SOP - Banquets - Back-Of-House Setup &

Equipment Storage
SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: Estimated time for training
BACK-OF-HOUSE ORGANISATION:
The front-of house is a reflection of what happens in the back-of-house. It reflects the teams
ability to work in a clean and organized way, and with discipline. Where the back of the house
(BOH) is neglected, operations personnel will find it more difficult to provide an efficient service
for guests.

The back-of-house shall be impeccable at all times.

Equipment must be stored in the appropriate area and the furniture taken care of properly.

The cleanliness of this area is of vital importance to maintain hygiene standards.

For each large function, one person will be in charge of organising the b-o-h. Her/his
responsibilities include the following :

She/he will make sure that all waiters, bartenders, stewards and cooks respect the backof-house rules ensuring that it remains an efficient working area.

She/he will ensure that all the required equipment for serving the next course or drink is
ready and, wherever needed, she/he will assist in setting up.

She/he will prepare the whole set-up for the coffee service.

She/he will assist the Chief Steward in organising the cleaning station in an efficient way.

EQUIPMENT STORAGE:

All equipment must be returned to its storage place as soon as the function is finished.

Every piece of equipment has its storage place which must be organised in an efficient
way. This will ease access to this equipment.

Proper storage of equipment will result in less breakage and damage.

In every storage room, signs must clearly indicate where each piece of equipment is to be
stored.

Training Summary questions:

Q1. What is a back of the house in Banquet?
Q2. Why it is important to keep the back of the house clean and clutter free?
Q3. What are the tasks to perform for persons responsible for ( b-o-h)back of the house during
banquet functions?
Q4. What are the importance of proper equipment storage?
Q5. Why proper signs must to indicate where each piece of equipment in kept?

SOP Banquet Beverage service and Order

taking
SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: 45 Minutes
The same basic rules for serving beverages apply as for other F&B outlets, but because of the
larger numbers of guests, service needs to be quick and efficient.
Soft drinks will not be pre-poured in glasses more than 5 minutes before being served. Draught
beers will only be poured as required (no carafe).
Take Beverage Orders:

The function host will have selected the beverages when booking the function. The
banquet event order (BEO) will list these details.

If a guest asks for a beverage which is not listed on the BEO then know whether there is a
extra charge and tell the guest what the charge is.

Tell Guests which beverages are available.

Ask if guests would like to order beverages.

Write down the orders on the guest check according to how guests are seated.

It is a good practice to assign a number to each chair at a table.( E.g.: Chair No1 is the
one closest to the door or other landmark in the room)

Take orders from women first, then men.

Continue to take orders clockwise around the table.

Use standard drink abbreviations.

Listen Carefully to each order.

Repeat the order and any special requests.

Find out guest preferences for service, such as on the rocks or straight up etc.

Verify the IDs of the guest who order alcohol and they look under age. ( If required by
your local authority).

Place Beverage on the cord-lined tray:

Line the tray with a clean linen napkin to improve the look of the tray and to absorb spills
and moisture.

Center glasses so the tray is well-balanced. Put heavy or tall glasses in the center of the
tray.

Place a stack of beverage napkins on the tray.

Server Beverages:

Server each beverage from the guests right with your right hand.

Place a beverage napkin on the table in front of each guest.

If the beverage napkins at the hotel are having a logo, then place the napkins so that the
logo faces the guest.

Follow the guest check to serve the correct beverage to each guest. Do Not ask who
orders which drink.

If pouring a beverage from a pitcher or bottle, pour into the glass or cup without picking
it up.

When Pouring, use a folded linen napkin as a splash guard to protect guest.

Tips for cocktails / receptions, the following guidelines must be followed :

From the moment guests start arriving, a minimum of 2 waiters will be stationed at the
entrance to the room with a selection of drinks on a tray

No drinks will be placed on any service station in the function room (i.e., no self service)

Each waitress/waiter will have on her/his tray a set of cocktail napkins which are nicely
presented

Elegant, simple tray decoration is recommended to enhance the attractiveness.

