HOTEL

BANQUET OPERATION AND ADMINISTRATION

Banquet Operation and administration services include – Event
Forecasts & Reports, Revenue compared to budget, All cost
expenditures, Account, Audit and Control, Banquet Income,
Revenue, Payment Arrangements, Types of Payment
Statements, Deposits, Balance Payment ,Payment Settlement,
Cash bar, Master bill, Expenses, Music and Entertainment,
Mechanical work and Equipment, Interest, Commissions,
Salvage and general Policies.
Find the basics about Banquet Setups and Operations
…here
EVENT FORECASTS & REPORTS
THE 10-DAYS MONTHLY FORECAST REPORT ON
BANQUET OPERATION
Monthly forecast are produced to assist the Banquet Operation
and F&B Department in establishing the budget, for the
Executive Chef to order food, and for the Banquet
Manager/F&B Team responsible to follow-up on the event.
In addition, a 10-days forecast is to be distributed to the
Department Heads. Furthermore, the monthly report is to be
distributed to the GM/RM/EAM and to all Department Heads
concerning its monthly forecast, estimated revenue and budget.
The monthly report is to be distributed to the GM/ RM/EAM
and shall contain the following:
– F&B Sales compared to budget
– Room Sales compared to budget
– Other Income compared to budget
– All cost expenditures
– Covers compared to budget
– Additional remarks
ACCOUNT, AUDIT AND CONTROL FOR BANQUET
OPERATION
BANQUET INCOME
Sales in connection with banquets, private parties etc. should
accounted for in the respective selling departments. Sales of
goods and services not sold in the ordinary course of business
by any selling department of the hotel, except in connection with
banquets, may be accounted for in accordance with one of the
following methods:
Credit to the various expense accounts: If such sales are only
occasional, or if the profit on them is negligible or not
practically determinable, the sales should be credited to the
various expenses accounts to which the cost would be naturally
charged.
For example; under this method, an occasional sale of music
would be credited to music and entertainment and an occasional
sale of flowers to decorations/Florist.
The cost of goods and services sold in connection with banquets
which are not regularly sold by any department and are not
applicable to any specific expense items in the food schedule,
should be charged to banquet expense and the relative sales
credited to the same account.
Credit to ‘Other Banquet Income’: If the ‘Other’ sales in
connection with banquets are of sufficient importance to make
it desirable to determine the profit on such sales, accounts
should be opened in accordance with this schedule. The profit
on such sales should be carried over to the food schedule as
‘Other Banquet Income’.
Each function is a separate occasion. It has its own price, menu
and manning. It must be closely controlled, especially when
food production takes place in a separate kitchen and bar. The
revenue and the direct costs can be ascertained with accuracy.
The main records include:
– A function agreement, which summarizes the arrangement for
each function.
– A function diary, which lists details of all functions in date
order.
– A function chart, which provides a visual record of all
functions arranged for a period ahead.
– In-house information and restriction list.
The revenue and the direct costs can be ascertained with
accuracy. The volume of identical meals prepared and served
together enables the Hotel/Resort to have higher profit margins;
as such functions represent the second most profitable hotel
product after rooms.
BANQUET OPERATION REVENUE
The various sources of revenue and cost of banquets are:
– Food and Beverage
– Music and Entertainment
– Decorations
– Mechanical work equipment
– Other labour
– Printing and Stationary
– Souvenirs and favours
– Rentals of equipment
– Miscellaneous
PAYMENT ARRANGEMENTS
Types of Payment Statements (Bill)
– Food bill/payment statement
– Beverage bill/payment statement
– Miscellaneous bill/payment statement:
– Room rental
– Equipment rental
– Miscellaneous Charges
DEPOSITS SYSTEM IN BANQUET OPERATION
A deposit must be requested and paid prior to the event (amount
of days is depending on the contract agreement). The balance is
to be paid upon departure of the group, unless otherwise
agreed/stated or contracted.
When a group confirmation is made through the responsible
Sales person to its client a ‘Function
Order’ is to be issued and send to the Finance Department for
debit note issuance. Upon receipt of the deposit, a deposit
receipt record is sent to the respective Sales person confirming
receipt of deposit.
For clients/Corporate accounts requesting no deposit, the Sales
person may receive authorization and approval from the Dir. of
Sales & Marketing. For trusted accounts, the Sales Department
and the Finance Department can mutually agree and
continuously update a list of credit accounts for waiving
requirements of prepaid deposits.
Balance Payment
All F&B functions and Banquet Operation information shall be
settled by cash or credit card upon departure. Cheques are not
accepted for settlement of F&B expense unless prior approval
has been given from the Director of Finance.
After Billing
For improved customer service, billing after departure may
be granted to credit worthy and trusted client accounts. In
such case, a letter/fax/email of authorization is to be received
in advance from the client to confirm expenses that are
covered on its company account. Payments received for F &
B expenses should be recorded on a control list and passed to
Finance Department for receipt issuance and recording.
Cancellations for Banquet Operation
For functions where a deposit has been received, the deposit is
refunded only if the cancellation was made (xx) days prior to
the actual function date (depending on contract agreement and
policy). For any cancelled group/account, a lost business report
is to be filed.
PAYMENT SETTLEMENT FOR BANQUET OPERATION
Cash bar
-For cash settlement; the Banquet Manager/Supervisor shall
return (to the cashier for posting), the original and signed copy
of the payment statement, while the account copy is retained by
the cashier.
-For city ledger charge; the signed check is given to the
cashier for posting and all copies retained by the cashier.
