Lecture 8:

Function Room Selection and

Setup
AHHM2623 Catering System and Operation
4 Factors Influence The Selection Process
• Appearance
 The appearance of premise can influence client to hire our catering service.
The caterer need to make sure the lighting, restroom facilities in good
condition while maintaining the room ambience.

• Location
 The location of premise and event must be strategic to clients and guest. The
enough car park must be provided, easy to locate and can fit high number of
guest at one time.
 If the function room is a great distance from the kitchen, the menu planner
may be limited to only those foods that hold up well.
• Utilities
 The like electricity, maximum lighting available, heating, ventilation and air
conditioned, CCTV and other can provide extra marks to give better service
to clients.

• Amount of floor space

 Big advantage to caterer if they can provide enough of floor space to suitable
number of guest and also for production and service. The floor space include
aisle, dance floor and entertainment space.
1) Appearance
• Frequently potential client is attracted to the facility primary because of the
ambience provided.
• Example: a function room in Caesar Palace in Las Vegas overlooks the Las Vegas
Strip especially at night the view is phenomenal.
• Many clients want to book this room regardless of any of the advantages or
disadvantages it offers.
• Other factor influence the appearance:
 Room dimension
 Ceiling height
 No. of columns/pillars
 Exit
 Entrance
 Restroom facilities
 Color and types
 Wall covering
 Sound insulation
 Lighting
Characteristics Of The Room
• Lighting
• Sound
• Colors
• Walls
• Temperature
• Smell
• Visibility
• Layout
Ceiling Height
• The typical ceiling height in hotel or
convention center function rooms is
approximately eleven feet
• In many local municipalities, the
building code may require a higher
ceiling
• Some building codes stipulate 14-
foot ceilings in public areas, such as
restaurants, theaters, and shops.
Colors
• The colors and types of floor and wall coverings are the first thing a client sees
when viewing a function room
• In addition to meeting building-code requirements, they should be free from
stains and in good repair
• They also should be in good taste and decorated with style.
Colors (cont.)
• Guests tend to eat and drink more in brightly lit, colorfully decorated
surroundings
• Vibrant colors, such as brilliant red, hot pink and bright yellow stimulate the
appetite
• Dark tones dull the appetite
• Examples of colors that cool the appetite are dark green, navy blue, gray and
black.
Colors (cont.)
• Some caterers consider how the clients are paying for receptions
• If they are paying per person, it would benefit the facility to have the guests eat
and drink less, hence locating them in a darker room would be a wiser choice
• However, clients that are paying on a consumption basis would benefit the
facility’s sales in a brighter room.
Table Placement
• Table placement at receptions affects food consumption
• An hors d’oeuvre table placed against a wall only provides 180° access to the
food
• A rectangular table in the center of the room provides two open sides and 360°
access to the food, and greater food consumption
• Lectern or head table should not be located next to an entrance because the
movement of those coming and going will disrupt the speaker
• If a video or power point presentation is planned, try to have the room set up so
the doors are off to the side so that a late-comer does not have to walk in front of
the projector and interrupt the presentation.
Round Tables
• Round Tables
 A round table in the center of the room gives an appearance of a
lavish/ luxurious presentation
 But since there is no way for a line to form to circle the table, guests have to
work their way in and out at various points for each item they wish to eat
 Which decreases food consumption.
2) Location
• If the function room is a great distance from the kitchen, the menu planner may
be limited to only those foods that hold up well
• The banquet staff also will need to use hot and cold transport equipment in
order to preserve the foods' culinary quality
• Without this equipment, food costs could increase as finished food items are
vulnerable to quality deterioration when they must be pre-plated in advance and
transported long distances
• The extra effort also could increase labor costs.
3) Utilities
• Types of electricity available in-house
• Types of electricity that can be brought in
• Maximum amperage (the strength of an electric current) that can be used
• Maximum lighting available
• No. of separate lighting control
• Heating, ventilation and air conditioning (HVAC) capacity
• Closed-circuit TV (CCTV), radio and video system
• Closed-circuit audiovisual (AV) system
• Paging system (devices for waiting customer)
• Number, types and locations of : • If in exhibit hall, the client may concern
 Electrical outlets on:
 Electrical floor, wall and ceiling  Gas hookups
strips  Exhaust fans
 Phone jacks  Drains
 Dimmer switches (to lower the  Water connections
brightness of light) • Wi-Fi, data ports for computers,
 Vent and ducts (for airflow) internet service providers and other
 Built in speakers cutting edge technology
 Doors
4) Factors Influence Amount of Space
• No. of guest • Action station
• Setup used • Staging and storage area
• Aisle space (passage between rows • Cashier
of seats) • Display area
• Dance floor space • Style of service
• Entertainment stage • Buffet table
• Head table • Audience separation
• Line control • Accessible seating
• Beverage station • Props, décor, plants
Number of Guests
• Local fire code will dictate the maximum number of people who can be legally
housed in a function room
• This maximum is a good guide when planning a stand-up function, such as a
cocktail reception
• It can also be a good guide when planning theater or auditorium setups
• Many events, such as banquet or classroom setups, will accommodate fewer
