Module - 3

MODULE - 3

TABLING

The type of table plan put into operation for a particular function depends upon a number of factors.
These are:
 Organizers wishes
 Nature of the function
 Size and shape of room where the function is to be held
 Number of covers

For a smaller type of function a ‘U’ or ‘T’ shaped type of table may be used or where the luncheon
or dinner party is more formal .There may be a top table and separate round table or rectangular will
be used for the various parties of guests. When large number of covers to be accommodated then
accepted- form of table plan is a top table with sprigs.

When a function is being booked, a great amount of consideration is given to spacing, namely width
of covers, gangways, size of chairs and so on. This gives a comfortable seating space for the guests
and sufficient room for the service staff for the service of the meal.

SPACING

• Its generally recognized that the minimum space between sprigs should be 2 meters(6ft).This is
made up of two chars width from the edge of the table to the back of the chair(46cm) plus a
gangway of 1meter(3ft)

• Table width are approximately 75cm (2ft 6inch)

• The length along the table per cover should be 50-60cm

• The space from the wall to the edge of the table should be a minimum of 1.4 meter (4ft 6 in).This
is made up of a 1 m (3ft0passing space and 46 cm chair width

• The length of the table used is generally 2 m(6ft) but 1.2 and 1.5 meter length (4 and 5 feet) may
be used to make up a sprig

• Round table should would be 1.0,1.5, or 2 meter (3,5 or 6 feet) in diameter with the appropriate
extensions • Suggested area allowance for sit down functions per person is approximately1.0-1.4 sq
meter (1215sq ft).

• The height of the chair from the ground will vary according to the style and design but is
approximately 46-50cm (18-20inch)

Quick calculation
Theatre style

Allow 12 sq ft per person for group of less than 60 people

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11 sq ft per person for group of 60-300 people

10 sq ft per person for group of more than 300 people
Class room style

Allow 22 sq ft per person for group of less than 60 people

20 sq ft per person for group of 60-300 people
17 sp ft per person for group of more than 300 people

U-Shape Allow 35 sq ft per person

Hollow square Allow 30 sq ft per person

Laying Of Cloth The minimum size of banqueting cloth is 1 meter (3ft) in width by 4 m (12ft)in
length. However, they are available in longer lengths(18 ft).These are the cloths are used on top
tables and sprigs., thus often avoiding the necessity of overlapping that occurs when smaller sized
tablecloths are used. When laid the centre crease should run straight down the centre of the table
with the overlap the same all-round the table. All cloth should be in the same fold and have the
same pattern. Any overlap of cloth should face away from the main entrance so that the join is not
visible to the guests as they look down the room on available

SPACE AREA CALCULATON

Here is an example of banquet seating plan for 350guests.31 guests on the top table.
SOME CONSTANTS
Size of the table: 6 Feet X 3 feet and 3Feet X 3 feet
Size of the Banquet cover: 27 inches X 15 inches
Work aisle (space) between two sprigs is: 6 feet (minimum).
The distance between top table and sprig is: 3 feet (minimum)
Distance of sprigs and the top table from the walls of the banquet hall: 5 feet (minimum)
The top table should be raised from the ground by minimum 6 inches to 1 feet, so that every can
see the guests who are seated on the top table.
Calculation:
Total number of guests = 350
Guests on top table =31
To know the length of the top table multiply no of guests on the top table by 27 inches.
So 31X 27 inches =837inches, divide by 12 to convert into feet.
So 837 / 12 =69.75 feet (rounded off to: 72 feet(we can have 12 tables of 6’X3’).
So length of Top table is =72 feet.
To know the number of sprigs, divide the length by9 feet (6 feet is the aisle+3 feet is the table
width)
So number of sprigs = 72 divide by 9 = 8 sprigs

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Number of guests to be seated on sprig: 350 – 31 = 319 guests.

To know the how many guests will be sitting on each sprig=310 divide by 8 =40 guests that means
20 guests on each side of the sprig
To know the length of the sprig multiply the number of guests on each side of the sprig by 27inches
i.e.
20 x 27 =540 inches or 540 divide 12 =45 feet. (We can have 7 tables of 6’x3’ and one table of
3’X3’).
So the length of the sprig table will be =45 feet.

When one calculates how the sprig will fit within the length of top table the calculation will be:
Number of sprigs=8Numbers
Working aisle(space)=6 feet
Width of table=3 feet.
So the number of work aisles are =7 because the number of sprigs are=8.
The size of the room will be
LENGTH= 45 feet (size of sprig table)+3 feet(distance between top table and sprig table)+3feet(
width of top table)+ 10 feet allowance (5 feet on top and bottom)= 61 feet, say = 65 feet.
WIDTH = 72 feet (Length of top table) + 10allowance feet (5 feet on top and bottom) = 82 feet,
say= 85 feet.
The ideal size required for the above banquet is :
65 feet x 85 feet.

