Entertaining Planner
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Starkey International
ENTERTAINING PLANNER
By Mrs. Mary Louise Starkey First Lady of Service Starkey International
Copyright © 2010 Mansion Publishing
M R S . S T A R K E Y ’ S
Entertaining Planner
A G u i d e f o r P r i v a t e S e r v i c e P r o f e s s i o n a l s
By
Mary Louise Starkey
T h e S t a r k e y A p p r o a c h t o S e t t i n g a n d A t t a i n i n g
P r i v a t e S e r v i c e S t a n d a r d s
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Mansion Publishing Inc.
First Copyright, 1989 Mansion Publishing Inc. May 2007 Edition Last Modification: 07/10/17 For information about this text or material within contact: Starkey International Institute for Household Management Inc. 1350 Logan Street Denver, CO 80203 USA Phone: 303-832-5510 Fax: 303-832-5015 E-mail: [email protected] All Rights Reserved. The information and material contained in this text is the sole property of Mansion Publishing Inc. No part of this work covered by the copyright hereon may be reproduced or used in any form or by any means ˗˗ graphic, electronic or mechanical, including photocopying, electronic scanning, recording, taping or information storage and retrieval systems ˗˗ without the written permission of the copyright owner. Excerpts from The Original Guide to Private Service Management: Copyright 2008, Mansion Publishing The management system described in this manual is protected by one or more U.S. Patent applications. Patent No. US 6,745,200 B2 ISBN –
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Service as a State of Mind…
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Starkey International The Starkey Entertainment Planner was developed for Starkey International Graduates. It consists of information gathered by Starkey over 20 years of hosting formal dinners and other entertaining events. It is also part of the Starkey Household and Estate Management curriculums. The formal dinners were hosted for non-profits, potential clients, military personnel, and friends and benefactors of Starkey. They were typically nine-course dinners, with 12 seated at the table. They were black tie events consisting of all service styles including traditional more formal courses and mirrored service. Through trial and error, and there were many, we learned what worked for all groups; and, what could be utilized for almost any style of entertaining, cultural or ethnic expectations, family traditions, military formality, or charity fundraising events. Most people who love to entertain have never learned how to plan out their vision of a successful event; rather, they often rely on uneducated or under-experienced caterers, staff or hotels to do it for them. This Entertaining Planner can be used for hosting Barbecues to Formal Dinners and everything in between. It assists both the Principals and Staff in fully understanding what is expected. It addresses all the Technical and Staff Organization needs. This Planner includes a variety of self-describing and user-friendly forms. These forms were designed to help you set up your overall Entertainment System. Most Principals complete an Entertainer Planner well in advance of the designated date. They present it to the staff early so they may get the food, wine, alcohol, china, crystal, silver, linens, decor, flowers, candles, and overall service flow determined. It also gives time to determine what you would like to experience, who are the invited guests, learn their availability, their alcohol preferences, and food allergies which can be very diverse. This also provides an interactive tool for communication between the Principal and Staff – the Host, Household Manager, Chef, Table Servers, Housekeepers and Valet as well as other staff members – to adequately plan those special parties and projects. Finally, it identifies all inventory and costs. If your Service Standards are not being met in Entertaining, you will be able to see whether adequate time is being allotted. If not, it will allow you to determine where the time is being spent and to reassess your Standards and your staffing needs. Often Hosts pre-determine what family dinners should look like, what your business dinners are, and what your foundation might expect. They can anticipate by filling out the Entertainment Planner, edit the invited guests and other aspects you might want. It’s your dinner and it should show your vision! Know what you want.
Service as an Expertise Starkey baseline: It typically takes 8 hours to fully prepare for a formal dinner.