persons
• For most F&B, you would be unable to accommodate the maximum number of
persons allowed by the local fire code
• Room setups for these types of events will reduce the number of guests that can
be handled efficiently and comfortably.
Setup Used
• Allocate 10 sq (1 meter / 3 feet) ft per guest at
rectangular banquet tables
• Round tables require about 12 ½ sq ft per guest
• These estimates will suffice if you are using standard
chairs whose chair seats measure 20” by 20”
• Adjust your estimates if you use smaller chairs
• seats measuring 18” by 18” or larger armchairs,
which usually have a minimum width of 24”
• Round tables are the easiest for the staff to service and
they maximize interaction among guests
• Chair backs should be placed from two to three feet
apart.
Aisle Space
• Aisles are needed for server access and customer maneuverability
(movement)
• Aisles between tables and around food and beverage stations should be at least
48 inches wide
• Leave enough entry and exit room for guests
• Allocate sufficient cross-aisle space
• aisles used for guests to collect and funnel in and out of the function areas
• cross-aisles should be approx. six feet wide.
Dance Floors Space
• Allocate 3 sq ft of dance floor per guest
• Lay-out squares for portable dance floors come in 3’ by 3’ sections
• 9 sq ft
• Use one section for every three guests
• A 24’ by 24’ dance floor covers approximately 600 sq ft of floor space.
Entertainment Stage
• Estimate about 10 sq ft per band member
• Drum sets usually require about 20 sq ft
• Large pianos, synthesizers, runways, and so forth need additional space
• Disc jockeys may need considerably more space to hold their equipment and
music collection
• Check the entertainment contract as it may set forth the floor-space
specifications.
Risers
• Bandstands are often elevated on risers
• Risers come in many shapes and sizes
• The are used to elevate speakers, other entertainers, or
audio-visual (AV) equipment so that a large audience can
see what is taking place at one end of the function room
• Most are 4’ by 4’ or 4’ by 8’ folding risers that can be
adjusted to several heights
• Set up with steps with attached hand and light strips
• A lawsuit can occur if a guest falls from an improperly set
stage.
Head Tables
• 25 to 100 % more floor space than regular dining tables
• If tables on risers, increase space estimate to include platform area, steps, and to
spread the table-and-guest weight properly over the stage
• If using platform sections 4’ x 4’ and 4’ x 8’, connect a 4’ x 4’ and a 4’ x 8’ to have
enough space for a dining table measuring 3’ x 8’
• You need 48 sq ft of platform space for approx 24 sq ft of dining-table space
• 48 sq ft will seat four guests at 24” intervals
• 12 sq ft is the minimum amount for head-table guests.
• A raised head table for twelve people, plus a lectern should be a minimum of 26’
long
• The rule of thumb is 2’, plus 2.5’ for the podium
Line Control
• A bank maze consists of posts
(stanchions) and ropes set up to control
guest traffic
• You may want to use bank mazes to
control traffic around cashier and ticket-
taker stations
• Allocate more floor space to
accommodate them.
Beverages Station
• For self-service, nonalcoholic beverage stations, setups are similar to buffet-
table setups
• A hot-beverage station will need about as much space as a buffet table laden with
foods
• Bars need more floor space because you need room to store back-up stock, ice,
and coolers to hold beer and some wines
• Allocate enough working space for bartenders and, if applicable, cocktail servers
• The smallest portable bar measures approximately 6’ x 7’ or about 42 sq ft
• Taking account of aisle and other space needed, you need to allocate at least 150
sq ft for the typical portable banquet-bar setup.
Action Stations
• Also called Performance or Exhibition Stations
• Allocate a bit more floor space than for a buffet, so guests can gather and view
the chefs' performance
• Your floor-space estimate also must be increased if the action station is elevated
on a riser.
Staging Areas
• If you anticipate any of these needs, you will need to allocate sufficient space to
accommodate them
• temporary serving line in the function room
• band or disc jockey equipment storage
• a client may need space to store convention materials, party favors, and
other similar items
• floor space for lighting and sound equipment
• a temporary service corridor to store hot carts
• If you allocate floor space for a staging area, you should block it off with pipe and
draping so that it does not interfere with the appearance and ambience of the
catered event.
Cashier
• Some functions, particularly beverage functions, may require floor space for one
or more cashiers
• The catered event might include a cash bar
• The typical facility will require the client to use cashiers to sell drink tickets.
• Plan at least 25 to 30 sq ft for one cashier station
• If a security guard will be stationed at the cashier area, you will need additional
floor space to accommodate this person.
Style of Service
• This is important if you are planning to use French or Russian service, as these
service styles require up to twice as much floor space
• Some buffets, especially those where beautiful displays and several tables are
used, may also need extra space
• Instead of the typical buffet floor-space estimate, you may want to increase it by
50 to 100 % if the function is very elaborate and you want to provide a luxury
amount of space for all guests.
Buffet
• Allocate approx two running feet of buffet table for each food container
• To display three hot offerings, three cold offerings, and a condiment basket, you
should set up a buffet table about 14’ to 16’ long
• With two 8’ rectangular banquet tables, you will need 48 sq ft of floor space for
the buffet table and approx 150 sq ft of standard 3’ aisle space surrounding the
buffet table
• The total allocation for this setup is 200 sq ft.
Buffet Table

