Function Room Selection and Setup - PowerPoint Presentation

Slide1

Function Room Selection and Setup

Chapter Six Slide2

Function room's appearance

LocationUtilitiesAmount of floor space.

Major factors influencing the selection process Slide3

A function room's appearance is high on most clients' priority lists

Often a potential client is attracted to the facility primarily because of the ambience providedView

AppearanceSlide4

Lighting

SoundColorsWallsTemperature

Smell

Visibility

Layout

AppearanceSlide5

Room dimension

Ceiling heightNumber of columnsExits and entrancesProximity, number and quality of restroom facilities

Colors and types of floor and wall coverings

Sound insulation

Lighting

Other ConsiderationsSlide6

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 ceilingSome building codes stipulate 14-foot ceilings in public areas, such as restaurants, theaters, and shops.

Ceiling HeightSlide7

A 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.Slide8

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 repairThey also should be in good taste and decorated with style.

Colors Slide9

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 appetiteDark tones dull the appetiteExamples of colors that cool the appetite are dark green, navy blue, gray and black.

ColorsSlide10

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 choiceHowever, clients that are paying on a consumption basis would benefit the facility’s sales in a brighter room.

ColorsSlide11

Table placement at receptions affects food consumption

An hors d’oeuvre table placed against a wall only provides 180° access to the foodA rectangular table in the center of the room provides two open sides and 360° access to the food, and greater food consumption

Table PlacementSlide12

A round table in the center of the room gives an appearance of a lavish 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 eatWhich decreases food consumption.

Round TablesSlide13

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 en routeWithout 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.

LocationSlide14

Utilities

Types of electricity available in house

Types of electricity that can be brought in

Maximum wattage

Maximum lighting

Number of separate lighting controls

Heating, ventilation, and air conditioning (HVAC) capacity.

Closed-circuit TV, radio, and VCR system.

Closed-circuit, audio-visual (AV) system

Paging system

Number, types, and locations of:

electrical outlets

electrical floor, wall, and ceiling strips

phone jacks

dimmer switches

vents and ducts

built-in speakers

doors (open in or out? single or double doors?)

If the event will be in an exhibit hall, the client may be concerned with the number, types, and locations of:

gas hookups

exhaust fans

drains

water connections

Data ports for computersSlide15

Space Requirements

Number of Guests

Type of Dining Tables

Aisle Space

Dance Floor Space

Bandstand

Other Entertainment

Head Tables

Bank Maze

Reception Needs

Buffet Table

Beverage Station/Bar

Side Stands

Action Stations

Staging Area

Cashier

Display Area

Landing Space

Meeting Activity

Style of Service

Audience Separation

Handicap Seating

Props, Décor, PlantsSlide16

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 receptionIt 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.

Number of GuestsSlide17

Allocate 10 sq ft per guest at rectangular banquet tables

Round tables require about 12 ½ sq ft per guestThese 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.

Type of Dining TableSlide18

Aisles are needed for server access and customer maneuverability

Aisles between tables and around food and beverage stations should be at least 48 inches wideLeave enough entry and exit room for guestsAllocate 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.

Aisle SpaceSlide19

Allocate 3 sq ft of dance floor per guest

Lay-out squares for portable dance floors come in 3’ by 3’ sections9 sq ftUse one section for every three guestsA 24’ by 24’ dance floor covers approximately 600 sq ft of floor space.

Dance FloorsSlide20

Estimate about 10 sq ft per band member

Drum sets usually require about 20 sq ftLarge pianos, synthesizers, runways, and so forth need additional spaceDisc 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.

BandstandSlide21

Bandstands are often elevated on risers

Risers come in many shapes and sizesThe 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.

RisersSlide22

You may need to allocate additional floor space for strolling musicians, and other similar entertainment

Check the entertainers' contracts for exact space requirements.

Other EntertainmentSlide23

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 stageIf 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 pp 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’ pp, plus 2.5’ for the podium

For more comfortable seating, allow 2.5’ to 3’ pp.

Head TablesSlide24

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 stationsAllocate more floor space to accommodate them.

Bank MazeSlide25

Plan about 6 to 10 sq ft of floor space per guest

With 6 sq ft, guests will feel a bit tight; they also will have a bit less ease getting to the food and beverage stationsConsequently, they may eat and drink lessIf a budget client is paying on a per-person basis, where guests can eat and drink as much as they want for one price, you might consider allocating only about 6 sq ft pp to keep the price low and your food and beverage costs under control.