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THE BALLET OF SERVICE F O R M A L D I N N E R A N D E N T E R T A I N I N G
E V E N T P L A N N E R F O R M S
Host/Hostess
Date: Time:
Occasion
Type:
Director/Household Manager
Location:
SERVICE STANDARDS
Ambience Location Table Setting Style: Decorations/Flowers
Apéritifs Sitting Room
Linens
Exterior Lighting Dishes/China
Interior Lighting
Main Event Dining Room
Flatware
Valet Parking Yes No
Glassware
Door Greeting Yes No
Dessert Dining Room
Silver Serving Dishes
Coat Check Yes No
Candles
Music/Musicians
Coffee/Tea Sitting Room
Place Cards
Staffing
Menu Cards
Staff Attire
Cigars/Cordials
Centerpiece
Cleanup
Parting Gifts
ADDITIONAL NOTES
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THE FORMAL DINNER
Hostess: Date: Time:
Location: Theme:
Arrival time: Attire:
Departure Time:
Valet Parking Yes No
GUESTS: (Write names exactly as they are to appear on table card)
Names Telephone Alcohol Meat Allergy Caffeine Cultural/Religious Tradition
Nos
Household Manager: Total OCCASION: DATE:
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THE MENU
OCCASION: DATE:
SELECTION DRINK CHEF SERVICE STYLE SERVICE PIECES
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SERVICE STAFF
Chef/Caterer
Host/Hostess
Kitchen Staff: #
Food Servers: # Captain: Sommelier: Servers:
Valet Parking: #
Wine Services: # Captain: Sommelier:
Door Greeting: # Coat Check:
Cleanup: # All Staff
ADDITIONAL NOTES OCCASION: DATE:
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SEATING CHART Host
Host 2
*change color if male or female *change table shape as needed
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LOGISTICS AND PLANNING
Person
Time
Setup/Activity
SUGGESTIONS:
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ORDER OF SERVICE Course Time Equipment Style Clear Prep Staff
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ENTERTAINMENT FAVORITES
Favorites Category CATEGORY NOTES (UNLIMITED)
Allergies Food Other
Beverage-Child
Beverage-Alcohol Wine Other
Beverage-Soft
Beverage-Hot
Books/Reading/ Writer(s)
China Preferences
Flatware Preferences
Event Style Home Decorating Preferences
Fabrics Styles Colors Atmosphere
Entertainment/ Recreation
Activities Movie(s) TV Show(s) Sport(s) Hobbies Other Relaxation
Special Friends
Linen Preferences Magazines, Journals, Newspapers
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Favorites Category CATEGORY NOTES (UNLIMITED)
Music Preferences (Background for Entertaining)
Personal Space (Quiet Time)
Physical Limitations Season(s) of Year
Silver Preferences Everyday Entertaining
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HOUSEKEEPING TASK SHEET FOR EVENT PREPARATION
Area Time Description of Work Product
TOTAL TIME
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ENTERTAINING STANDARDS FORM Entertaining Standards: Each entertaining event averages 8 hours of prep time plus 4 hours for each event.
Areas of Need
Notes
Entertaining style
Style of events
Flower arranging
Use of china, silver and crystal
Styles of service, developed ambiance
Caterer
Use of table linens and care thereof
Guests and high-profile involvement
Wine, the marriage of foods and wines & wine cellar
Beverages, alcohol
Varied dining venues
Amenities, and gift wrapping center and system
Entertaining management system
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S T A R K E Y I N T E R N A T I O N A L
DAY IN THE LIFE™ OF:
Times
Work Description
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STAFF CALENDAR INDICATE TIMES OF REGULAR STAFF COVERAGE ON EACH DAY - FROM ___ A.M. TO ___ P.M.
