Banquet Booking Procedure

Banquet Booking

There are three documents to make banquet bookings. These are

The function book

The function book is a control register maintained in the banquet office. It records days and times and nature of events in various function rooms. It is a reservation dairy to commit dates and venues. The book is now computerized. It is maintained by the banquet secretary and is accessible to the Banquet Manager and the Sales coordinator. The objective is to maximize banquet sales as space not sold is revenue lost forever.

Contract of Agreement

A Contract of Agreement is signed between the banquet management and the client. It specifies the details required to make the function successful. A contract may use any format, even a simple letter; what matters is the information covered in it. Below is a checklist of information that should be included:

• Name and address of the organization
• Name of the contact person making the booking
• Contact person’s title.
• Telephone contact numbers
• Date of function
• Start and end time of the function
• Type of function
• Name of hall booked
• Minimum number of people guaranteed
• Details of menu
• Price per head for  food and beverage
• Method of payment.
• Cancellation clause.
• Advances and deposit.
• Type of foodservice
• Bar service
• Additional service
• Charges for additional service
• Name of a salesperson making the booking
• Signatures of both the parties with date and time

Function sheet. (Function prospectus)

A function sheet also called a function prospectus announces a function in detail to all relevant departments of the hotel. It is copied to the Chef, Concierge, Food controller, Accountant, Housekeeping, Engineering, and any other relevant department.

The information recorded in a Function Prospectus is

• Name of the booking party
• Name and address of the person to whom the bill is to be sent

Mode of payment

• Nature of function
• Date of function
• Timings of function
• Number of people expected and guaranteed
• Menu  details
• Price per menu per head
• Type of service
• Special arrangement
• Additional charges for special requests
• Seating plan.
• The name of the person making the booking.

Banquet booking Procedure.

• Inquiry
• Negotiate
• Check diary
• For availability
• If acceptable
• Pencil date in the diary
• Send reply to an inquiry
• If the response is negative cancel and send cancellation letter.
• If fully booked offer alternative.
• If not regret
• Letter fax
• If confirmed note down in the diary writes function prospectus.