Element 2: Liaise with function customers Determine customer needs Identify date and time of function Match establishment resources to identified need for function Provide advice and assistance in relation to the function Record function requirements as agreed by customer Confirm function booking with customer Obtain deposit for function Element 3: Prepare for functions Maintain and update Function Sheet Advise colleagues and in relation to function Roster staff for function Minimise impact of function on normal establishment operation Arrange for external services as identified Purchase necessary stock for function Prepare Running Sheet for function Conduct pre-function briefings Finalise function details with customer, colleagues and staff Room/location to be used Approximate numbers attending. Facilities available may include: Meeting/conference room Stand up conference areas Banquet room Exhibition bays and Business centres Auditoriums Press rooms Storage bays Parking facilities Change rooms Display areas Dedicated function room/s Designated and discreet sections of restaurants and/or bars Food and beverage service Accommodation and lighting Communication technologies and equipment. Styles of functions may include: Breakfasts Lunches
Activity – General Questions In what types of functions is this style of service popular? Slide Slide No Trainer Notes Class Activity – General Questions In what types of functions is this style of service popular? Slide Slide No Trainer Class Activity – General Questions Discuss this set up option What equipment items are required? Slide No Trainer Notes Class Activity – General Questions In what types of functions is this style of service popular? Slide
Slide No Trainer Notes Class Activity – Discussion Discuss points. No Trainer Notes Class Activity – Discussion Discuss points. Slide Slide No Trainer Notes Class Activity – Questions How can you gather new ideas that can improve your offering to a client? Slide Slide No Trainer Notes Activity – Discuss points
Slide No Trainer Activity – Questions What templates would you use? What information would you include in a template? Slide No Trainer Notes Class Activity – Questions Why is it important to repeat information to the client whilst they are in your presence? No Trainer Notes Class Activity – Questions Discuss question in the slide and list items. Slide No Trainer Class Activity – Discussing points to consider when preparing a quotation Discuss steps associated with each factor.
Class Activity – Questions What are the causes of these impacts? What can you do to minimise this impact? Slide Slide No Trainer Class Activity – Questions What are the causes of these impacts? What can you do to minimise this impact? Slide Slide No Trainer Notes Activity – Questions Ask question in slide. Slide No Trainer Notes Activity – Questions To whom are the notification methods addressed? How else can you notify and prepare people?
Slide No Trainer Notes Class Activity – Questions Why is it important to have policies and procedures when setting up a function? What is the difference between a policy and a procedure? Slide No Trainer Notes Class Activity – Questions What specific policies must follow? What specific procedures must follow? Slide No Trainer Class Activity – Questions What is the purpose of a checklist? What information should be included in a checklist? Slide Slide No Trainer Notes
Class Activity – Discussion Discuss the benefits. No Trainer Notes Activity – Discussion Discuss the benefits. Slide No Trainer Class Activity – Questions What needs to be planned? What influences planning? Slide Slide No Trainer Notes Class Activity – Questions What are other considerations when setting up tables for different events? Slide
comfort – tables and chairs that are unstable reduce the level of guest satisfaction, enjoyment and comfort with their service experience Guest safety – checks should ensure the furniture is ‘fit for purpose’ and does not present a hazard to those using it: checks should ensure nothing is broken Appropriate access – so that guests can freely gain access to seats and move safely throughout the room. Special care and action may need to be taken where wheelchair access is required and where gueridon trolleys are going to be used. In addition there must be adequate room for functions service staff to move in an efficient manner. Slide Slide No Trainer Class Activity – Discuss and demonstrate mise-en-place activities Storing beverages that have been delivered to the bar stock is waiting to be put away. This is usually the first job to do in order to get drinks that require refrigeration into the fridges as soon as possible. All stock should be rotated using the First In, First Out (FIFO) method meaning that existing stock should be moved forward and the new stock stored behind it Preparing bar garnishes. These should include the basic lemon and orange slices and lime quarters as well as more sophisticated garnishes for any cocktails that are being offered as part of the function Preparing ice including obtaining ice, crushing ice and readying ice buckets and stands Preparing and checking operational readiness of cash registers if a cash bar system is operating Checking to see that all beverages listed on running sheets are available and noting those that are not for mention at the staff briefing or ordering replacement stock as required. Slide No Trainer Notes Class Activity – Discuss and demonstrate mise-en-place activities Checking the post-mix to make sure it is operational for all flavours and the water button, and is being delivered at the right temperature and strength Turning on espresso coffee machine Setting out drip trays with denaturing agent