands, concerts and a variety of entertainment.
STYLES OF
FUNCTIONS
The hospitality industry can deliver a range of different function styles for
customers including:
• Breakfast
• Lunches • Wedding/Receptions
• Dinners • Anniversaries
•Seminars,workshopsand • 21st birthday parties
conferences • Product launches
• Cocktail Parties anddistributor functions
•Generalparties-birthdays, • School formal, annual
celebrations of various sorts dinners and dinner dances
and etc.
THE STYLES OF SERVICE AVAILABLE
FORMALITY OF FUNCTIONS
Functions may range from informal or formal to reflect the nature of the
function.
Informal Functions Formal Functions
are characterized by: • Formal functions are characterized by:
• No set time for guest arrival • Dress Code
• No dress code • Set time for guest to arrive
• Flexible times for food and beverage • Registration and name tag requirements
service • Allocated time for speeches and
• Impromptu speeches presentation
• No service protocol • Specific meal time
• No seating • Specific service protocols • Specific
seating plan
STYLES OF SERVICES
Plated Service-
Plated Service is the most common service style where the kitchen plates all
the food and the waiting staff carry the plated food to the table.
Silver Service-
Silver Service is where food items are prepared and carved or separated into
individual portions and placed on platters by kitchen staff. Then waiting staff use
spoons and forks to serve food from service platter, and serve sauce to guests on
an individual basis from a sauce boat.
Semi-silver Service
Semi-silver Service is where the meals are plated and the sauces are "silver
served" or where the meat component of the dish is plated and served, and the
vegetables are silver served
STYLES OF SERVICES
Gueridon service
This where food is prepared or cooked at the table and serve using full silver
service techniques.
Buffet Service
This where food is prepared in kitchen in large quantities and the placed on a buffet
or display table. In most buffet situations guests serve themselves and select the
items and quantities they desire.
Cocktail Service
This style of service is very popular, either as a prelude to a dinner or as a
standalone function in its own right. In essence this style f service involves waiters
providing a range of 昀椀 nger foods and beverages to customers in a stand up
function.
Function Set Up Options
A function set up will vary depending on the purpose, style of function and style
of service. Room layout will depend on customer needs and the style best
suited to meet those needs.
Stand-up Function-
This style of function is generally used to cocktail parties, general parties’
lunches that are part of a conference. When deciding if a stand-up function is
suitable. It is worth bearing in mind the proposed duration of the function.
Sit Down Function
This style of function is generally used for weddings or formal dinners, banquets
and presentations. Most dinner for conferences are also sit-down. The tables
and seating used for such a function are placed in accordance with specific table
number and stated seating requirements.
Boardroom Meeting-
Smaller function or meeting can be catered for in small rooms or board room.
There are a number of styles to use when setting up a boardroom meeting;
THEATRE STYLE-
This is where chairs are placed in rows facing a stage or head table. This
layout is used to address large audiences who do not need tables in which to
record information.
BOARDROOM STYLE-
This is the use of a small to large table where all participants are able to see
and converse with each other and have their own place in which to spread out
documents and record information. This layout is popular for many meetings as
it allows for interaction.
HOLLOW SQUARE- Depending on the size of the audience, a boardroom format may
be required, to allow for interaction and discussion but there are simply too many people.
In essence this is where tables are set up in a square, hexagon or round format with
room for microphones, photographers or plant displays in the middle.
CLASSROOM STYLE- This is where tables and chairs are set up in straight lines or
in a v-shape formation, similar to a classroom setting at school.
BANQUET STYLE- This is where smaller round, square or rectangular tables are
used for smaller discussions and group work.
U SHAPE- also known as a Horseshoe this format allows audience members to see
each other and interact whilst accommodating larger numbers.
E-SHAPE- This is a variation to a U SHAPE as it allows for greater numbers of
audience members, as table is placed in the middle of the U Shape.
