Event Coordination and

Execution UNIT 3 CATERING MANAGEMENT: FOOD

AND BEVERAGE

Structure
3.0 Objectives
3.1 Introduction
3.2 Catering: An Integral Element of Event Management
3.3 Hygiene, Sanitation and Safety
3.4 Let Us Sum Up
3.5 Keywords
3.6 References and Suggested Readings
3.7 Check Your Progress - Possible Answers

3.0 OBJECTIVES
Management of food and beverage (F&B) is a necessity as well as an art when it
comes to events. In this Unit we will be focusing on planning and preparation of
a food corner, the serving of F&Bs, and other aspects of catering management
for events. It is to be noted that F&Bs are an integral aspect of an event and many
a times may be the primary focus. Likewise the arrangement of food layout at
the event venue has to be given serious consideration by the event planner. This
Unit will focus on all aspects of catering management in events. After studying
this Unit, you will be able to:
• Understand catering management for food and beverage service in events;
• Learn about the different types of catering operations;
• Understand the importance of types of event catering;
• Discuss the importance and functions of menu designing;
• Identify the different types of food service in catering management; and
• Know the importance of hygiene, sanitation and safety in catering
management.

3.1 INTRODUCTION
The professional event manager must understand the function of Food and
Beverage (F&B) within the purpose of the event, and must also meet the
expectations of the event in terms of F&B service. For this purpose, catering
management has to go along with the theme and type of the event. If not properly
planned, the goals of an event may not be fulfilled. Whether the event is a small
birthday party, a large fundraiser gala to attract donors and sponsors to the charity
organization, a big fat Indian wedding or even a seven course banquet honoring
a visiting head of the state, the right food as well as beverage choice and service
can facilitate the achievement of an event’s goals and objectives.

60
3.2 CATERING: AN INTEGRAL ELEMENT OF Catering Management:
Food and Beverage
EVENT MANAGEMENT
Catering in the context of events is the activity of providing F&B. It has evolved
over the years and has become an artistic affair which is aesthetically and
scientifically done to create an experience. Management of catering applies to
the functions of planning, organizing, coordinating and controlling for achieving
the goal of effective catering.
Catering Management in Events: An Overview
Catering varies from the provision of fast food or snacks at the food counter or
canteen to a full silver-service dining for clients. Contemporary catering at events
offers not just an innovative menu but a creative presentation of the menu leading
to an effective catering design with an additional component of hospitality service,
appealing to the senses of event attendees. Catering management thus, covers all
aspects of catering business, menu and food planning, procurement of material
and arrangement of other logistics, preparation of food on time, aesthetic display
of prepared food and hospitality service to meet all (personal, social, cultural,
emotional, aesthetic) needs of the guests.
Catering is based on the type, purpose, scope and objective of the event. Some
events require a supply of prepared food on a pre-decided time at the venue for
the guests; while others may require setting banquets, cafeterias, cooking centres,
setting of temporary kitchens, aesthetic display of food items, innovative plating
of food and also personal food service to the guests at the venue. Depending
upon the role and scope of catering at events different levels of catering have
evolved. While organizing for F&B service, the event manager must determine
the following functional needs to create an attractive, efficient and cost-effective
catering design: (i) Who must be fed and why: this includes the number and
demographics of guests/attendees/stakeholder groups, for the purpose of
sustenance, energy, attentiveness, hydration, refreshment; (ii) What must be fed
to them: This comprises of food varieties, meal type, special foods / diets, variety,
nutrition, and budget; (iii) When to feed them: this includes the time, positioning
within the program schedule, speed of food service, trickle/dump arrival; and
(iv) Where must the guests be fed: at on/off- premise, board room, open lawn,
tent, back-stage, break area, and standing / sitting / strolling.
The function of ‘why they must be fed,’ as mentioned above underlines the fact
that besides fulfilling the prime need of hunger, food serves various other functions
to facilitate the accomplishment of event objectives. Catering designs and types
of F&Bs served at events are determined by the functions the event manager
wants the food service to fulfill at the event. For example at a corporate event,
the event manager might organize a stand-up style of service with most of the
food items being finger foods, which allow participants to gain their energy levels
and at the same time allow the participants to mingle with each other, which is a
requisite before the forthcoming session. In events that feature a particular
element, such as a gala dinner, organisers should ensure that the seating layout
for the event suits the clients. The symbolic coming together around a table, or
in a venue, to share food is usually pleasurable, highlighting the strategic role of
food to promote socialization, communication and networking at events.
Silvers has identified seven functions of F&B service. These are: satisfying hunger,
raising alertness, enhancing an image, increasing attendance, enhancing
performance, encouraging interaction, and sustaining attendance (Fig.3.1). 61
Event Coordination and
Execution Satisfying Raising
Hunger Alertness

Enhancing
Performance

Enhancing
an Image

Encouraging
Interaction
Increasing
Sustaining
Attendance
Attendance

Fig.3.1: Functions of Food and Beverage Service

Source: Silvers (2004)

CATERING MANAGEMENT

F U N C T I O N S

Food Service
Catering Operations Requirements Menu Selection Service Planning Alcohol
Management

Performance Elements

- Understand the variety of catering operation

- Identify & comply with alcohol
types
policies and laws
- Identify the capabilities and constraints of
- Determine liabilities and insurance
caterers
requirements
- Select the appropriate catering operation
- Incorporate responsible consumption
- Oversee contracting and communications
programs

- Conduct a need assessment - Determine appropriate room setups

- Determine requirements for meal services - Specify serving styles and timings
- Identify refreshment and beverage service - Identify and integrate site implications
needs - Incorporate staffing and equipment
- Perform quantity calculations considerations

- Identify and incorporate nutritional

requirements
- Identify and accommodate dietary restrictions
Catering as an element of event
- Specify and integratemanagement
cost considerationsincludes functions such as catering
operations; requirements
- Conduct menuof food service; selection of the menu and service styles
planning

62 Fig.3.2: Functions under Catering Management and their Performance Elements

to meet the F&B needs of the event. Sometimes the event manager is also required Catering Management:
Food and Beverage
to plan the meeting of specific requirements with regard to alcohol management.
Fig.3.2 shows the major functions under catering management and the
performance elements associated with each function. These functions are catering
operations, food service requirements, menu selection, service planning and
alcohol management.