For dinner, the following guidelines must be followed :

No pre-poured drinks will be placed on the service stations. Guest will be served directly
by the bar

Carafes of ice water are allowed on the service station.

If wine is served, white wine must be kept in a wine cooler. Only one bottle per service
station is allowed.

Training Summary questions:

Q1. Where will be the Beverage list selected by Host mentioned?
Q2. What is the process if a guest asks for a beverage which is not listed on the BEO?
Q3. How to assign seat numbers to chairs?
Q4. How should you palace a napkin which his having a logo?
Q5. Why the alcoholic drinks are not placed on service stations for self service?

SOP Bill preparation and settlement in

banquets
SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: 40 Min

After the function, the bill is made up according to the information on the Banquet Event
Order.

If any changes or extra orders were requested by the guest, they will be added to the total
amount (as extra charges).

The banquet bill will be prepared on the F & B POS (point of sale) terminal system and
closed.

In case the Point of sale machine is not allocated for the banquet department then this
activity has to be done from other outlets.

If the Banquet Event Order states that the guest will pay after the function, Then the
Banquet Manager shall accompany the guest to settle the bill.

Guest might settle the banquet bill by any of the below accepted method of payment as per the
hotels policy:

Cash.

Credit Card.

Personal / Company cheque.

Coupons / Vouchers.

In- House Settlements.

Note: View all types of Guest Billing and checks settlement .

A copy of the F&B POS terminal system bill will be attached for the guests reference.

If the Banquet Event order states that the bill will be sent to the guest, it shall transfer the
banquet bill to the city ledger account or the appropriate PM (Payment Master) folio on
the Front office software.

If the bill is suppose to be send to the company or paid by the guest later ( biil or hold)
then the banquet manager should get the signature of the guest on copies of the bill.

At the end of the day, the Assistant Banquet Manager / Banquet Manager will make a
report of all closed checks and will attach the relevant bills (2 copies if paid, 3 copies if
transferred to the city ledger account).

Drop the banquet bills folder at the front desk cashier / Night auditor. Because all hard
copy should be submitted to the accounts department.

Training Summary questions:

Q1. On basis of what the Banquet bill is prepared?
Q2. What to be process if the Banquet event order says that the bill will be paid by the guest after
the function?
Q3. What is a City ledger or Bill to company settlement?
Q4. Why it is required to get the guest signature on all bill copies if the settlement mode is Bill to
company / City Ledger?
Q5. Why all the banquet bills are dropped at front desk cashier after closing the days shift?

SOP Buffet setup and Maintaining in

Banquets
SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: 30 Minutes
Banquet Buffet setup:
The hotel offers different kinds of buffets. Each hotel/outlet category has a number of buffet setups to choose from according to the budget and selection of dishes.

Buffets must be rigorously set up according to the pre-established layouts. Any buffet set-up
must fulfill the following requirements :

Efficient for both guest service and replenishment.

Layout and decoration attractive for the customer.

Adequate lighting, with colors if required.

Sufficient power points for connecting all the required electrical appliances.

Sufficient quantity of alternative heating fuel, e.g., gas, and adequate corresponding
safety features.

The buffet service shall be similar to that applied in the restaurant procedure.

The buffet shall be ready 15 minutes before the starting time indicated on the BEO.

Maintain Buffets:Keep hot items hot:

If there is less than one quarter of an inch of water in the liners of hot chafing dishes, user
a pitcher of water to refill the liners.

If the chafing dishes are heated by canned, gel type fuel then make sure the cans stay lit,
and replace them when they become empty.

Replace lid on serving dishes when guests are not in the buffet line.

Keep cold items cold:

Use pitchers to add ice to the buffet as needed to keep the containers holding cold items
surrounded by ice.

Remove ice that gets into the food containers and replace any items that become
waterlogged.

Refill Food and water:

When a container is less than one-quarter full get a full container from the kitchen.

Remove the old container and replace it with the full one. Do not combine food from the
old and new containers.

Bring the old container the kitchen and give it to the appropriate person.

Place enough drinking water glasses filled at all time.

Maintain service ware:

Restock dishes when there are fewer than ten dishes in a stack. Never let a stack get
below five dishes.

