Unit 12. Additional Services. - business meeting catering

- catering

- banquet

- business meeting catering

- room service

1. Reading. Read the following text and answer the questions:

No location is so remote or circumstance so special that a catering service cannot provide it with food and drink. Sometimes the food is prepared in one place and served in another; sometimes it is the staff that moves, both preparing and serving in a place apart from the caterer’s headquarters. The events may range from weddings to cookouts, from banquets to birthday parties; the food may range from specialty items to complete meals; the service may range from home delivery to butlers and bartenders.

The simplest kind of catering involves preparation of a specialty food item, perhaps a fancy dessert or a national specialty. The customers are often individuals and restaurants sometimes use specialty caterers, particularly for confectionery items. This kind of catering is often done at home by

people who have a special cooking skill, for example, in baking and decorating cakes.

Another kind of catering involves the preparation of complete meals but

does not provide a service staff, for example, Airline catering which provides a range of food from sandwiches to complete hot meals. The food is prepared in kitchens operated by the caterer, delivered to the airplane prior to its departure, then served by the airplane’s flight service crew. It sometimes arrives frozen or chilled and may be heated in ovens in the galley.

Similar service is offered by caterers in institutions. Many institutions now find it cheaper to buy complete frozen meals from a caterer than to operate a restaurant or cafeteria with their own staff.

Another group of caterers cooks in their own kitchens and serve at the customer’s choice of place, or cook and serve on the customer’s premises

including a picnic or cookout.

Many hotels offer special foodservice to attract conventions and banquets,

they often have a special kitchen and staff to prepare and serve banquets.

Banquet waiters require special skills. They must serve large numbers of

people in a short period of time. In many cases they work on a part-time basis. Their tips are not paid by individual diners but are included as part of the fee negotiated between the hotel and the sponsoring group.

Providing meals and drinks in the guests’ rooms is another service extended by most hotels. Room service is ordered by telephone from a menu in each room. The menu in some cases is the same as the one for the hotel dining room, but more often it is simplified for easier preparation and service. In large hotels the special employees take the telephone orders and

the special staff delivers the food. To minimize calls for room service, hotels now install minibars in the rooms and vending machines in the hallways.

Vocabulary

fee гонорар

galley кухня на борту судна

premises помещение

1. Name some special events for which people use catering services.

2. What is the simplest kind of catering? What types of food may be

prepared by such caterers?

3. What is involved in catering for airlines?

4. Why do so many institutions now find it cheaper to use catering

services?

5. What must banquet waiters do? How are their tips paid?

6. Why do many hotels now have vending machines? Why do they

have minibars?

2. Exercise 2.1. Study the information about banqueting and try to remember the fifteen points you would need to determine if you were organizing a banquet:

Banqueting is a term used to cover special functions which come under three main headings:

1. Social 2. Public relations 3. Seminars and

- Weddings - Press gatherings Conferences

- Christenings - Fashion shows - Professional meetings

- Private parties - Exhibitions

- Launching new products

In large establishments they take place in the various banqueting suites

under the supervision and control of the Banqueting Manager.

The first contact between the Banqueting Manager and the client should be the signal for a file to be opened recording all the details concerning

the function. The Banqueting Manager should suggest alternative menus with a ‘cost per head’ as well as layouts for different numbers of guests.

After the first meeting, after the booking has been confirmed, the following points should be checked:

1. Type of function

2. Date

3. Time

4. Number of covers

5. Price per head

6. Menu and method of service

(table service/self-service/buffet service)

7. Wines: inclusive or charged

8. Suggested table plan

9. Method of payment

When these details have been agreed, the following points should also be discussed:

1. Dancing, band, cabaret

2. Toastmaster/ Master of Ceremonies

3. Place cards

4. Seating plan

5. Printing and layout of the menu

6. Special requirements

Exercise 2.2. Study the information above and answer these questions:

1. What is a banquet?

2. What is one of the first things a Banqueting Manager

should do once he has agreed to cater for the function?

3. What do you think are the disadvantages and advantages of table service and self-service?

4. What do you think “place cards” are for?

5. What different table plans can you think of and what are the advantages of each?

Exercise 2.3. Study the dialogue between the Banquet Manager and the client; answer the questions:

B.M. Good afternoon. Tuomo Sipilä, Banqueting Manager.