Catering Operations
Catering operation refers to the type of caterer selected for the event. Catering
operation used by the event manager may be an in-house (On-premise) catering
operation or an independent provider (Off-premise) catering operation. In
catering management the function of catering operation involves four major
activities as shown in Fig.3.2. These activities are:
1) Understand the variety of catering operation types
2) Identify the capabilities and constraints of caterers
3) Select the appropriate catering operation
4) Oversee contracting and communications
On-premise catering operations may have an in-house department at the venue,
that is, on-site kitchens involved in food preparation and hence there will be
food service as well. In off-premise catering operations, there are independent
food providers who prepare the food at an off-premise location, which is then
transported to the event site where the food service will actually take place. As
highlighted by activities 1 and 2, the event manager decides upon the catering
operation based on the research conducted to find best offers in menus, prices,
services and experience to meet the specific needs and nature of the event in
terms of time, money, infrastructure, manpower and expectations of the
stakeholders. Whether it is on-premise or off-premise catering operations, they
have their own limitations and demand a different approach when it comes to
food preparation and food service. For instance, in off-premise catering, the food
items are selected keeping in view the ease with which food items can be
transported. Also, in off-premise catering operation, the estimation of quantity
requires more accuracy than in on-premise catering operation since it would be
difficult to obtain food at the last minute. However though the on-premise catering
operation doesn’t demand high accuracy in quantity estimation and also provides
a wider range of food items for the event, it is not economical for small gatherings.

The next two activities under catering operations are selecting and contracting
the caterer. Thorough research enables the event manager to identify the caterer,
who is able to meet the specifications of the event and the criteria for budget,
menu, services and experience. The process demands intensive research because
not every caterer possesses the capacity to take charge of F&B management in
every event. For example, a caterer who is well experienced in organizing food
service at a corporate event may not do well when it comes to organizing lunch
for a wedding.

Selection follows formulation of a proper agreement. The event manager thus,

must carry the knowledge of existing catering contract policies standards to
negotiate well at the time of agreement. The catering contract should include:

63
Event Coordination and  Date, time and location of the event
Execution
 The event’s starting, ending and serving time
 Number of guests (minimum and maximum number of guests)
 Food and beverages selected
 Staffing levels
 List of charges including equipment, F&Bs, setup charges, refund and
cancellation policies, taxes, deposit policies etc.
 Insurance, licenses and permits
Food Service Requirements
The function of food service requirement (refer Fig.3.2) involves the activities
of:
1) Conducting a need assessment
2) Determining the requirement of meal services
3) Identifying refreshment and beverage service needs
4) Performing quantity calculations

Fig. 3.3: A Table Arrangement

The event manager assesses the need for different meals such as breakfast, lunch,
dinner or just a snack to be included in the event. Since, the food serves much
more than to just satisfy hunger, the need of food service, type of F&Bs, and
catering design at any event are determined by the functions they are expected to
fulfill. A review of Fig.3.1 tells us that there are various functions performed by
food service besides satisfying hunger. Sometimes different stakeholders involved
in the event need to be attended separately for food service. For instance, in an
event the VIP, sponsors and clients may have a special dining service while the
participants may be served food packets. At times the event manager may arrange
for purchasable meals for the attendees and staff. Irrespective of the type of food
service selected for the event, the event manager must ensure the quality, cost
effectiveness and adequate quantity.

Kitchen or preparation tents or any other enclosed area will be required to create
and accommodate the catering operations when operating on-premises. Sufficient
power and fuels will be required to operate equipments, stoves and grills. There
should be sufficient space to conduct preparation, cooking, assembling and plating
64
operations. Whether on-site or off-site, catering operations should supply service Catering Management:
Food and Beverage
ware, dishes, plates, cups, cutlery, glasses, tables, chairs and linens. Independent
or off-site caterers usually itemize these separately in their quote and hence while
contracting, the event organizer must confirm this. Upgraded versions of these
items such as expensive silverware or decorative china for more formal events
are also available.

Check Your Progress I

Note: Use the space provided for your answer
1) Explain the concepts of catering and catering management? What are
the functional needs that the event manager must ascertain to create an
attractive, efficient and cost-effective design?
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
2) Name the seven functions of F&B service as given by Silvers.
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
3) What are the conditions involved in on-premise catering and off-premise
catering?
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
4) List the items in a catering contract.
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
65
Event Coordination and
Execution 5) What kind of activities are involved while ascertaining food service
requirements?
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
6) Differentiate between catering management and catering operation by
giving suitable example.
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................

Menu Selection
Menu is a detailed list of all foods and drinks planned to be offered by a food
service provider. The word ‘menu,’ like much of the terminology of cuisine,
is French in origin and derives from the Latin word ‘minutus,’ meaning made
small. Depending on the type of set up and the event, menus vary in the number
of foods and categories of foods. Menu planning requires wide knowledge of
food, their availability, their cost and also the various ways in which food can be
prepared and served to the guests.

A menu planning done by giving thought to all aspects of the event including the
very purpose, as well as guests’ preferences, can be the pillar of success of events.
The main categories of foods within a typical menu are 1) Specialities / Signature
Dishes, 2) Snacks, 3) Soups, 4) Main Courses, 5) Desserts and 6) Drinks (non-
alcoholic, hot, or alcoholic). Menu selection process involves the following
functions:
1) Identify and incorporate nutritional requirements
2) Identify and accommodate dietary restrictions
3) Specify and integrate cost considerations
4) Conduct menu planning
Selecting the menus for various F&B services at an event will be coordinated
between the client, the chef, and the event manager. Menus must meet the
nutritional needs of those consuming the F&Bs, as well as meet the goals,
objectives, and purpose of the event. Menu planning is an art that involves
knowledge, thought, insight, creativity and initiative. Before actually writing
down the items on the menu, every planner must consider the basic factors
important to the situation and the guest for whom the menu is planned. The
important points which should be considered while designing menu are:
66
Type of Event: The type of event for which the catering service is being arranged Catering Management:
Food and Beverage
plays a role in deciding the type of catering menu. The catering menu must go
down with the purpose of the event. For example, the type of menu planned for
a theme wedding will be entirely different from the menu of any formal convention
or a corporate award function.