THE LAYOUT PLAN WILL BE:

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Seating plan

The different types of banquet style setups are:

1. THEATER STYLE:

 Theater style is ideal for lectures, presentations, and group meetings of any size
 It consists of chairs in rows facing a panel table or podium at the front of the room
 This meeting setup is suitable for half-day meeting or meeting not more than 4 hours

2. CLASSROOM STYLE:

 Classroom style is ideal for teaching events, testing, or other meetings where participants
will be writing
 This setup consists of 6-foot tables with up to 3 chairs facing a panel table or podium at the
front

3. BOARDROOM STYLE:

 Boardroom style use for formal meeting, the standard is using two Oblong tables and use
two half-moon tables at the edge
 The meaning of round edge is the meeting participant are under one organization, the head
of organization can be place at the round edge

4. U-SHAPE STYLE:

 Similar to conference room style, a U-shape setup will help facilitate discussion with
participants facing each other, but with one end up, U-shape setup is ideal for seminars and
group meetings with presentations

5. ROUND TABLE/CLUSTER STYLE:

 Round table style for informal meeting

 You can use 150 centimeters or 180 centimeters diameter round table depend on the
participant
 It’s suitable for workshop seminar that needs discussion and interaction between the speaker
and among participants.

6. HOLLOW SQUARE STYLE:

 Setup: Tables in square shape w/ chairs on outside

 Best for: Events where focal point is in the center and/or interaction between participants is
encouraged

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7. T-SHAPE STYLE

 This type of seating is followed in conferences, where the top table is laid down and there is
one spring attached with the top table.
 This style is laid down to for 20-30 guests.
 A formal service is provided to the customers. (Tea/Coffee and snacks are offered)

8. FISH BONE SET UP

 This type of seating plan is followed for organizing sessions of presentations and group
work.
 Facilitator can walk easily among groups
 Best suited for conferences, seminars and lecture, etc.

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BANQUET SERVICE

SERVICE SEQUENCE BRIEFING:

Before each function, the staff member in charge of the function shall brief all her/his staff on the
way the function will take place, allocate tasks accordingly and fix time schedules.

For larger functions, especially when casual staff are involved, a table plan and a job allocation plan
must be issued in order to make sure that each staff member knows her/his duties and where to
perform them. If needed, a rehearsal shall be organized.

Review Banquet event orders for functions that will happen on the day:

 The room the function will be held in.

 The number of guests expected.

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 Table setup specifications (including the sizes, types and colors of table cloths and table
skirts.)
 The menu for the function (including beverages, number of courses and desserts.)
 Review time for guest will arrive, food should be plated, serve each course etc.
 The type of event / function.
 Any Special request made by guest.
 The other subjects covered during the briefings include :
 Employee personal hygiene : no body or smoking odour, clean hair and fingernails
 Uniforms : correct, complete and impeccable
 Food service : menu, way of serving, operating equipment
 Standards of service : mention the do’s and don’ts of banquet service
 VIP guests present and special requests
 A good briefing will avoid many service problems during the function.

Service Sequences:

Although the service sequences for the Banquet Department are basically the same as these for other
F& B outlets, they have to be adapted, prepared and, if needed, rehearsed in order to cope with larger
numbers of guests.

When the organizer arrives at the hotel, she/he must be welcomed by the staff member who booked
the event. This person will introduce the guest to the Assistant Banquet Manager in charge of the
function and, together with the guest, the function sheet shall be checked to make sure that everything
is according to her/his order.

The function room where the event will take place must clearly indicate the name of the function as
well as the status in order to indicate whether the function is in progress or not.

Every staff member, especially all casual staff, must be informed about the selected service sequence
during the briefing session before the function starts.

During the banquet meeting and daily banquet briefing, all the steps of the service sequence must be
clarified to everybody. The layout of the function room(s), the assigned service area(s), bar counter(s)
and/or buffet(s) must be organized before each function.

All required equipment must be prepared and cleaned to ensure a smooth set-up and service.

How do we make sure we meet everyone’s expectations?

 We must be organized in both our planning and execution of the function.
 We must be well-trained to deliver high quality service in all aspects of the function.
 We must work as a TEAM. Kitchen and service staff must understand their responsibilities,
execute them efficiently, be prepared for the unexpected, and help each other out whenever
necessary.
 We must have positive attitude and a strong commitment to service. We should smile easily
and often, and look for ways to be helpful to members, guests and fellow employees.