Banquet Operation Master bill
The master payment statement must be prepared by the person
in charge of the function and is settled either by cash or by
credit card. For credit card payments; the cashier shall check the
outstanding balance and request approval from the credit card
company.
If the guest is to sign the payment statement, it shall include:
– Billing address
– The person authorized to sign the master payment statement
– The amount of advance deposit received
The payment must be received within (xx) days (depending on
the contract agreement or the hotel’s/resort’s policy)
corresponding to the date of invoice.
EXPENSES FOR BANQUET OPERATION
Music and Entertainment
– Music and Entertainment hired for banquet purposes.
Decorations
– Cost of flowers, plants and decorations purchased for
banquet purposes and charged to banquet engagers. If,
however, the hotel/resort operates a florist department, the sales
and cost of flowers, plant and other decorations furnished by
the florist should be credited and charged, respectively to that
department.
Mechanical work and Equipment
– Setting up and removing of stages, scenery, specific electric
wiring, spotlights, moving pictures projectors, PA and A/V
equipment, material and labour furnished by the
mechanical department.
Other Incomes
There are other sources of Hotel/Resort income which is
not connected directly with the operational activities.
All these Banquet Operation incomes are received in small
amounts from different heads:
Rentals – Space used for the operation of a hotel as a part of
usual hotel service. Rental received from these are credited to
Rental Account.
Some of these are sub-heads of income:
Office Rentals/Rent from Clubs/rent from lobby space, show
case and other spaces. Concessions
Revenue received from outside for the privilege of
operating departments which might be operated by the hotel
itself as part of the usual hotel/resort service. Expenses to the
hotel/resort in connection with the operation of a concession
service which would be charged as departmental expenses. If the
department were operated by the hotel, should be charged
against the income received from the concessionaire are credited
to this account.
Some of the sources of revenue of concessions are:
Barber shop/ Beauty shop/ Cigars and news stand/ Gift
shops/ Guest laundry/ Restaurants/ Swimming Pool, Baths/
Transportation/ Valet/ Foreign Exchange/ Casino.
INTEREST
The hotel/resort earns interest on bank deposits and other
investment of spare funds. Foreign Exchange
Foreign currency and traveler’s cheques are normally
exchanged by hotels for guests at rates more favorable to the
hotel than those offered by banks to safeguard against
fluctuations in rates between their encashment by the hotel an
their sale to the bank, and sometimes to include simply a charge
for the service provided.
Commissions and Banquet Operation
The following incomes received as commissions are credited to
this account:
-Commission from taxi and care hire/ Garage and Parking
Lot/ auto rentals/ radio and TV/ Photographers/ Theatre and
travel agencies and other suppliers to guests.
Vending Machines at Banquet Operation
The revenue derived from vending machines less the cost
of the merchandise sold is directly credited to this head.
Cash discount earned
All discount earned from creditors due to cash payment within
the discount period are credited to this account.
Salvage
It includes revenue derived from the sale of waste, paper,
bottles, cans, incidental articles, obsolete material and used
cooking grease.
Miscellaneous
‘Other’ incomes which can not be grouped under any of the
above heads are credited to this account
find more on Banquet Operations Career Options and
Requirements by [Link] ..here
FEW GENERAL POLICIES FOR BANQUET OPERATION
Banquet Operation Car park Policy
Car park for banquet clients are normally offered “Free of
charge”. Parking tickets might be needed, stamped to validate
the ticket. The stamp is placed on the registration desk in front
of the function room of each function.
In case of large functions, such as wedding parties etc. which
requires sufficient parking lots, the car parking requirements are
listed on the ‘Function Order’.
Banquet Operation Uniform Policy
– F&B department issues a uniform request form to linen &
uniform department/HK.
– Each employee collects one set of uniform. The laundry
records names.
-Employee is held responsible for his/her uniform.
Unnecessary damage is charged to the employee concerned.
-Soiled uniform has to be exchanged daily according to the
opening hours.
-Linen room attendant records items received onto the daily
uniform exchange sheet.
-In case of emergency after the official opening hours, Duty
Manger is to be contacted; urgent requests are recorded in the
linen room Supervisor log book. All items shall be returned the
next day.
Banquet Operation Linen Policy
-Soiled linen must be exchanged daily according to the opening
hours.
-Linen exchange for banquet takes place according to the
opening hours. In case of emergencies after the official
opening hours, Banquet Manager/Supervisor/Captain must
inform the duty Housekeeper in charge. Urgent requests are
recorded. Request items are returned the next day.
-Banquet associates pre-count all soiled linen before returning to
the linen room/attendant for re-count and exchange. Linen room
count column on the exchange list is completed by the Linen
Room Attendant.
-Final comparison of banquet and laundry in exchange sheets.
Derivation is remarked and to be received after cleaning and
pressing is finished.
Tags:Account, All cost expenditures, Audit and
Control, Balance Payment, banquet and catering
operations, banquet functions and catering services, Banquet
Income, Banquet Operation, banquet operations job
description, banquet operations manager job
description, banquet operations manual, banquet operations
ppt, banquet service training manual, banquet standard operating
procedures, Cash bar, Commissions, Deposits, Event Forecasts
& Reports, Expenses, general Policies, Interest, Master
bill, Mechanical work and Equipment, Music and
Entertainment, Payment Arrangements, Payment
Settlement, Revenue, Revenue compared to
budget, Salvage, The 10 Days Monthly Forecast Report, Types
of Payment Statements
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