Guest Preferences: Knowing the profile of the event attendees / guests will help
design a specialized catering menu. This is especially important while deciding
on arranging the type of menu and deciding on considerations based on age,
health consciousness, regional preferences etc. For example, a guest from overseas
cannot be served only Indian cuisines. The event organizer should plan for a
cuisine which can satisfy food preferences of all type of the guests.
Menu Choices: It is always recommended to provide choices on the catering
menu so that the guests will be able to opt for the food item according to their
preferences. Variations may be included in salad dressings, appetizers, desserts,
beverages, etc. to satisfy all kinds of guests. Different cuisines add not only a
variety to the items presented for the guests but they try to satisfy the hunger of
all expected guests for that particular event.
Event Schedule: Foods that will be arranged and served also depend upon the
time of serving. According to the time, the catering menu will differ as well. One
can choose from box lunches, plated meals, buffets, cocktail receptions or working
brunches depending upon the time when the event is organized. If the event is
between 5 to 7 o’clock in the evening, the host has to serve snacks, and not
dinner.
Special Needs including Dietary Restrictions: Special needs for the catering
menu design should be anticipated. It may be restrictions based on diet, religion,
ethnicity, food allergies (such as gluten and lactose intolerance), digestive
problems and other disorders. Foods which can be easily consumed and digested
by the youth and adults may not be sometimes suitable for aged guests. Some
guests may need access to the refrigerator for medicines and water frequently.
Consideration on certain religious dietary laws such as caste-specific Hindu
(vegetarian and non-vegetarian), Muslim (halal), Jewish (kosher) and other
religious dietary laws, will require exclusion of certain foods from the menu and
restrictions in food preparation methods. Guests suffering from some known
disorders like hypertension and diabetes should be considered while serving foods.
Diabetics would require food preparations having low carbohydrates, whereas
the hypertensive would require low salt foods or low sodium foods.
Presentation of the Food: Food continues to play a key role in the twenty-first
century event experience. The production methods, budgets, types of menu,
service styles and consumer expectations have changed during the past few
centuries, but many of the core values related to giving and receiving hospitality
remains the same. One of the values is presentation of food. The presentation of
food and right food service style counts on the appeal of a meal. Visually colorful
and appetizingly aromatic foods with appropriate food service style make the
guests want to have the food. The table linens and decorations must also
compliment the theme of the food. However, presentation and serving of food is
very important. Creating ambience by the sitting décor, colour combinations of
surroundings and a pleasing welcome to the food section are equally important
for the success of event catering.
67
Event Coordination and Budget: Lastly, the budget is a deciding factor in the event catering service. The
Execution
event manager has to discuss in detail with the caterer about the arrangements
and services, and also make sure that there are no hidden charges that may be
accounted to the bill.

Menu Planning Considerations

Proper positioning of meal and the selection of right food items to be served in
that meal serve the very purpose of the meal. Table 1. lists down the considerations
to be kept in mind during menu planning.
Table 1: Considerations while Planning Menu for Events

Meal Meal Consideration Menu Recommendation

Function
Breakfast Provide energy and fuel the brain for Proteins, whole grains (cereals
morning activities; limit fats and and breads), dairy, fresh fruits.
sugars that provide temporary lift
and sluggish after-effects.
Breaks and Refresh, motivate, and relieve Whole fruits, muffins, energy
Refreshments boredom; include hot and cold bars, nuts, dried fruits, cookies,
beverages for hydration, hand-held raw vegetables with dip.
portions, chewy foods (chewing has
been proven to be a de-stressing and
relaxing action).
Luncheon Refueling and re-energising for Proteins followed by complex
afternoon activities; avoid heavy carbohydrates; hearty salads
meals that will make people drowsy with protein are popular
or sluggish.
Reception Circulation of guests preceding or Pre-dinner functions offering
replacing dinner, usually with appetizers and receptions
alcohol service or soft drinks; avoid meant to replace dinner must
too many salty foods that would have sufficient quantities and
increase alcohol consumption; foods varieties of food.
should be bite-sized.
Dinner More elaborate meal with fewer time Often includes soup and/or
constraints, often including several salad course, meat/fish, starch,
courses including a rich dessert or a vegetable, bread, rice, cheese
variety of deserts; broad latitude with and/or dessert course, followed
theme and style. by coffee/tea.
Concessions Refueling and refreshments as a Snack or comfort foods,
profit center. sandwiches, beverages.

Source: Adapted from Silvers (2004)

Adequate planning and preparation is necessary to ensure good menu so that the
purpose of event catering is served. The overall menu should have a pleasing
balance of flavors, textures, colours and taste. A customized catering menu is
being increasingly preferred by event companies who arrange for event catering
service. When choosing catering service for an event, make sure that the catering
menu is specifically tailor-made to guests’ preferences. Designing of menu should
be systematic and must follow certain steps:

68
• Decide on the menu pattern suitable for the event purpose and meal function Catering Management:
Food and Beverage
• Decide on degree of flexibility to be incorporated
• Write down the main dish and plan side dishes around it
• Match starter and salad
• Decide on the dietary restrictions and special needs if any
• Selection of desserts should relate to the main course
Event creators are beginning to acknowledge the fact that good nutrition, provided
through food and refreshments in events, can help in achieving long term health
benefits for participants, while also resulting in better attention, performance
and alertness at the event.

Types of Menu: There are different types of menu available in the food and
beverage service industry which may or may not be suitable for all kinds of
events. Menu can be categorized based upon selection (selective or non-selective),
frequency of usage (single use and cyclic) and methods of pricing (A la Carte
menu, Table d Hote, and Du Jour).

Types of menus which are commonly used in the food service operations are
(i) A la Carte menu (ii) Table d Hote menu (iii) Combination menu (iv) Cyclic
menu (v) Du Jour and (vi) Single-use menu. The categorization of the menus is
based on the requirements of the commercial set up, which may or may not be
used as such for all event purposes. But for any special event, these different
kinds of menus can be used singly or in combination depending upon the
requirements of the event, because menu planning is different for different sets
of event. Let us discuss each one separately focusing on the usability of the
menu for the various events.