Reception NeedsSlide26

7 ½ sq ft pp is considered to be a "comfortably-crowded" arrangement

It is thought to be the ideal amount of floor space per guest for receptions and other similar functions10 sq ft provides more than ample space for guests to mingle and visit easily the food and beverage stations

It is an appropriate amount of floor space for a luxury-type reception

It is an appropriate setup if the client is paying according to the amount of food and beverage consumed

You want guests to have enough room to eat and drink as much as they want so that your revenues are maximized.

Reception NeedsSlide27

Buffet Table

Food stations need enough floor space for the tables and aisles

An 8’ rectangular banquet table needs 24 sq ft for the table, and 60 sq ft for aisle space (if the table is against the wall); about 100 sq ft for aisle space if the table is accessible from all sides.

When determining the number of buffet tables needed, as well as the number of buffet lines required, consider:

Number of guests expected.

Length of dining time.

Amount of service equipment required.

Type of service equipment required.

Type of menu.

Style of service.

Amount of decor desired on the buffet line.

Amount of total floor space available in the function room.Slide28

Allocate approx two running feet of buffet table for each food container

Tp display three hot offerings, three cold offerings, and a condiment basket, you should set up a buffet table about 14’ to 16’ longWith 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.

BuffetSlide29

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 foodsBars 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.

BeveragesSlide30

Side stands, tray jacks and bus carts

Three square feet eachEquipmentSlide31

Also called Performance or Exhibition Stations

Allocate a bit more floor space than for a buffet, so guests can gather and view the chefs' performanceYour floor-space estimate also must be increased if the action station is elevated on a riser.

Action StationsSlide32

If you anticipate any of these needs, you will need to allocate sufficient space to accommodate them

temporary serving line in the function roomband 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.

Staging AreasSlide33

Some functions, particularly beverage functions, may require floor space for one or more cashiers

The catered event might include a cash barThe 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.

CashierSlide34

.Sometimes clients need space to set up their own cashier stations, registration/information tables, kiosks, booths, and so forth

A client may need a cashier station in order to sell meal tickets to guests who have not prepaid, but who decided at the last minute to attend the event.

Display AreaSlide35

Where guests can discard empty plates, glasses, soiled napery, and waste

A tray on a folding tray jack stand located next to a bar or against a wallAllow 4 sq ft for each of landing space area

Cocktail or tuxedo tables can also accommodate this need

You can reduce the amount of landing space if attendants remove the discards quickly and often during the event

Landing space should be allocated on the buffet tables between and in front of food containers

Guests will need some place to set their drinks while putting food on their plates

They may need room on the table to set their plates temporarily while deciding what foods to take.

Landing SpaceSlide36

A client may want to have a business meeting and the meal or reception in the same function room

Meeting ActivitySlide37

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 spaceInstead 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.

Style of ServiceSlide38

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.

Handicapped SeatingSlide39

Using facility floor plans and other schematic drawings that show square footage, dimensions, doors, and other factors that may be important to the client, several visual plans can be developed using a basic template with graph paper

Many facilities have software that will correlate the room's dimensions, location, doorways, service corridors, columns, protrusions, dead space, permanent service installations (such as a permanent bandstand, bar, and/or dance floor), and other limitations, with the client's desires and draw out several suggested layouts for consideration.

Function Room SetupSlide40

Software programs will draw a layout using industry standards as defaults (which can be changed) for such things as distances between rows of chairs or tables, aisle space needed, and the optimal angles that should be set to accommodate video presentations

Most of these software packages also will automatically generate standard seating styles

MeetingMatrix

, Vivien,

RoomViewer

Software LayoutSlide41

Function Room StatusTiming of Events

Setup DifficultyFunction Room Layout and DesignDécorPre-movement

Tear Down

Lighting and AV

Outside Service Contractors

When scheduling, consider:Slide42

Should be 30” high

60” round – typically called a round of 8, or 8-topIt is usually used to seat between 6 to 10 guests.72” round – typically called a round of 10, or 10-top

It is usually used to seat between 8 to 12 guests.

66” round -- a more recent compromise table size, it is designed to take the place of the 60” and the 72” rounds

It can seat between 8 to 10 guests

Tables Slide43

Banquet 6 -- a rectangular table, measuring 30” wide by 6’ long.