Make sure each container has an appropriate serving utensil.

Return serving utensils to the correct containers.

Replace utensils that fall on the floor with clean utensils from the kitchen.

Use a damp, food-safe cleaning cloth to wipe spills on the buffet table.

Training Summary questions:

Q1. Why it is important to have a buffet layout which is efficient for guest service?
Q2. What all items taken care while setting up a buffet?
Q3. How to keep hot items hot in Buffet?
Q4. How to replace / replenish food containers?
Q5. How to maintain service ware during banquet function?

SOP Cocktail service and reception

packages in Banquets
SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet Server
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: 45 Minutes

A selection of cocktail & reception packages shall be permanently available. Each priced
at a different level, they will fit the needs of the different market segments targeted.

The different packages shall vary mainly in terms of the food selection offered.

Tailor-made packages can be offered at any time, after consulting with the Executive
Chef if any special food is requested.

Welcome cocktails, after-meeting cocktails or other special cocktail arrangements are

available on request.

Cocktail Service:
1. Prepare Trays.

Only use trays that are clean.

Polish the trays if required.

Typically a 12 inch beverage service tray is used to serve cocktails and hors d oeuvres at
cocktail receptions. Some hotels use silver or glass trays.

Line tray with linen napkins.

Place a stack of beverage napkins on each tray.

Place food or beverages on the tray but make sure that items are centered so the tray is
balanced.

2. Server Beverages to Guests:

At large cocktail receptions, the banquet event order may specify that servers will pass
trays of food and trays of the most popular beverages to speed service.

Balance a tray of beverages on your fingertips and hold it in front of your chest.

Do not try to hold beverage tray above the shoulder.

Approach guests and offer them a beverage from your tray.

Pick you a beverage napkin and beverage and hand them to the guest with your free hand.

If guests try to remove a beverage from your tray, politely ask them to let you serve them
this will help you to maintain the balance of the tray.

Refill the tray as and when needed.

As you return to the bar to refill your tray, collect empty glasses and place them on your
tray.

Place dirty glasses in the dirty glass racks in the service bar.

Wipe spills from your tray and from tables using a clean, damp cloth.

3. Serving Snacks / Starters to guests:

Carry a tray of food on your fingertips above your shoulder.

Move among the guest and offer the snacks.

Lower the tray and present it at chest level to the guest. Try to avoid interrupting
conversations. Normally if you approach a group then they will pause the conversation
and pick up the snacks.

Refill the try when required.

When you return to the kitchen or other area to refill your tray, remember to place empty
plates on the tray and bring them to the dish room.

Crumb the table when required.

4. Other setup Tips:

The set-up of the different food display tables must be original, efficient and attractive to
the eye and well balanced throughout the room,

A limited number of different set-up shall be used as standard set-up. On the Banquet
Event Order (BEO), the kind of set-up shall be mentioned and discussed during the
weekly banquet meeting if any change is needed.

The bar counters, if inside the room must be set strategically to ensure easy access for
both guests and customers. The bar counter must be set up in an efficient and attractive
way, e.g., do not cover the whole surface with glasses.

Sufficient working space, and space for guests to dispose of their glasses, ist not be
overlooked.

Training Summary questions:

Q1. How to prepare tray for cocktail service?

Q2. How to hold the beverage tray?

Q3. How to carry the food/starter/snacks tray?
Q4. Tips for serving snacks to the guests?
Q5. What should be taken care if the bar counter is setup inside the banquet hall?

SOP Function Sheet / Event order ( BEO )

in Banquets
SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: 45 Min

A function sheet
one day.

All function sheets for the coming week will be distributed with the weekly forecast, i.e.,
and will be discussed during the morning briefings.

will contain complete information on all events within a function for

Revised function sheet:

Where the content of a function sheet has been amended due to changes from the guest,
they will be reprinted and redistributed.

Small changes (<10%) of the number of expected attendants or in timing do not need a
revised function sheet.

The daily event list will provide all the updated information to each department.