i) A la Carte Menu
‘A la carte’ is a French term and means according to the card or order. In this
menu, the guests may select separately to compile their menu. This is basically a
choice menu and offers choice of dishes or items for the guests under each food
category namely starters, soups, main dishes, side dishes, salad, desserts,
sandwiches, snacks and beverages. This type of menu is used extensively
nowadays in different kinds of events because of its suitability to the preferences
of guests. A la Carte Menus may range from being limited to a few items such as
in informal family functions to being extensive in case of high profile weddings,
providing waiter service. Advantages and disadvantages of this type of menu
have been listed below.
Advantages:
• Guests have extensive choice to choose from.
• Guests can take dishes which they like.
• Needs of children, the aged and others can be catered to.
• Freshly cooked food can be offered easily.
Disadvantages:
• Needs more kitchen space, kitchen and service equipment.
• More space is required to be done. 69
Event Coordination and • Requires more kitchen staff.
Execution
• Work load of the kitchen and service staff is not evenly distributed.
• More food wastage is there.
• Food costs cannot be controlled, as the guest’s preferences cannot be
predicted.
ii) Table d Hote Menu
This is also a French term and means table of the host. This menu is a set menu,
in which a number of dishes are planned by the host. A limited choice may be
given for each course or between courses. Foods are prepared before hand and
are available at a set time. This type of menu used to be very popular in traditional
Indian parties where fixed ‘thali’ menu was served. In fact in some parts of the
country, this type of menu is still used. But as the event industry is growing
today with events witnessing the presence of an international, diverse, prestigious
and demanding clientele with food preferences, this type of menu has limited
use. Advantages and disadvantages of this type of menu have been listed below.
Advantages:
• Less kitchen space and service equipments are required.
• Less space arrangement is required to be done.
• Less labor is required, as the number of dishes is limited.
• Less food storage space required.
• Food wastage is minimal.
• Food cost is easier to control.
Disadvantages:
• Choice for the guest is limited.
• Fixed amount has to be paid by the host to caterer, irrespective of the dishes
consumed.
• Needs of children, old aged and others cannot be catered to.
iii) ‘Carte du Jour’ and ‘Plat du Jour’
‘Carte du Jour’ means card of the day. It is a special menu for a particular day.
‘Plat du Jour’ means plate of the day. These menus signify its utility in the
commercial set up. This type of menu alone cannot fulfill the need and purpose
of any event. This menu in combination with A la Carte can be used for any
event by providing the attraction / specialty of the day.

iii) Combination Menu

Combining two types of menu, as discussed earlier for A la Carte and du Jour
can serve the purpose of some event like new year celebrations, carnivals,
fundraisers and so on. Similarly Table d Hote menu with in-built choices as far
as possible can fulfill the needs of some events. This type of combination menu
can be used in events like conferences, seminars etc. where guests have less time
to choose their dishes but need to satisfy their hunger as well as nutritional needs.

70
iv) Cyclic Menu Catering Management:
Food and Beverage
This is a menu which changes every day for a certain set of days (say for a week)
before the cycle ends. This type of menu does not have any relevance for event
purpose. After the completion of the cycle, a new set of menu is prepared and
followed, keeping in mind the seasonal availability of dishes. This type of menu
can be planned for educational and training workshops which are carried out for
several days and need catering.

Check Your Progress II

Note: Use the space provided for your answer
1) Name the important aspects that should to be considered while designing
the menu.
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
2) Why is it essential to have proper positioning of meal and the selection
of right food items to be served in that meal? Explain by giving details
of menu recommendations with respect to meal consideration.
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
3) Describe ‘A la Carte’ Menu. Enlist advantages and disadvantages of A
la Carte Menu.
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................

Service Planning (Food Service Style)

Service planning or food service style is the manner in which the food is presented
to guests at an event and affects their impression to a large extent. Food service
style in turn gets affected by the budget, time allotment for food function, purpose
/objectives of the event, needs of guests and spatial availability. Food Service
Style thus plays a crucial role in the success of any event whether small or big.
The function of food service planning includes the following activities:
71
Event Coordination and 1) Determine appropriate room setups
Execution
2) Specify serving styles and timing
3) Identify and integrate site implications
4) Incorporate staffing and equipment considerations
Whichever food service style is opted for the event, the aim is to satisfy the
guests with food of good quality, served in an attractive manner at correct
temperature, and with food safety, for acceptability. The style of food service
selected should be as per the particular type of food service operation and should
contribute towards achieving the objectives of the event. The event manager
together with the caterer can choose those that may be less expensive (cost
effective), entertaining and can contribute significantly to guest satisfaction. The
type of food service method chosen by the event manager together with caterer
would basically depend on the following factors:
• type of establishment
• type of food or menu being served
• cost of the meal or food
• time available for the meal
• type of guests
• number of guests expected
• availability of skilled serving staff
Food can be served in many ways and no service style is better than another - the
appropriate style for a particular event depends on the purpose, goal and objectives
of the event and the needs of the attendees being served. Certain styles require
highly trained staff, and others require specialized equipments. Certain styles
facilitate circulation whereas others communicate formality and elegance. Service
styles requiring more or highly trained staff may cost more than self service
because of labor cost. Self service style, however requires more food per person,
because it is not known who will eat how much of what food item. Certain foods
are not suitable for preset or plated buffet service because they will cool off,
warm up, or melt while waiting for guests to enter the event or serve themselves.
We are aware that food patterns of different regions in the world are different
and so are the food service styles / methods. Sometimes the same style of food
service is named differently at different places. The most common methods of
service may be classified into three categories: i) waiter service, ii) self service,
and iii) vending.
Waiter Service
This is a formal type of service in which a skilled person / waiter presents the
menu to the guests. The tables are preset with napkins, cutlery, water tumblers,
salt and pepper cruets and other accessories. The dining area gives a formal
appearance and provides an atmosphere of dignity, hospitality and leisure. The
degree of formality in a waiter service style varies with each type of establishment,
from very formal (in which each course is served in new plates) to semi-formal,
in which the starter or soup is served, plates removed, and a fresh plate offered
for the entire meal. This is then removed only when the dessert and coffee is
served.
72
The waiter service requires special skills and training, carried out preferably on Catering Management:
Food and Beverage
the job and out of peak service hours. The more formal the service, the more
expensive it becomes for management. Waiter services have been described
differently in catering literature as English, French, Russian, American or
Compromise styles of service. But basically all these styles require one waiter to
serve every 8-10 diners / guests. Waiter service has been used in a number of
ways depending upon the response and the demands. They are (i) Banquet service,
(ii) Restaurant service, and (iii) Room service.
i) Banquet service: This is the most sophisticated style of waiter service and
is usually carried out when the heads of states or of the government are
being entertained. It can also be used for small events where sophistication
is required. It is therefore extremely formal and calls for perfect etiquette at
the table. Meals are served in courses, which may vary from four to six, and
the cover is left clean after each course. This sophisticated style cannot be
used for the type of events which expect large number of guests such as
community gatherings, exhibitions, concerts etc.
ii) Restaurant service: The objective of restaurant service is to provide an
atmosphere for leisure dinning to the guests. For events like exhibitions,
conferences, seminars, forums, conventions and summits, this type of service
is relevant. Temporary restaurants or cafeterias are setup to satisfy the hunger
of a large number of guests at the event venue.
iii) Room service: This type of service is used when the event company has
made stay over guest arrangement for events lasting for more than a day. In
this style, food is served in the room where the guest is staying. Food is
proportioned and laid out on a tray / trolley or packed in a box and presented
to the guest. In events like conferences where guests stay for more than one
day, room service is required.