Banquet 8 -- similar to the banquet 6, measuring 30’ wide by 8’ long.Rounds are the most popular style of dining tables, except where U-shaped, hollow-square, or conference-room setups are required.

TablesSlide44

Schoolroom or classroom table -- similar to the banquet 6 and banquet 8

It can be 18” or 24” wide and 6’ to 8’ longUsed for business meetings where classroom presentations are madeSeating is usually on one side only

Can also be used as one-half of a buffet table.

Serpentine table -- a crescent-shaped table

Typical size used is 1/4 of a hollowed-out round table

Can be used to make a snake-shaped buffet line

TablesSlide45
Slide46

Half-moon table -- a half-round table

Quarter-moon table -- a quarter-round tableCocktail table -- a small, round tableUsually available in 18”, 24”, 30-inch, and 36” diameters

You can use 30” heights (for sit-down service), shorter tables (for displays), or Tuxedo (bar height) for stand-up.

TablesSlide47
Slide48

The seat height of the chairs used should measure 17” from the floor

The most common seat-cushion dimension is 20” x 20”Typical banquet stacking chairs meet these specificationsFolding chairs usually do not; they are usually lower (15” high) and less comfortable

Folding chairs should only be used for outside events or for emergency backup.

ChairsSlide49

Bar setups are easier to plan than food events

Unlike food, alcoholic-beverage service tends to be very standardizedAlso, 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.

Bar LayoutSlide50

Must serve all function needsProvide sufficient working space

Have sufficient storage spaceEnhance cost control proceduresPrevent access by minors

Allow space for other items

Accommodate special requests

Allow for proper accounting of drinks served

Enhance security

Portable BarsSlide51

Coffee may be the simplest and most profitable service you provide

There are more compulsive coffee drinkers in the US than there are compulsive liquor drinkers, and they need coffee throughout the dayCoffee drinkers are generally impatient and want their coffee right away, especially in the morning

The setup must be easy to understand

You must make access easy

Traffic must flow smoothly with no backtracking.

Coffee Stations & Refreshment BreaksSlide52

Attendees can draw 5 gallons of coffee from a single urn in 15 minutes

You can anticipate 20 6-ounce cups of coffee per gallon.It takes twice as long to add cream and sugar as it does to pour coffee, so cream and sugar should never be placed directly in front of the coffee urnsBy placing these items away from the urn, the line will move much faster.

CoffeeSlide53

From left to right:Cups

Regular coffeeDecaffeinated coffeeHot water for tea

Teabags, Sugar, Sweetener, Cream, Lemon Slices

Spoons

Food

Setup order for good flowSlide54

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 stylesWhile 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.

Buffet LayoutSlide55

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,

BuffetsSlide56

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 unattractiveA 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.

BuffetsSlide57

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 spaceThey 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.

BuffetsSlide58

Use small containers of food on the buffet line

Try to use containers that hold no more than 25 to 30 servingsThey 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.

BuffetsSlide59

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 linesThe maximum amount you can serve efficiently with one line is 120 guestsThe 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.

BuffetsSlide60

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 lineAfter that, there will be about 4 guests passing through the line every minuteFor some luncheons, it might be a good idea to set one line for every 50 guests.

BuffetsSlide61

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 tableThe table presentation sets expectations for the meal and should reflect the themeThe 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.

TablescapesSlide62

When ordering napery, or requisitioning it from a “linen” room, you will need to specify the exact measurements needed

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 the tabletop diameter is 60”, use a cloth 78” square. A 72” diameter table should be fitted with a 90” round cloth

If you use rectangular dining tables, the tablecloth should also drape about 9” over the table's sides.

NaperySlide63

Since the standard table measures 30” from the floor, and the standard chair seat measures 17” from the floor, a tablecloth with a 9” hem will not touch the chair seats

If this tablecloth is fitted correctly on the dining table, it will not interfere with guest comfortHems should just barely touch the front edges of the chair seats.

TableclothsSlide64

At formal dinners, if floor length tablecloths are desired, allow 29” on each side

for a 72” round, you would order a 130” round tableclothWhen using floor length tablecloths, be sure that the setup crew does not push the chairs in so far that the cloth is not hanging straight down to the floor.

Floor Length TableclothsSlide65

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 rightFlatware 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/Place SettingSlide66

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 rightThe 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.

CoverSlide67

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 themIf 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 45 degrees F.

CenterpiecesSlide68

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 levelThe 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.

Centerpieces