Runeberg Hotel Restaurant. Can I help you?

C. James Richardson, International Consultants Ltd. I’m phoning

to enquire if you could cater for a dinner party we’re planning to hold on the 2^nd of February.

B.M. In about a month’s time. Yes, I think we can manage that.

How many was it for?

C. There will be about twenty all told. We’re setting up a Finnish

subsidiary and we thought we might celebrate.

B.M. Certainly, sir. At what time had you planned to meet?

C. Well, around 7.30 would suit us fine and we had thought of

your Runeberg Suite. There’s rather an attractive picture in your brochure.

B.M. Yes, the Runeberg suite will be free then. I’ll send you a

couple of menus with some suggested wines in my letter confirming this booking and we can discuss any further details at a later stage.

C. That sounds fine. I look forward to your letter and suggestions.

The address is 12 Gloucester Avenue, London NW1 7EG. My

phone number, by the way is 01 2672290.

B.M. Thank you very much, Mr. Richardson and you’ll be hearing

from us shortly.

1. What is the purpose of Mr. Richardson’s planned banquet?

2. When and where would they like to have their dinner party?

3. Where did they find the information about the restaurant?

4. What is the name of the Banqueting Manager?

Exercise 2.4. Study the letter of confirmation from the Runeberg Hotel Restaurant:

Mr James Richardson 4 January 2009

International Consultants LTD

12 Gloucester Avenue
London NW1 7EG

Dear Mr Richardson

I refer to your telephone call of 3 January 2009 and would like

to confirm the reservation of our Runeberg Suite for your Dinner Party on Wednesday, 2 February 2009 at 7.30 pm for approximately 20 guests.

I am enclosing two menus for your consideration. Menu 1 at 70 EUR and Menu 2 at 80 EUR are exclusive of a service charge of 14%.

Drinks are charged at our standard prices according to the quantities consumed. The final bill will be sent to International Consultants Ltd as requested.

We look forward to your instructions and will do our best to make your dinner party a success.

Yours sincerely

Tuomo Sipila

Banqueting Manager

RUNEBERG HOTEL RESTAURANT

Here are the two menus he suggested:

Menu I (EUR 70) Menu II (EUR 80)

Slightly salted salmon with mustard sauce Crayfish soup

Fillet of veal with creamed morels Wild duck with green salad

Mocha parfait Melon stuffed with fresh raspberries

Coffee Coffee

WINES WINES

Bouchard, Beaune du Chateau Amontillado

Chateau Servan La Tour, 1972 Chateau Groleau-Cotes de Bouurg 1974

Monopol Madeira rich Old Sweet White Port

Exercise 2.5. Mr. James Richardson phones through to Tuomo Sipilä to discuss some further points:

James Thank you, Mr Sipilä, for the two menus you sent us.

They were both excellent, but we decided to take the second one

as it seemed to us to be more Finnish.

Tuomo Very good, sir. At 80 EUR it is a little more expensive, but as

you say it has more of a Finnish flavour. Now the table

arrangements; do you want one large table?

James No, we thought small individual tables for four would be suitable.

As it’s table service we feel this arrangement would be more

intimate. By the way, we shall need brandy with the coffee.

Tuomo That can easily be arranged. We stock most of the well-known

brands. That presents no problem as the drinks are not included

in the prices we quoted.

James Quite. Well, I don’t think we need to meet. I can leave all the

arrangements in your capable hands.

Tuomo Thank your again, sir, and we look forward to seeing your party

on the 2^nd of February. Goodbye.

Exercise 2.6. Study the conversations and the letter and answer the following questions:

1. What costs will be addition to the food costs?

2. What sort of table and seating arrangements would Mr. Richardson like to have for the banquet?

3. How will payment be arranged?

Exercise 2.7. Refer back to the fifteen points you would need to determine when organizing a banquet and check the information you have for Mr. Richardson’s banquet against them. Is there anything that has been forgotten?