Self service
In this type of the service, guests come to the counter, bay or table to serve
themselves. This is a very commonly used style of food service and suits almost
all kinds of events. There are many types of self service styles, each adapted to
the needs of the host and for different occasions. Mainly this has been grouped
into (i) Buffet service, and (ii) Cafeteria service.

Fig. 3.4: A Dessert Buffet 73

Event Coordination and i) Buffet service: Buffets may be arranged in many ways depending on the
Execution
space available, the occasion, number of people eating, and the degree of
formality desired. All the menu items are dished out and placed on the table
in as attractive a manner as possible. Guests move around the table to help
themselves to foods of their choice. Selections usually are numerous and
elaborate and eye appeal is an all-important factor in the foods offered.

During the meal hour, proper equipments to keep food hot or cold, as desired
are essential. Food served buffet style is popular in many Indian weddings.
This style of food service can also be used for almost all formal or informal,
small or big events like religious gatherings, product launches, birthday
parties, live performances, office parties and so on. Buffets may be classified
into three main types according to the menus planned, and the type of dinning
arrangement desired : (i) Full buffet, (ii) Finger buffet, and (iii) Fork buffet.
Important points about these three types of buffet have been highlighted in
Box No. 2.

Box No. 2: Types of Buffet Service Styles

Full Buffet
• May be formal or informal
• Seating tables are laid out with cutlery, linen, accompaniments, and
water or beverages
• Single or more tables can be used to place whole menu items depending
upon the place availability
• Hot foods with rechauds or cold foods can be laid on service tables.
• Guests with their plates go to the tables and serve the food
• For second help, staff may circulate among the guests depending upon
the formality desired
• Tables are cleared by the service staff after dinning
Finger Buffet
• Used at tea time, cocktail parties or festive occasions
• Less use of cutlery for eating
• Informal
Fork Buffet
• Informal, used mainly for conferences, seminars etc.
• Completely self help service style
• Used when there is less time for dining
ii) Cafeteria service: Temporary cafeteria can be set up specifically at the event
venue site for event duration in events like exhibitions, large conferences,
seminars etc. The whole meal is served on the tray or plate. In cafeteria
service style, emphasis is given on standardized portions and speedy yet
courteous service. This service can be classified as i) Traditional ii) Hollow
square / Free flow / Scramble system. In Traditional system staffs are stationed
behind the counter to serve the guests and help them in selection of foods as
they move along a counter of foods. Menus are fixed, example, vegetarian
74
 or non-vegetarian foods on separate counters/tables. In the Hollow square / Catering Management:
Food and Beverage
Free flow, or Scramble system, separate tables or counters are provided for
different menu groups, such as hot foods, salads, desserts etc.

The sections are usually placed along three sides of the provided space for
food corner. Guests move from the centre to any section of food they like.
Hot foods are held in bainmarie in full view of the guests. Cold foods like
desserts, ice creams, and cocktails are displayed in refrigerated cases for
selection. Foods are separated from the guests by sneeze guard to protect
from contamination. Service staff prepares plate for each individual according
to the selection of food items made by the guests from the choices provided.

Vending
This type of food service is relevant for all major and mega events where menu
items like cold drinks, coffee and tea, chips and other packaged foods are served
to a large number of event attendees like in exhibitions. Vending originally
consisted of a seller or vendor who brought food at the desired place like at
home, at the place of event etc.

Food Service Styles used in Presentation

Food service methods / styles have also been classified as per the way foods/
menu are being presented to the guests. They are (i) table service methods where
meals are served to seated guest, (ii) counter service methods where meals are
collected by the guests, and (iii) personal service methods in which meals are
delivered. Table 2 summarizes different types of food service styles with
descriptions and typical use. The table also highlights the different names by
which the particular food service styles are commonly known.
Table 2: Different types of Food Service Styles

Service style Description Comments and typical use

Table Plated service Pre-plated meals from the • Good portion control,
service (American service) kitchen and then served to efficient and economical
style the guest. • Popular for large banquet
events
Family style service Dishes are put on the table • Popular for casual events
(English service) where spoons are provided • Less portion control
and guests serve themselves • Easy and quick to serve
passing the container to one • Suits families with young
another children
• Needs big tables to fit all
the dishes on
Silver service Full Silver Service is where • Used at upscale or very
(Russian service) the steward brings the meal formal events
to the guest who is seated • A more personal guest
at the table. The plate is experience
placed in front of the guest • Staff costs are high as it
who is then shown the dish needs more serving staff
before serving it on to the
guest’s plate; the main
course can either be plated
or served to the guest.
75
Event Coordination and
Execution Counter Guéridon (French Food is served from a side • Not often used for
service cart service) table or trolley using a spoon banquets
style or fork. Sometimes dishes are • Sometimes used for
assembled or cooked in front preparing Caesar salads or
of the customer on a portable flaming desserts
cooking stove (rechaud) on a • Very specialist, skilled
table side cart with wheels service
(gueridon).
French Banquet Platters of food are arranged, • Often used at formal
service guests select foods. The banquet events
server then portions and
serves each food item
selected to individual plates.
Butler table service Platters of food are arranged, • Used at upscale elegant
servers present platters to dinners
each guest in succession, and
guest serve themselves with
utensils from platters.
Cafeteria (free A single long display counter • Often used for participant
flow) but can sometimes be meal service
multiple counters. Similar to • Queuing is often required.
buffet service, except guests • A simple, basic experience
are served by counter for guests
attendants.
Buffet service Foods are arranged on tables. • Popular at hospitality
Guests usually move along functions, social
the buffet line and serve gatherings, and less formal
themselves. When their plates events
are filled, guests take them to
a dining table to eat. Servers
usually provide beverage
service at tableside. A very
elegant buffet would have
servers carry guests’ plates to
their tables for them.
Food stations Similar to buffets, but with a • Used to increase
different type of food or part circulation and draw
of the menu at each station, guests to different areas
and with stations located in within the event
different places within the • Used for dessert or coffee
event space. stations
Tray or trolley An assembled meal provided • Used in room service for
or a choice of food and drink an event like marriage
Personal from a trolley party where guests stay
service over night
style Sold from a machine • Drinks, snacks and meals
Vending
can be offered including
hot meals