STAFF CALENDAR Day:
Date:
Mon Tues Wed Thurs Fri Sat Sun
Household Staff
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ENTERTAINMENT EXPENSES
Tracking # Event Est Attend DATE Acct #
Expenditures Food Cost 1. Paid To
Amount Paid
2. Paid To
Amount Paid 3. Paid To
Amount Paid
4. Paid To
Amount Paid 5. Paid To
Amount Paid
6. Paid To
Amount Paid 7. Paid To
Amount Paid
8. Paid To
Amount Paid 9. Paid To
Amount Paid
10. Paid To
Amount Paid 11. Paid To
Amount Paid
12. Paid To
Amount Paid 13. Paid To
Amount Paid
14. Paid To
Amount Paid 15. Paid To
Amount Paid
16. Paid To
Amount Paid 17. Paid To
Amount Paid
18. Paid To
Amount Paid 19. Paid To
Amount Paid
20. Paid To
Amount Paid
Sub Total $0.00 Beverage Cost 1. Paid To
Amount Paid
2. Paid To
Amount Paid 3. Paid To
Amount Paid
4. Paid To
Amount Paid 5. Paid To
Amount Paid
6. Paid To
Amount Paid 7. Paid To
Amount Paid
8. Paid To
Amount Paid 9. Paid To
Amount Paid
10. Paid To
Amount Paid
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Sub Total $0.00
Tracking #
Event Est Attend DATE Acct #
Expenditures Decoration Cost 1. Paid To
Amount Paid
2. Paid To
Amount Paid 3. Paid To Amount Paid 4. Paid To Amount Paid 5. Paid To
Amount Paid
6. Paid To
Amount Paid 7. Paid To
Amount Paid
8. Paid To
Amount Paid 9. Paid To
Amount Paid
10. Paid To
Amount Paid
Sub Total $0.00 Miscellaneous Cost 1. Paid To
Amount Paid
2. Paid To
Amount Paid 3. Paid To
Amount Paid
4. Paid To
Amount Paid 5. Paid To
Amount Paid
6. Paid To
Amount Paid 7. Paid To
Amount Paid
8. Paid To
Amount Paid 9. Paid To
Amount Paid
10. Paid To
Amount Paid
Sub Total $0.00 Total Cost $0.00
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FORMAL DINNER PRODUCTION SCHEDULE
Monday Tuesday Wednesday Thursday Friday
Passed Hors d ‘Oeuvres
Fried Shrimp Toasts Parm Tuiles w/ Tomato Salad Blinis Napoleons w/ Caviar Melon Cucumber Mélange w/ Feta Appetizer Calif. Roll w/ Wasabi, Ponzu Sauce Finger Bowl Orange Oil Soup Beet Consommé Fish Course Crab Soufflé Intermet Grapefruit Campari Main Course Quail in Nest w/ Hazelnut Mousseline Polenta Fig and Barbara Sauce Vegetarian Alternative Vegetable Mousseline Salad and Cheese Baby Red Lettuce w/ EVOO and Orange Goat Cheese Dessert Black Forest Cake White Chocolate Chantilly Amenities Chocolate Dipped Fruit Chocolate Truffels
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FOOD PRODUCTION CHART
Menu Component 1:00 1:15 1:30 1:45 2:00 2:15 2:30 2:45 3:00 3:15 4:00 Plate and Garnish
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BAR CHECK LISTEquipment
Shaker Strainer Jigger Bottle Opener Can Opener Juicer - handheld Muddler Cork Screw Ice Scoop Ice Bucket Bar Spoon Cutting Board Channel Knife All-Purpose Pitcher Paring Knife Blender (optional) Bar Towels Toothpicks
Mixers Cola and Diet Cola 7 UP Ginger Ale Sweet and Sour Club Soda or Seltzer Water Tonic or Quinine Bloody Mary Mix
Bitters Grenadine
Juices Cranberry Orange Tomato Grapefruit Ice and Bus Tubs
Trash Can and Plastic Liners
Garnishes Green Olives, Lemons, Limes Maraschino Cherries, Oranges Cocktail Onions Celery Tabasco Garnish Caddy
Well Liquors Vodka Gin Bourbon Canadian Whisky Scotch Whiskey Rum Tequila
Brandy Vermouth, dry and sweet Beer Wine and Champagne Call Liquors As needed Glass Ware Tall glass – highball Short glass – rocks Martini glass Pilsner Champagne Flute Coupe (Marie Antoinette) Stem glass – red or white wine
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FLAVOR PROFILE
Name____________________________________
Favorite Flavor __________________________________ BREAKFAST: LUNCH: DINNER: SNACKS: COMFORT FOODS: LIKES: DISLIKES: BEVERAGES: ADULT BEVERAGE: FOOD ALLERGIES:
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GUEST BIOS EVENT DATE
NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME
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