THE FUNCTION MENUS AVAILABLE
Menu Consideration
Most organization will have a varied selection of different menu options taking into
consideration:
• Styles of function- whether food and a beverage is a main aspects of the
function (such as a banquet) or to supplement a function (such as a coffee break
during a meeting).
• Styles of Service Required- as identified in section 1.4 including plated
Service, stand-up finger food, bu 昀 ffet, a la carte, table d’ hote or set menu
options
• Timing Function- Depending on the time available for the consumption of food
and beverages, some options may be more appropriate than others.
• Providing A Variety of price Points- This is important so that the client
can choose a specific price points and quality of food and beverage offering
to meet their needs and budgets.
• Having Inclusive and Non-Inclusive Menus- Depending on the
participants some clients may wish to have a one price option which covers
everything or is happy to pay for each item consumed.
TYPES OF FOOD AND BEVERAGE MENUS
The types and style of food and beverage menus will vary greatly depending on the size and
style of the venue, available budget, client preferences, nature of the function and various
timing factors such as time of day, day of the week, time of the year, pre and post function
activities.
Dinner
Dinners are traditionally heavier meals than lunches. This is because guests are
not going to be doing anything after dinner, whereas with lunch there may be a
need for guests to pay attention and not nod off to sleep!
Seminar/Conferences
This usually involves a selection of light refreshments-small sandwiches and rolls
etc. compared to substantial menu items. This is a definite need to include
healthy options such as fruits
Wedding
• Commonly a set menu specifying the number of courses to be served and the
style to be used.
• Can also feature a buffet of hot and cold food items
Cocktail Parties
• Platters of hors d oeuvre and canapé can be presented in a buffet style or
served by waiting staff
Promotion and Product Launches
• Beverages may be dictated by the nature of the promotion or product being
launched, but it is common for a nominated selection of alcoholic and non-
alcoholic beverages to be present for the entire duration of the function.
Client Providing Own Items
It is uncommon for the customer to bring some of their own items to suit the
requirements of the occasion. For birthdays and weddings, it is normal for the
customer to bring their own:
• Cakes
• Specialty wines
• Decorations
TYPES OF PACKAGES
•Inclusive packages - This is where an all-up price is quoted to the host for the
function and the price includes nominated food and beverages. The host pays this
agreed amount regardless of how much of the agreed food and beverages are
consumed.
Open Bar
An open bar is where the guests at the function can order drinks without paying for
them. The client settles the account at the end. Open bars may be Full bar
meaning there is no restrictions at all as to what guests can order.
Tailoring Menus to Client Needs
Regardless of the menu option selected by the client, it is important that a function
operation is flexible i ensuring that what can be provided meets their specifications.
This is important especially in relation to any dietary or cultural requirement which they
may have.
TYPES OF FUNCTION COSTS
Whole there is an endless amount of expense items that can be associated with a function,
there are a number of standard categories in which these expenses will commonly fall
under. These include:
- -Room and facility hire. This is normally the standard expenses with any function,
ranging from a set rate for a day or rented on an hourly basis. This expense is
normally included in large package deals such as a meeting package
- -Food and beverage including "on arrival" and during function as well as
refreshments.
- -Decorations-basic items such as candles and flowers through to elaborate themes
DEVELOP A FUNCTION KIT
Many establishments have a 'Function Kit' to assist in providing advice to clients, and
to demonstrate the venues expertise and ability in relation to events and function By
establishing a function kit clients have all the necessary option and information at their
disposal which helps them to decide on the beat option to suit their needs.
CONTENTS OF FUNCTION KIT
In essence the function kit will contain all the necessary information that a client may
need to know.
These kits are given to the client to take away with them so they have printed
information in relation to items such as:
- - Details and information in relation to venue size, capacity of rooms and
room/areas available
- - Details and information in relation to alternative seating/table
arrangements - Venue facilities services and equipment, including a range
of items that can be hired for specific function
- - Sample menus for various dining style, and at a range price points
- - Sample drink lists featuring alcoholic and non-alcoholic drinks by the
bottle and by the glass.
Thank you!
Do you have any questions?