The event managers can select any of the food service methods from the list or
the combinations of methods for their event depending on their budget, place
and the need of the events.
76
Alcohol Management Catering Management:
Food and Beverage
Serving alcohol is not the same as serving other foods at any event. Alcohol
cannot be served without license and proper insurance and these need entirely a
different perspective in catering management. Alcohol management at an event
involves following activities:
1) Identify and comply with alcohol policies and laws
2) Determine liabilities and insurance requirements
3) Incorporate responsible consumption programs
Alcohol at any event can be served only when certain points are considered like:
(i) selection of caterer who has license to serve; (ii) place of event whether alcohol
can be served or not; (iii) kind of drinks to be served, whether hard or soft; (iv)
size of serving; (v) trained bartenders; (vi) security aspects etc. Thus, serving
alcohol requires a lot of management and implementation of a number of strategies
to reduce the risks associated with alcohol serving. As suggested by Silvers, the
strategies which a professional event coordinator can employ to reduce risks
associated with alcohol service are:
• Use only licensed liquor providers and trained bartenders.
• Always provide food with alcohol service, avoiding salty snacks.
• Do not place bars near the door, but place food stations near the door so that
guests will begin eating before drinking.
• Use a portion-control system (Jiggers or Posi-pour dispensers) rather than
free pouring.
• Limit portions to 1 oz of distilled spirits per mixed drinks, 5 oz of wine, and
12 oz of beer.
• Do not allow doubles or shots.
• Never allow self-service.
• Close bars 30 minutes to one hour before the scheduled end of an event,
offering coffee or other nonalcoholic beverage service for the remainder of
the event.
• Do not announce a ‘last call.’
• Feature attractive alcohol-free drinks.
• Implement a designated driver program (perhaps offering free non-alcoholic
beverages to drivers).
• Arrange for a subsidized taxi or other transportation service to drive guests
home.
• Purchase liquor liability insurance for the hosting organization.
• Monitor entrance to the event and issue credentials.
• Arrange for security personnel.
• Provide ‘family’ or ‘dry’ (alcohol-free) seating areas at sporting or festival
venues.
77
Event Coordination and
Execution Check Your Progress III
Note: Use the space provided for your answer
1) What are the decisive factors for selection of food service methods?
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
2) Name the different types of Buffet Service styles.
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
3) Explain briefly the following:
A) Buffet service
.......................................................................................................
.......................................................................................................
B) French banquet service
.......................................................................................................
.......................................................................................................
C) Plated service
.......................................................................................................
.......................................................................................................
4) Write down the strategies which can be implemented by the event
manager to reduce the risks associated with alcohol service.
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................

78
 Catering Management:
3.3 HYGIENE, SANITATION AND SAFETY Food and Beverage

In catering management right from the beginning handling, preparation and

service of food is required. Most of the foods being perishable in nature are
liable to contamination, during various stages from preparation to consumption.
Contamination of food materials lead to the spread of infection and disease. This
affects health of the persons involved in handling as well as the people who
consume those foods. In catering therefore, hygiene and sanitation play a vital
role in promoting and protecting the health and well being of people in large
numbers. Thus, all food service and catering operations must comply meticulously
with all health and food safety measures. Hygiene and sanitation in catering
management means environmental hygiene, hygienic food handling, and personal
hygiene. In addition to this, safety measures in catering operations are equally
important.

Environmental Hygiene and Sanitation: For general cleanliness of the catering

establishment, preventive measures must be implemented throughout the
establishment and all the outside areas, apart from food preparation and storage
areas. The entire set up, that is, the building structure, site, equipments, furniture
and fittings, should be so constructed and maintained that dust, dirt, cockroaches
and rodents have no entry. The working place should be well ventilated and
properly lit. Water supply and drainage system should be satisfactory with suitable
traps and grills.

Hygienic Food Handling: Foods and food processing areas which basically
include collection, preparation and holding areas are the ones which are more
susceptible to contamination, as well as to growth of microorganisms. Safety
management systems to identify, monitor, and control contamination risks and
hazards associated with food borne illness should be established. There should
be proper arrangements for collection of waste materials and garbage disposal.

Personal Hygiene: Food handlers are the people involved in the food processing
activities from receiving, storage, preparation, cooking and food serving till waste
disposal. Personal hygiene refers to all the conditions and measures necessary to
ensure the cleanliness of a person’s clothes and body, and also working habits of
people. Personal hygiene is very important for food handlers to prevent
contamination of food. To safeguard food contamination through food handlers,
there should be strict rules for their personal hygiene:
• No food handlers should have any kind of disease or infections
• Hands should be clean at all times with short nails and no nail paint
• Illness must be immediately reported
• Leaning and sitting on working table is objectionable
• All staff reporting on duty must be fresh, well groomed and clean
• Food must be handled correctly and as little as possible
• There should be no smoking, spitting, chewing, eating, sneezing or coughing
over unprotected food.

79
Event Coordination and Safety during Catering: Safety is important in all areas of a catering
Execution
establishment. Food processing and preparation areas, being the centre of catering
operation, are most vulnerable to different types of accidents. Every catering
establishment therefore needs to develop a safety policy which ensures protection
to property, equipment, materials, and people within the establishment at all
times. Accidents may be due to physical, environmental or psychological causes
and may lead to falls, cuts, burns, fire, fumes, broken glass etc. Safety regulations
need to be enforced through discipline at work, close supervision of all activities
in vulnerable areas particularly at peak hours, closing of all switches for fuel
supply and water taps when not in use, immediate attention to any kind of repair,
regular maintenance and servicing of equipments, and by motivating staff to
develop safety habits. We have now come to the end of this Unit on Catering
Management. In that next Unit we shall be learning about the significance and
use of technology and equipments in events.

