Chapter Eleven

The catering department in a large property does not operate in a vacuum

While it often is the only one visible to the client, it depends on many other departments for its success

The catering department cannot do it all It cannot perform all the necessary tasks It must have the cooperation of other

departments One could think of the catering department

as the orchestra leader.

It is extremely important to have a good-working relationship with the chef and the kitchen staff

These food experts are perhaps the most important players in the catering orchestra

At times, they will be your salvation The chef must know as soon as possible the

menu, the number of guests, the timing, and all other relevant aspects of booked functions

The chef must ensure that the proper amount and type of foods are ordered, production is scheduled properly, and an adequate and appropriate work force is retained for each event

The chef also must be privy to any and all budgetary constraints

The chef is the last word in costing the menu If catering sales is preparing a competitive

bid for a corporate meeting planner, the chef's food cost estimates must be obtained.

The chef can work with you in combating budgetary constraints, planning heart-healthy meals, outlining theme parties, and developing other pertinent customer-pleasing suggestions

The chef knows what will be in season, menu trends, typical customer likes and dislikes, cost trends, quality trends, and product availability

Chefs usually love the opportunity to contribute and be creative.

It is essential to check with the chef before committing to any off-the-menu selections

Many clients want something special and disdain the standardized menus

While you may want to accommodate them, you cannot do so without checking with the chef or the sous chef in charge of banquet functions.

Always consult with the chef before promising a special menu or changes to a standardized menu

Ensure that the chef receives the menus at least ten days in advance.

Ensure that the chef receives timely updates of guarantee changes, special needs, and other major alterations

Do not spring any surprises on the chef. Do not make it difficult for the chef to achieve

his or her budgeted food, payroll, and other operating costs.

Large hotels, clubs, and conference centers employ a beverage manager who reports to the food and beverage director

His or her job description is similar to the chef's in that they both administer departments that produce finished menu products and serve them to guests.

Most large facilities employ a full-time purchasing agent

Primary responsibilities are to prepare product specifications for all foods, beverages, and supplies, select appropriate suppliers, maintain adequate inventories, obtain the best possible purchase values, and ensure that product quality meets the property’s standards

Purchasing works closely with the kitchen and beverage departments

Primary responsibilities are to clean sleeping rooms, function rooms, and all public areas

It also works with maintenance to ensure that the property is kept in good repair

Source of table linen, employee uniforms and laundry

Catering staff must see that the linen room manager has sufficient lead-time to ensure that all necessary supplies are available.

Handles banquet room setup and banquet service

The banquet-setup division is responsible primarily for setting up function rooms, tearing them down, and putting away the furniture and equipment

Foremost in function-room setup is receiving the proper information from the catering/convention coordinator.

The maintenance department is in charge of all property maintenance and repairs

Its employees perform routine maintenance, such as calibrating oven thermostats, oiling motors, and changing filters

They also are responsible for repairs, such as fixing broken water pipes, changing burnt-out light bulbs, and reconditioning worn equipment.

The engineer generally is responsible for all major property systems, such as heating, ventilation, and air conditioning (HVAC), refrigeration, electrical, plumbing, and sewer

He or she also supervises the property's energy-management systems

The department usually works hand in glove with maintenance to ensure complete, coordinated control of the physical plant.

The property manager is responsible for all outside areas

He or she supervises landscaping, snow removal, pool and spa maintenance, and parking lot and sidewalk maintenance

For outdoor events, catering needs to coordinate its efforts with the grounds crew to ensure that any needed tents are erected, sprinkler systems shut off, parking lots roped off, portable heaters installed, portable lights erected, and so forth.

The typical hotel, conference center, or club employs an executive steward whose major responsibilities include supervising kitchen sanitation and supervising the china, glass, and silver stock room

He or she provides one of the key links connecting the kitchen and other food and beverage production areas to the point of guest service.

The controller is responsible for securing all company assets

He or she supervises all cost-control activities, payroll processing, accounts payable, accounts receivable, data processing, night audit, and cashiering

The catering department's major relationships with the controller involve report preparation, cashiering, and accounts receivable.

Catered events present unique security challenges◦ Large groups may need someone to control foot traffic◦ Some groups may have considerable personal

property that must be protected◦ Some may include VIPs who require additional

attention◦ Some groups may attract disruptive protestors◦ Proms and fraternity parties must have security

guards to prevent underage drinking and rowdy behavior.

The catering department must keep the security department apprised of all special functions because there may be some potential security problems it can spot that may go unrecognized by the catering sales representative and client

Security would have an opportunity to reconcile them beforehand.

The sales director is responsible for selling, advertising, promotion, public relations, marketing research, and other relevant marketing efforts

Usually the sales department handles all local business on its own, but if the property is part of a chain organization, it is backed up by a corporate sales and marketing staff that solicits and coordinates regional and national business.

The front office normally includes the reservations, PBX, registration, cashier, and guest-services (concierge)

Catering needs to work closely with reservations when conventions are booked

Reservations will keep a running tally of sleeping rooms blocked and sleeping rooms booked

Catering uses this information to forecast attendance at the various catering events scheduled by convention clients.