• Food stations need enough floor space  Number of guests expected.

for the tables and aisles  Length of dining time.
• An 8’ rectangular banquet table needs 24  Amount of service equipment required.
 Type of service equipment required.
sq ft for the table, and 60 sq ft for aisle
 Type of menu.
space (if the table is against the wall);
 Style of service.
about 100 sq ft for aisle space if the table
 Amount of decor desired on the buffet
is accessible from all sides. line.
• When determining the number of buffet  Amount of total floor space available in
the function room.
tables needed, as well as the number of
buffet lines required, consider:
Buffet Layout
• Buffets are generally faster and more efficient than table-service, assuming there
are enough buffet lines to accommodate the guests quickly and efficiently
• Some clients are under the impression that buffets are less expensive to
implement than table-service styles
• While labor costs may be a bit lower, there is no portion control and you must
provide surplus food to insure an ample supply of each item.
Buffets (Cont.)
• Lower cost food items, such as salads and breads, should be placed first on the
table so that the guests' plates will be full by the time they reach the main course
• You can also cut down on consumption by using a 9” plate instead of a 10” one.
• Put small portion sizes on buffets
• Instead of serving whole chicken breasts, or even half-breasts, you should cut
them into three or four pieces each
• Guests who want to eat another meat on the buffet, but also want to sample the
chicken, will not have to take a large piece of chicken.
Buffets (Cont.)
• If the buffet line will be longer than 16’, it should be two tables wide, i.e., about 4’
to 6’ wide
• A long, narrow line is unattractive
• A wider line allows you to spread out the foods, create a more aesthetically
pleasing depth perception, and enhance the set up with decorations and food
displays
• If you must use long, narrow lines, you should use a combination of straight
tables and curved ones to eliminate the "skinny" look.
Buffets (Cont.)
• If floor space is at a premium, you should use double-sided buffet tables
• They can save as much as 20% of your available floor space
• They also tend to reduce leftovers because, when service slows near the end of
the meal, you can close one side of the line and consolidate all foods on the open
side.
Buffets (Cont.)
• Use small containers of food on the buffet line
• Try to use containers that hold no more than 25 to 30 servings
• They will be more attractive than large, elaborately garnished containers
• Only the first few guests through the line will see the beautifully garnished
large presentations before they are disturbed
• Small containers will need frequent replacement
• Experience shows that guests will take smaller portions from smaller
containers, and larger servings from bigger containers
• The result: you save more on food cost than you spend for any extra labor
• Smaller containers usually mean fresher, more attractive presentations.
Buffets (Cont.)
• Most meal buffets are usually set with one line for every 100 guests
• One line is one side of a buffet table, if you are using two sides, that is
considered two lines
• The maximum amount you can serve efficiently with one line is 120 guests
• The break point, therefore, is 120 guests
• You should have one line for every 100 guests, but you should have two lines if
the number of guests ranges from 120 to 200.
Buffets (Cont.)
• If you set one buffet line for every 50 guests, you can feed the entire group in
about 15 minutes
• The first guest will take about 5 minutes to go through the line
• After that, there will be about 4 guests passing through the line every minute
• For some luncheons, it might be a good idea to set one line for every 50 guests.
Accessible Seating
• If you expect to have a physically handicapped guest, you will need to allocate
additional floor space
• A wheelchair-bound guest will need a bit more space at the dining table as well
as a wider aisle in which to navigate.
Factors That Influence Planning a Function Room
Setup
• Function room status
• Timing of the events
• Setup difficulty
• Function room layout and design
• Décor
• Pre-movement
• Teardown (to take apart : disassemble)
• Lighting and audiovisual
• Outside service contractors
Typical Tables Used in Catering
• 5 foot round (60 inch)