Check Your Progress IV

Note: Use the space provided for your answer
1) How important is safety during catering?
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................

3.4 LET US SUM UP

In this Unit, we focused on all aspects of catering management. We learnt that
catering management is an art which is aesthetically and scientifically done to
provide F&Bs at an event for satisfying a large number of people in a cost effective
manner. We discussed about the aims, goals and objectives of catering
management. Catering operations include all activities relating to collection,
preparation, cooking and serving of food and beverages. The type of catering
operations used may be an in-house department at the venue or an independent
provider at an off-premise location. We learnt about how different types of food
service methods / styles can be used for various events purposes. Under menu
designing, we discussed about different functions of menu and several points
which should be considered for menu designing. There are basically three types
of menus, namely A la Carte Menu, Table d Hote Menu and Combination Menu
which can be used singly or in combination for any event purpose. Hygiene,
sanitation, and safety in catering management, have been discussed, elaborated
and its importance has also been highlighted.

80
 Catering Management:
3.5 KEYWORDS Food and Beverage

A la Carte Menu : Choice menu

Table d Hote : Fixed menu
Plat du Jour : Plate of the day
Rechaud : Portable cooking stove
Gueridon : Table side cart with wheels
Bain-marie : A cooking utensil containing heated water
Beverage : A drink of any type other than water
Jigger : A jigger or bar jigger is an hourglass shaped
measuring device used by bartenders to ensure that
they pour accurate amounts of alcohol into every
drink
Posi-Pour : Posi-pour spouts help bartenders to portion every
shot to the amount the event management wants
customers to receive

3.6 REFERENCES AND SUGGESTED READINGS

Allen, Judy (2000). Event Planning: The Ultimate Guide to Successful Meetings,
Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and
Other Special Events. Etobicoke, ON: John Wiley & Sons Canada Ltd.

Robinson, N.S. and Clifford, C. (2011). ‘Authenticity and Festival Foodservice

Experiences,’ Annals of Tourism Research, 39(2): 571-600.

Sharples, Liz (2014). ‘Food and Function,’ In Sharples, Liz, Crowther, Pjil, May,
Daryl, and Orefice, Chiara (eds.), Strategic Event Creation. Oxford: Goodfellow
Publishers Limited, pp. 166-186.
Shone, Anton and Parry, Bryn (2010). Successful Event Management: A practical
handbook. 3rd edn. Hampshire: Cengage Learning.
Silvers, Julia Rutherford(2004). Professional Event Coordination. New Jersey:
John Wiley & Sons.
Links
www.eventfaqs.com
http://www.minimalisti.com

3.7 CHECK YOUR PROGRESS: POSSIBLE

ANSWERS
Check Your Progress I
1) Catering in the context of events is the activity of providing food and beverage
(F&B). Today it has become an artistic affair which is aesthetically and
scientifically done to create an experience. Catering varies from the provision
of fast food or snacks at the food counter or canteen to a full silver-service
81
Event Coordination and dining for clients. It is not just about an innovative menu but a creative
Execution
presentation of the menu leading to an effective catering design and
hospitality service. Catering is also based on the type, purpose, scope and
objective of the event. Some events require a supply of prepared food at a
pre-decided time in the venue for the guests; while others may require setting
banquets, cafeterias, cooking centres, setting of temporary kitchens, aesthetic
display of food items, innovative plating of food and also personal food
service to the guests at the venue. Catering management applies to the
functions of planning, organizing, coordinating controlling for achieving
the goal of effective catering. It covers all aspects of catering business, menu
and food planning, procurement of material and arrangement of other
logistics, preparation of food on time, aesthetic display of prepared food
and hospitality service to meet all (personal, social, cultural, emotional,
aesthetic) needs of the guests. The functions of management for any catering
operation, small or large, are basically the activities which a manager
performs to get people to work harmoniously to achieve a goal of satisfying
the functional need of food service.

The event manager must keep in mind the following functional needs to
create an attractive, efficient and cost-effective catering design: (i) Who
must be fed and why: this includes the number and demographics of guests/
attendees / stakeholder groups, for the purpose of sustenance, energy,
attentiveness, hydration, refreshment; (ii) What must be fed to them: This
comprises of food varieties, meal type, special foods / diets, variety, nutrition,
and budget; (iii) When to feed them: this includes the time, positioning within
the program schedule, speed of food service, trickle / dump arrival; and (iv)
Where must the guests be fed: at on / off- premise, board room, open lawn,
tent, back-stage, break area, and standing / sitting / strolling.

2) The seven functions of F&B service as given by Silvers are: satisfying hunger,
raising alertness, enhancing an image, increasing attendance, enhancing
performance, encouraging interaction, and sustaining attendance.

3) There are limitations and different approaches when it comes to food

preparation and food service, in on-premise or off-premise catering
operations. For instance, in off-premise catering, the foods items are selected
keeping in view the ease with which food items can be transported. Also, in
off-premise catering operation, the estimation of quantity requires more
accuracy than in on-premise catering operation since it would be difficult to
obtain food at the last minute. However though the on-premise catering
operation doesn’t demand high accuracy in quantity estimation and also
provides a wider range of food items for the event, it is not economical for
small gatherings.
4) The catering contract should include the following:
• Date, time and location of the event
• The event’s starting, ending and serving time
• Number of guests (minimum and maximum number of guests)
• Food and beverages selected
• Staffing levels
82
 • List of charges including equipment, F&Bs, setup charges, refund and Catering Management:
Food and Beverage
cancellation policies, taxes, deposit policies etc.
• Insurance, licenses and permits
5) The function of food service requirement involves the following activities:
• Conducting a need assessment
• Determining the requirement of meal services
• Identifying refreshment and beverage services needs
• Performing quantity calculations
6) Catering management covers all the aspects of catering business, menu and
food planning, procurement of material and arrangement of other logistics,
preparation of food on time, aesthetic display of prepared food and hospitality
service to meet all (personal, social, cultural, emotional, aesthetic) needs of
the guests. Catering operation, on the other hand, is one of the functions
under catering management and refers to the type of caterer selected for the
event. Catering operation in events may be an in-house (On-premise) catering
operation or an independent provider (Off-premise) catering operation. On-
premise catering operations have on-site kitchens involved in food
preparation and food service as well, whilst in off-premise catering
operations, there are independent food providers who prepare the food at
their site which is then transported to the event site, where the food service
will actually take place.