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FUNCTION PROTOCOL
Every banquet is very special to the guest who attends it, and banquet staff members must always
be courteous and exercise common sense to make the guest experiences as enjoyable as possible.
For special banquets the staff members must also understand Protocol- the formal rules of etiquette
used for ceremonies of state, military functions and other special events. At formal events the seat
of honour at the head table is to the right of the host. The second seat of honour is to the left of the
host. If another seat of honour is required, it is the second seat on the right of the host. The rest of
the seats at the head table should be allocated according to the rank and prominence of the guests.
Protocol for seating guests at the Head Table
8 6 4 2 1 3 5 7
X X X X X X X X
As the audience faced to the Head table Seat
01 - Host of Function Seat
02 - Guest of Honour Seat
03 - Next Highest Ranking person Seat
04 - Next in Rank Seat
08 - Person with Least Prominence

At a formal meal there is always a reception and guests are announced as they arrive. The host will
then greet the guests. At a stated time, dinner will be announced and the usual form of
announcement is “Ladies and gentlemen, kindly take your places in the table. Dinner/Luncheon is
about to be served.
Once the meal has been announced it’s often necessary for the banquet headwaiter to guide the
guests discreetly into the dinner room because invariably there are a few groups reluctant to break
up conversation, since they may not be at the same table for the meal. A second or third
announcement is sometimes needed at large functions, particularly if the reception has been long
and drinks have been served.
It’s customary for the top table to enter the dining room last after everyone else has taken their
places and this is casually announced to the company as “Ladies and gentlemen, kindly be
upstanding to receive ‘His Excellency, the president and distinguished guests.’ Loyal Toast
The first toast to be given at any formal function is the "Loyal Toast." This is usually given by the
presiding person. The introduction is given by the Toastmaster/Emcee who will announce the
person giving the toast. That person then rises, holding his or her glass at eye level and will say the
following: "Ladies and Gentlemen, The Queen." This example is for the British Isles and
Commonwealth countries. In the event that the Governors-General or Lieutenant-Governors are
present, then the following would apply: "Your Excellency, Ladies and Gentlemen, The Queen." It
has variations if other titled people are present. Those in attendance will reply, "The Queen."
In the United States of America, it would be as follows: "Ladies and Gentleman, The President of
these United States of America." Those in attendance will reply, “The President." This, of course,
differs in other countries.

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Correctly at any formal function no guest should smoke until after the loyal toast. This toast is
generally announced by the toast master as soon as the sweet course has been cleared, but before the
coffee is to be served. Staff should ensure at this time that all glass have been charged in readiness
for the coming toasts.
Sequence of Service
1. Dinner announced by the Toast master
2. Guest’s are seated, chairs pulled out by the waiter. Serviettes placed across laps.
3. If the first course is not already on the table proceed to collect soup.
4. Line up as previously mentioned. Top table first.
5. Top table waiter serves first course to commence service first.
6. All waiters leave the room after each course is served
7. Fish course Plates are taken in
8. First course is cleared and fish plates laid out.
9. Dirty Plates are taken out and fish course collected.
10. Serve the fish course and leave the room taking out the dirty silver.
11. Large plates are taken in.
12. Fish course is cleared and the plates are laid.
13. Dirty plates are taken out and the potato and vegetable dishes are collected.
14. Deposit on side table.
15. Main course is collected.
16. Present on each table and serve.
17. Clear the cutlery and crockery.

WEDDINGS
Wedding functions are usually of two types. Wedding Breakfast and Wedding Reception At the
initial meeting of the client the banquet manager when a wedding function is being arranged similar
point should be borne in mind as those for ‘booking a function’ already mentioned. The requirement
of the client depends on the type of wedding function, the number of guest attending and the cost
per head to be paid.

Procedure at a wedding buffet reception

1. Any casual staff required should report approximately one hour before hand to complete the
necessary mise-en-scene, to be allocated duties and to be briefed on the procedure to be carried out.
2. If a toast master is to be on duty, he should arrive approximately 30 minutes before the arrival of
the bride and bride groom to acquaint himself with the room where the function is being held and to
enquire what his duty will be with regard to the announcing of guest on arrival. He must liaise with
the best man to discuss the timing of cutting the cake, the toast, and who is to give them.
3. The bride and bride groom should arrive first from the church. Some photographs may be taken
at this stage and an aperitif (liquid appetizer) offered or a glass of champagne.
4. Immediately following the bride and bridegroom should be the parents of the bride and bride
groom.