• 6 foot round (72 inch)
• 5 ½ foot round (66 inch)
• 6 foot banquet
• 8 foot banquet
• Classroom or schoolroom table
• Serpentine table
• Half-moon table
• Crescent table
• Cocktail table
• Oval table
Bar Layout
• Bar setups are easier to plan than food events
• Unlike food, alcoholic-beverage service tends to be very standardized
• Also, you do not normally set up portable bars with the wide array of equipment
needed to prepare and serve a complete line of specialty drinks
• Simple mixed drinks, wines, and beers are more commonly served
• Unique specialty drinks are not commonly available.
Portable Bar
• Serve all function needs
• Provide sufficient working space
• Provide sufficient storage space
• Enhance cost control procedures
• Prevent access by minors
• Allow all adequate space for other items
• Accommodate special customer request
• Allow a proper accounting of all drinks served
• Enhance security
Coffee Stations and Refreshment Breaks
• From left to right
• Placed in this order to facilitate the traffic flow:
• Cups  regular coffee  decaffeinated coffee  hot water for tea  tea bags,
sugar, sweetener, cream, lemon slices  spoon  food
Tablescapes
• The top of the dining table is 'the stage.'
• Once guests are seated they will spend the rest of the meal function looking
at the table
• The table presentation sets expectations for the meal and should reflect the
theme
• The colors of the napery should not clash with the carpet or wall treatments
• Each place setting is referred to as a cover
• The cover should never be empty, or what is called a "naked cover."
• A show plate, folded napkin, menu or preset first course should be
placed between the flatware.
Tablecloths
• Since the standard table measures 30” from the floor, and the standard chair seat
measures 17” from the floor, a tablecloth with a 9” will not touch the chair seats
• For round tables, for most functions, the size of the tablecloth should be
approximately 18” wider than the table diameter so that about 9” of cloth will
drape over the sides
• If this tablecloth is fitted correctly on the dining table, it will not interfere with
guest comfort
• Hems (the edge of a piece of cloth) should just barely touch the front edges of
the chair seats.
Cover/Place Setting
• The standard cover includes a plate set in the center with flatware placed on
either side
• Forks are placed to the left of the cover, knifes and spoons to the right
• Flatware is placed in the order in which it will be used by the guest, from the
outside in
• The soup spoon would be on the outside and far right, as soup is usually an early
course
• The knife would be closest to the center plate, with the blade edge facing the rim
of the plate
• The smaller salad fork would be set to the left of the dinner fork on the left side
of the plate.
Cover (Cont.)
• Some dessert flatware may be placed above the center plate
• Dessert pieces set above the plate would have the bowl of the spoon facing the
guest’s left, and the tines of the fork facing the guest’s right
• The exact place setting depends primarily on the menu and style of service
selected by the client
• Coffee cups should not be preset at a formal dinner
• They should be placed on the table after dinner when coffee service begins.
Centerpieces
• Floral arrangements of cut flowers, potted plants or foliage combined with
candles, lights, and ice carvings are excellent centerpieces
• Consider how the flowers will look on the day you will be using them
• If you want flowers in full bloom, you should purchase them a few days early to
allow them to open fully
• If you are going to use roses on the same day as purchased, order "funeral roses,"
which are at their peak of bloom
• Store flowers between 38 and 45⁰ F.
 Centerpieces (Cont.)
• Strongly scented flowers, such as tiger lilies, can interfere with the
palate, i.e., taste of the food
• Centerpieces on dining tables should never be at eye level
• The centerpiece should not interfere with guests‘ sight lines, they
should be placed under or over these sight lines
• You do not want guests peering under, over, or around them trying
to see the person on the other side
• Guests should not have to have a conversation with a
disembodied voice
• For height, use an "epergne" a container with a slender center
portion that does not obstruct the view across the table
• A centerpiece should not overpower a table.