Check Your Progress II

1) The important aspects which should be considered while designing menu
are:
1) Type of Event
2) Guest Preferences
3) Menu Choices
4) Event Schedule
5) Special Needs
6) Presentation of the Food
7) Budget

For details on the above mentioned aspects, the respective section in the
Unit could be referred.

2) Proper positioning of the meal and the selection of right food items for it,
serve the very purpose of the meal. Moreover, besides considering in the
menu a pleasing balance of flavors, textures, colours and taste, event creators
are beginning to acknowledge the fact that good nutrition, provided through
food and refreshments, can help in achieving long term health benefits for
participants, while also resulting in better attention, performance and
alertness at the event. For example, if breakfast is served in the event, it also
actually marks the first meal of the day. Therefore, the food items selected
for the breakfast should provide energy and fuel to brain for the morning
83
Event Coordination and activities and should contain proteins, whole grains (cereals and breads),
Execution
dairy, fresh fruits instead of fats and sugars which provide temporary life
and sluggish aftereffects.

Figure: Meal Consideration along with Meal Recommendation

Meal Function Meal Consideration Menu Recommendation

Breakfast Provide energy and fuel the brain for Proteins, whole grains
morning activities; limit fats and (cereals and breads), dairy,
sugars that provide temporary life and fresh fruits.
sluggish after-effects.
Breaks and Refresh, motivate, and relieve Whole fruits, muffins,
Refreshments boredom; include hot and cold energy bars, nuts, dried
beverages for hydration, hand-held fruits, cookies, raw
portions, chewy foods (chewing has vegetables with dip.
been proven to be a de-stressing and
relaxing action).
Luncheon Refueling and re-energising for Proteins followed by
afternoon activities; avoid heavy comples carbohydrates;
meals that will make people drowsy hearty salads with protein
or sluggish. are popular.
Reception Circulation of guests preceding or Pre-dinner functions
replacing dinner, usually with alcohol offering appetizers and
service or soft drinks; avoid too many receptions meant to
salty foods that would increase replace dinner must have
alcohol consumption; food should be sufficient quantities and
bite-sized. varieties of food.
Dinner More elaborate meal with fewer time Often includes soup and/
constraints, often including several or salad course, meat/fish,
courses including a rich dessert or a starch, vegetables, bread,
variety of desserts; broad latitude with cheese and/or dessert
theme and style. course, followed by
coffee/tea.
Concessions Refueling and refreshments as a profit Snack or comfort foods,
center. sandwiches, beverages.

3) The name ‘A la Carte’ is derived from French and means according to the
card or order. In this menu, the guests may select separately to compile their
menu. This is basically a choice menu and offers choice of dishes or items
for the guests under each food category namely starters, soups, main dishes,
side dishes, salad, desserts, sandwiches, snacks and beverages. This type of
menu is used extensively nowadays in different kinds of events because of
its suitability to the preferences of guests. A la Carte Menus may range from
being limited to a few items such as in informal family functions, to being
extensive in case of high profile weddings, providing waiter service.
Advantages and disadvantages of this type of the menu have been listed
below.
Advantages: - Guests have extensive choice to choose from; they can take
dishes which they like; the needs of children, the aged and others can be
catered to; and freshly cooked food can be offered easily.
84
 Disadvantages: - Needs more kitchen space, kitchen and service equipment; Catering Management:
Food and Beverage
more space is required to be done; requires more kitchen staff; work load of
the kitchen and service staff is not evenly distributed; more food wastage is
there; and food costs cannot be controlled, as the guest’s preferences cannot
be predicted.
Check Your Progress III
1) The type of food service method chosen by the event manager together with
caterer would basically depend on the following factors:
• type of establishment
• type of food or menu being served
• cost of the meal or food
• time available for the meal
• type of guests
• number of guests expected
• availability of skilled serving staff
2) Buffets may be classified into three main types according to the menus
planned, and the type of dinning arrangement desired. They are: (i) Full
buffet, (ii) Finger buffet, and (iii) Fork buffet.
3) a) French Banquet service: Platters of food are arranged, guests select
foods, and the food server then portions and serves each food item
selected to individual plates.
b) Buffet service: Foods are arranged on tables. Guests usually move along
the buffet line and serve themselves. When their plates are filled, guests
take them to a dining table to eat. Servers usually provide beverage
service at tableside. A very elegant buffet would have servers carry
guests’ plates to their tables for them.
c) Plated service (American service): Pre-plated meals from the kitchen
and then served to the guest.

4) The strategies which can reduce the risks associated with alcohol serving
are as follows:

1) Use only licensed liquor providers and trained bartenders.

2) Always provide food with alcohol service, avoiding salty snacks.
3) Do not place bars near the door, but place food stations near the door
so that guests will begin eating before drinking.
4) Use a portion-control system (Jiggers or Posi-Pour dispensers) rather
than free pouring.
5) Limit portions to 1 oz of distilled spirits per mixed drinks, 5 oz of
wine, and 12 oz of beer.
6) Do not allow doubles or shots.
7) Never allow self-service.
85
Event Coordination and 8) Close bars 30 minutes to one hour before the scheduled end of an
Execution
event, offering coffee or other nonalcoholic beverage service for the
remainder of the event.
9) Do not announce a ‘last call’.
10) Feature attractive alcohol–free drinks.
11) Implement a designated driver program (perhaps offering free non-
alcoholic beverages to drivers).
12) Arrange for a subsidized taxi or other transportation service to drive
guests home.
13) Purchase liquor liability insurance for the hosting organization.
14) Monitor entrance to the event and issue credentials.
15) Arrange for security personnel.
16) Provide ‘family’ or ‘dry’ (alcohol-free) seating areas at sporting or
festival venues.
Check Your Progress IV
1) Safety is very important in all the areas of catering establishment. Food
processing and preparation areas, being the centre of catering operation, are
most vulnerable to different types of accidents. Every catering establishment
therefore needs to develop a safety policy which ensures protection to
property, equipment, materials, and people within the establishment at all
times. Accidents may be due to physical, environmental or psychological
causes and may lead to falls, cuts, burns, fire, fumes, broken glass etc. Safety
regulations need to be enforced through discipline at work, close supervision
of all activities in vulnerable areas particularly at peak hours, closing of all
switches for fuel supply and water taps when not in use, immediate attention
to any kind of repair, regular maintenance and servicing of equipments, and
by motivating staff to develop safety habits.

86