CHAPTER 13

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Food and Beverage Fundamentals

 

LEARNER OUTCOMES

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A. Explain the importance of determining food and beverage requirements for meetings.

B. Describe the factors to consider when selecting the menu for a meeting.

C. Identify the different types of foodservice events in the meetings industry

D. Evaluate the various styles of service for meetings with food and beverage.

E. Categorize the different arrangements for alcohol to be offered at meetings.

F. Critique the importance of controlling the liability associated with the service of alcohol at meetings.

 

Chapter Summary:

 

Most meetings will need some type of food and beverage (F & B) service.  The meeting professional will need to determine these requirements for their event.  This is one of the largest expenses associated with the meeting, and it is a high priority to exceed the guests’ expectations.

 

The meeting professional will outline the food and beverage requirements, expectations, and overall budget for this portion of the meeting.  The caterer will need to send a proposal and prepare a menu based off of the requirements, expectations, and budget to the planner.

 

There are operational constraints to the food and beverage delivery for an event.  Many times the venue space has its limitations for types of service.  Calculating for space requirements need to be verified, as the attendees need to be comfortable in their environment.  Be mindful of outdoor locations, as an alternative location should always be planned in preparation for inclement weather.

 

Selecting the menu requires an understanding of the attendees.  Consideration for determining a menu might be seasonal food items, regional specialties, nutritional needs, food allergies, age and gender of the attendees, and a host of concerns that a meeting planner will contend with as they select a menu that exceed attendee expectations.

 

Other aspects of menu selection are styles of service, staff, décor equipment, room layout, and space utilization.  A meeting planner will need to partner with the caterers early in the process, as this will make the F & B planning and execution smoother.

 

Planning meal functions may be required for breakfast, refreshment breaks, luncheons, receptions, and dinners.  Be cognizant of the many types of breakfast functions.  They can be a continental, full, English, and full served breakfast.

 

Utilizing current F & B trends will enhance the unique experience of a meeting. Some of the trends are integrating “brain food” within for a refreshment break.  Keeping up with the trends can be challenging and the meeting professional will need to consult industry publications for regular trend articles.

 

The next step in planning a successful F & B function is to selecting service options.

Determining the style of service that best suits the event, and the menu selected are key components to a successful function.   Service ratios take into consideration the number of tables to servers.

 

The types of service are varied and are selected to add interest to the dining experience.  

 

Service types include:

 

1.Cafeteria Service

2.Butler Service

3.Family-style

4.Russian Service

5.American Service/Plated

6.French Service

7.Pre-Set Service

8.Synchronized Service (Also Known as Hand Service)

9.Buffet Service

 

 

One of the greatest challenges is to provide the catering manager with an accurate meal guarantee or final number of guest expected.  To ensure quality of service, guarantees should be as accurate as possible.  The average no-show factor is three percent.  

 

The suggested over-set percent of guarantee count provides a general guidance for over-set calculation, which should be discussed with the catering representative during the contract negotiations.  This is always in writing and in the final contract.

 

Choosing seating arrangements for the food and beverage event can have a significant impact on meeting objectives, as well as on the overall experience of the attendee.

 

The formal seating method means the meeting organizer pre-determines where each guest will be seated.  The casual seating method of arranging attendees is to allow the attendee to self-select, and open seating allows the guest to sit anywhere in the room and provides extra tables that may not be completely set.

 

Managing the beverage service will also add to the success of a reception or catered event.  The group profile will guide the decision-making process as to whether or not to serve alcoholic or non- alcoholic beverages with a meal.  Naturally, budget constraints will impact that decision.   

 

Several factors should be considered when selecting beverage options.   Should a meeting planning opt for a cash or no-host bar?  This bar service is one in which guest pay the bartender or present a ticket for each drink.

 

The open or host bar, is based on consumption increases, as does cost.   The open or host bar can be on a per-person package, where the organization pays a flat amount per person for a set number of hours.  The ‘on consumption’ type of beverage purchasing is the cost per beverage charge method, and is totaled at the end of the event.

 

  The limited consumption is a purchasing method where the host organization establishes limited to the open bar, which may include a time limit, a fixed total cost, or limited selection of beverages.

 

The meeting planner needs to manage the liability exposure where alcoholic beverages are being served or purchased.  As a result, the catering contract should include verbiage such as:

 

1.Avoid service to noticeably intoxicated guests

2.Requesting valid identification

3.Indemnification that releases the host organization from liability that might accrue from alcohol consumption

 

Before the event the meeting professional should help protect the host organization

From unnecessary liability exposure by following numerous steps before the

meeting.  

 

1.Know the state liquor laws of the state.

2.Verify that the facility is licensed to serve liquor, e.g., ask for a copy of its liquor liability insurance certificate.

3.Specify in the contract that the facility has control of the sale and serving of alcohol.

4.Coordinate with the supplier on volume served for each category of alcoholic beverage, e.g., 1 ounce per mixed drink, 5 ounces per glass of wine, and 12 ounces per beer.

5.Request that bartenders use pour-control methods, rather than free-pouring to manage drink strength and limit costs.

6.Limit alcohol distribution to trained servers.

7.Limit the time of receptions serving alcoholic beverages to 90 minutes without food service.

8.Arrange a drive-home service.

9.Check liquor liability insurance – most general liability policies cover general host liability, which protects non-commercial servers of alcohol.

 

Gratuities and service charges can be a substantial component of the food

beverage costs of a meeting.  Therefore, verifying gratuities and service charges

are another budget responsibilities of the planner.  On larger groups, an automatic

service charge will be added to the bill.