Always make sure the BEOs

the front.

are in order, with the first function of your work shift at

Following information to be reviewed again:

The Room where the function will be held.

The Number of guests expected.

Table setup specification ( including the size, types and colors of table cloths and table
skirts )

The menu for the function ( including beverages, number of courses and dessert )

The Time to serve each course.

The type of function.

Any Special requests.

Training Summary questions:

Q1. What is a BEO or Function sheet in Banquet?
Q2. What is the process when there is any changes on the function sheet?
Q3. Is it required to re print the Function sheet when there is small changes ?
Q4. What all details to be reviewed again before function starts?
Q5. Is it required to circulate the BEO to all departments in the hotel ?

SOP Menu Engineering & Cost Control in

Banquets
SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: 60 Min
Menu Engineering & Cost Control:

All menus items have been cost-valued and the price level has been established according
to the objectives set by the Management Team.

Therefore, it is very important to respect the different recipes and instructions given by
the executive Chef or his Assistant.

All set menus have been elaborated by the Executive Chef. They have been carefully
selected and are a balance between the different ingredients, ways of preparing and
presentations.

If requested, the guest can change some of the menu items. In this case, the hotel
computer/data processing system allows the Catering Sales Manager to change a dish
with another one while checking the price level.

However, one shall be careful to ensure the amended menu is still balanced: therefore, it
is recommended to consult the Executive Chef or one of her/his assistants if an
alternative suggestion is made by the guest.

The Cost Control Department will verify and register the use of all food & beverage
ingredients in the different kitchens and outlets.

The cost control report will issue a monthly report informing the Management Team of
any discrepancies within the operational results.

Buffet control:

The size of a recipe must be adapted to the number of people and to the selected menu
choice.

It is preferable to replenish the buffet more frequently to avoid the unnecessary waste of
food.

The food items on the buffet must be replenished whenever necessary. The kitchen staff
will stand by to do so.

After the function is over, all food left on the buffet must be returned to the kitchen.

Training Summary questions:

Q1. Why menu designing plays a crucial part in Banquet operations?
Q2. Who all should be involved while designing a banquet menu?
Q3. What process should be followed if the guest request small changes to the defined banquet
menu?
Q4. Which department is responsible to monitor and reporting operational discrepancy?
Q5. What are the tips for effective buffet control?

SOP Post Event Manager & Supervisor

Duties in Banquets
SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: 45 Min
Banquet Manager / Supervisor checklist for breakaway tasks :

Clearing of all tables of china, glasses, flatware and ashtrays.

Straighten legs on all tables.

Remove all linens.

Rearrange all chairs around tables neatly.

Store salt and pepper shakers, sugar bowls, ashtrays, water pitchers and other tabletop
items.

Clear all remaining carts and lock them.

Remove candles and any melted wax from candelabras and return to storage.

Pour several pitchers of water into garbage cans to prevent possible fire hazards.

Take update from the supervisor regarding the status of breakaway activities.

Banquet / Event Supervisor:

Supervise the banquet / event service staff.

Turn off the public address system.

Request Media / Engineering department to collect microphones, cords projectors and

other audiovisual equipment and return to storage.

Search area for valuable items left behind by guest.

Check cloakroom and restrooms areas and secure any items found and turn them in to the
lost and found the following day.

Turn off lights and Also request the Engineering department to turn off the HVAC
system.

Lock all the doors and return the keys to the security department.

Inform maintenance department regarding any maintenance problems which need

attention.

Prepare report to the Banquet manager regarding any guest complaints or serious staffmember relations problem.

Lock, secure and turn off lights and air conditioning units in all other function rooms.

Training Summary questions:

Q1. Why it is important to pour water into garbage bin?
Q2. What all items to be stored after the function?
Q3. Which action to be taken if you find any issue with the equipment in banquet hall?
Q4. Why it is important to turn off lights and HVAC systems?
Q5. After locking all doors the keys to be returned to which department?

SOP Banquet Service Sequence and

Briefing before event
SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: 45 Minutes
SERVICE SEQUENCE BRIEFING:
Before each function, the staff member in charge of the function shall brief all her/his staff on the
way the function will take place, allocate tasks accordingly and fix time schedules.