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5. All the other guest will generally arrive together. Clock room at this stage must be fully staffed.
Guests announced by the toast master then pass down the receiving line and enter the room.
6. The toast master should ‘count’ guests entering the room. This is a help to management for
costing purposes.
7. The wine waiter should be placed at strategic points in the reception area for the service of
aperitifs or champagne to the guest as they move on from the ‘receiving line’. These trays should be
replenished with full fresh glasses.
8. After the reception the buffet should be open for service. The turnover on the buffet should be
quick and efficient so as to avoid any major delays which may cause congestion. The wine waiter at
this stage should be going round serving drinks and topping up glasses. An important factor to note
during service of the food and drink is to ensure that there are always some members of staff
circulating, keeping the table clear of any dirty equipment.
9. At the agreed time the toast master should announce the cutting of the cake by the bride and
bridegroom. Portions of the cake should then be passed around to all the guest and the champagne
taken round by the wine waiter. When this has been done the toast should commence, being
announced by the toast master, who should have all the principal people concerned in a group by
the wedding cake, or in a central position so they can be seen and heard by every one present.
10. After the toast any remaining cake must be packed ready to be taken away by the host.
11. The bride and bridegroom should then change. If required, food and champagne should be
placed in the changing room.
12. When the bride and bride groom have left the reception the flowers should be packed up for the
host to take away.
STATE BANQUET PROCEDURE
State banquets are distinguished from others because of protocol. A state banquet is sponsored by
the head of states or other senior diplomatic luminaries. The seating has a head table where the host
and chief guests sit.
It is customary for a state banquet to be preceded by a cocktail in a pre-lounge where waiters and
waitresses move around with drinks in silver beverage salvers. They also take around canapés that
are finger-picked items. The lounge displays a table seating plan with an alphabetical list of guests
with assigned table numbers and seats. Often the invitation card would stipulate the table and seat
number, otherwise this is shown in the seating display as mentioned. Great attention is given to the
protocol of seating and is done officially by the foreign office.
At the given hour, the toastmaster who regulates the service procedure announces the lunch or
dinner by ringing a gong or hammering a gavel saying “ your excellencies, the dinner is served” , in
a loud and clear voice.
The toastmaster is a specialized person who conducts the proceedings of a state luncheon or dinner.
He coordinates not only the timing of each service but also the speeches and toasts, The doors of the
banquet hall are thrown open and guests are given time to find their tables and seats. The tables
would have flagged stands at the centre with table numbers while the covers would have tent cards
displaying the seat number or the guest’s name.

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Each cover at the table is pre-set with the required solver cutlery and the glassware according to the
number of courses. Attractive napkin folding completes the cover set-up. At the centre of the table
are the bread baskets, butter dishes, salt and pepper and low flower arrangements, Spaces between
covers can range from 20” – 32”. It is considered that 24” is ideal. The space between tables should
be a minimum 4 1/2 ft and ideally 6 ft to permit waiters to walk around freely. Two waiters are
allotted to 8-10 covers. The sommelier may serve up to 35 covers. The toastmaster stands behind
the chief host while the banquet supervisor stands opposite him to receive signals.
The waiters stand at attention at the allotted tables and help the guests to sit, assisting ladies first.
After all the guests are seated, the toastmaster announces the national anthem of both the countries
when all guests stands. After the anthem are over the guests sits. The toastmaster announces the
start of the service. Timing is important and the banquet supervisor receives the cue from the
toastmaster. He conveys the signal to start service together. The appetizer round starts with waiter 1
serving the first guest and waiter 2 the second; the alternate the numbers from left to right or in a
clockwise direction in the case of round tables. After the first course service the waiters stand
behind the chairs at attention.
When the toastmaster removes the dish from the chief guest, it is the cue to the banquet supervisor
to signal the rest of the crew to do likewise. Waiter 1 removes plates with a napkin while waiter 2
holds a large tray behind waiter 1. Waiter 1 deposits the soiled dishes onto the tray. The relevant
cutlery is removed in preparation for the next course and if required cutlery is replenished. The
procedure remains the same for all the remaining courses. Normally, the menu is a four course
menu with coffee to make service simple. It would consist of an appetizer or soup, fish course, meat
course and dessert followed by coffee. Vegetarians are listed in advance at the time of invitation
and confirmation. It is necessary to ensure the service of red wines with red meats and white wines
with white meats.
At the time of dessert service, all the bread baskets, butter dishes, salt and pepper shakers are
removed. The dessert spoon is placed to the right of each guest and the dessert fork to the left.
Waiter 1 does the crumbing before the dessert service and removes red wine glasses.
The sommelier provides the bandy and additional wine as per guest request after the dessert course.
At the end waiter number 2 places demitasse cups from the right and waiter 1 pours coffee into the
cups.
The toastmaster announces that the host wishes to present a toast. Toasting is a formal act done for
the health and well-being of the chief guest. It is a ritual that starts from the Greeks and Romans to
their Gods several centuries BC. Toasts were adapted to the valiant warriors of the dead by the
knights and lords and by the seventeenth century by speeches by both the host and chief guest. At
the toasting stage the waiters place ashtrays as the tables because this is also the cue that guests can
smoke. It also indicates that the formal part of the meal is over.
The speeches continue and the sommelier keeps replenishing the bandy and liqueurs. Glasses
should never be empty during speeches. Ashtrays are frequently exchanged for fresh ones during
the speeches.

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