For larger functions, especially when casual staff are involved, a table plan and a job allocation
plan must be issued in order to make sure that each staff member knows her/his duties and where
to perform them. If needed, a rehearsal shall be organized.
Review Banquet event orders for functions that will happen on the day:

The room the function will be held in.

The number of guests expected.

Table setup specifications (including the sizes, types and colors of table cloths and table
skirts.)

The menu for the function (including beverages, number of courses and desserts.)

Review time for guest will arrive, food should be plated, serve each course etc.

The type of event / function.

Any Special request made by guest.

The other subjects covered during the briefings include :

Employee personal hygiene : no body or smoking odour, clean hair and fingernails

Uniforms : correct, complete and impeccable

Food service : menu, way of serving, operating equipment

Standards of service : mention the dos and donts of banquet service

VIP guests present and special requests

A good briefing will avoid many service problems during the function.

Service Sequences:
Although the service sequences for the Banquet Department are basically the same as these for
other F& B outlets, they have to be adapted, prepared and, if needed, rehearsed in order to cope
with larger numbers of guests.
When the organizer arrives at the hotel, she/he must be welcomed by the staff member who
booked the event. This person will introduce the guest to the Assistant Banquet Manager in

charge of the function and, together with the guest, the function sheet shall be checked to make
sure that everything is according to her/his order.
The function room where the event will take place must clearly indicate the name of the function
as well as the status in order to indicate whether the function is in progress or not.
Every staff member, especially all casual staff, must be informed about the selected service
sequence during the briefing session before the function starts.
During the banquet meeting and daily banquet briefing, all the steps of the service sequence must
be clarified to everybody. The layout of the function room(s), the assigned service area(s), bar
counter(s) and/or buffet(s) must be organized before each function.
All required equipment must be prepared and cleaned to ensure a smooth set-up and service.

SOP Sit down buffet service in Banquets

SOP Number: F&B -XX ( SOP serial number and department code )
Department: Food and Beverage Service Banquet Server
Date Issued: DATE THE DOCUMENT WAS CREATED
Time to Train: 30 Minutes
Prepare table for each course before serving:

Always ask guest if they are finished before clearing.

Clear any empty plates or glasses from the guests right with your right hand.

Never stack dirty plates in front of guests. Pick them up separately and stack them away
from guests.

Bring all condiments and accompaniments to the table before serving the order.

Only bring full- not partially full condiment bottles to guests.

If you will be serving an item that guest will share bring a plate for each guest.

Pick up each course:

The Banquet manager or supervisor will signal when to serve each course.

Serve the courses in the below order:

Appetizers.

Soup.

Salad.

Entrees.

Dessert.

Cordials.

Coffee.

Check the order before you take it out of the kitchen:

Does the food look fresh and appealing?

Have all preparation instructions been followed?

Is the presentation garnished?

Have all special requests been met?

Is hot food hot and cold food cold?

Ask the Chef to make any required corrections necessary to meet te operations standards.

Notify the Manager or supervisor immediately of any problem in the food so that they
can speak to the guests and correct the situation.

Dont let the guest suffer because you are busy. If you are having trouble meeting guest
needs, ask either the supervisor or colleagues to help you until you can catch up.

Deliver each course:

Carry loaded service trays to tray jacks in the function rooms.

Serve guest from the left side whenever possible. Dont reach over guests while serving.

Place the plate with the first course on top of the base plate, If a base plate is included in
the table setting.

Place the entre plate so that the main item is closest to the guest.

Place side dishes to the left of the entre plate.

If the guest is asking something else they try to deliver it as quickly as possible so that the
meal does not get cold.

Ask if the guest would like you to bring or do anything else for them at this time.

Remove empty beverage glasses and exchange ashtrays as needed.

Training Summary questions:

Q1. Why it is important to ask the guest if they have finished before clearing the plates?
Q2. What is the standard for bringing in condiments?
Q3. What is the order for serving courses?
QQ5. What should be done if you are busy and not able to catch up with the service?
4. From which side the guest to be served?