Exercise 2.8. Work in pairs. Choose an occasion (ex. 2.1). Think of some details and perform a dialogue on arranging a banquet between the Banqueting Manager and a representative of a company. After the confirmation of the booking you should discuss fifteen points from exercise 2.1.

Exercise 2.9. Study the information about the catering department and answer the questions:

The catering department is separate from the food and beverage department. The caterer provides different services from the restaurant.

If the restaurant serves small groups of customers, a caterer arranges

and prepares parties, banquets, large group meals and has to deal with

large quantities of food and beverages. Conventions, that are assemblies

of professionals, businessmen or government officials, always require this kind of service and use a lot of hotel facilities and catering services.

Experts have come to conclusion that the success of a convention may strongly depend on a well-run banquet.

The catering business hasn’t reached its peak yet. The number of conventions has grown and will continue to increase. That’s why the need for catering services also will increase.

1. What does the caterer have to deal with?

2. What are conventions?

3. Why will the need for catering services increase?

Exercise 2.10. Study the dialogue ‘Catering for a three day seminar’ between the Congress Organizer(C.O.) and the Assistant Manager(A.M.) of the hotel:

C.O. I know that you have already received our outline programme, but

I would just like to check the meal times to begin with.

A.M. Well, breakfast will be served in the main dining room from 7 till

10 as usual. Do you have any special requirements there?

C.O. We do have rather a lot of Americans and Englishmen attending

the seminar, so I think it would be a good idea to lay on some

bacon and eggs, in addition to the normal fare.

A.M. Very good, sir. Lunch is at 12.30. Do you want to have the buffet

lunch on Monday and Tuesday?

C.O. No, I don’t think so. That would be boring. Can we have the

normal waiter service on Tuesday? Something fairly light, fish or

an omelette.

A.M. And how about the afternoon coffee? Would you like that served

in the lecture room?

C.O. No, I feel we could have a change of scene for that. Is the Marine

Suite free? It has that wonderful balcony and the view down to

the lake.

A.M. Yes, I’m sure we can arrange that. Now, I gather that dinner on

Tuesday will be later than usual because you are all going to

sauna.

C.O. That is quite correct. Oh, by the way, I forgot to mention that we

would like beer and soft drinks served in the changing rooms

after sauna.

A.M. Very good. Now do you have any special wishes as regards

the food?

C.O. Well, we do have four vegetarians and there are two participants

from the Middle East so pork and shrimps will be out for them.

A.M. I’ll make a note of that. We have received your suggested menu

for the farewell dinner on Wednesday evening.

C.O. Now to accompany the meal. I think that Italian or Spanish red

wine would be admirable. How about Chianti Ruffino?

A.M. Very good, sir. Now we haven’t discussed table decorations yet.

C.O. I think it would be appropriate to have the flags of the

participating countries on the table and some flowers of a neutral colour.

A.M. Will you be requiring any background music?

C.O. I think not. It would be difficult to find something to suit all

tastes.

A.M. OK. You have an excursion to the medieval castle on

Wednesday.

Will you be requiring packed lunches for that?

C.O. An excellent idea. Oh, talking of money, could you send the bill

to the Congress Department in our company, they are handling all the financial arrangements for the Congress.

A.M. Very good, sir.

Using the check list below make notes of these details:

Breakfast requirements

Lunch requirements:

Monday

Tuesday

Wednesday

Afternoon coffee

Tuesday dinner

Service to the sauna

Special diet

Wine

Table decoration

Background music

Final billing

Exercise 2.11. Complete the following sentences with suitable words or phrases:

1. We can … for up to 50 people at one sitting.

2. We are pleased to … your reservation.

3. The drinks will be charged for according to the quantity ….

4. I am … some sample menus for you to choose from.

5. Your company will be … in due course.

Exercise 2.12. Plan the meal arrangements for the participants attending a two day convention. Work in pairs or groups representing the client andthe catering manager. Your preparation should include as many details as possible. Perform your dialogue to the group.

Exercise 2.13. Look at the selection from the room service menu at the Old Ship Hotel. How many of the dishes do you know?

Starters

- Grilled goat’s cheese

- Cajun salmon

- Caesar salad

- Smoked salmon

Main dishes

- Cod fillet

- Pan-fried sesame salmon

- Penne pasta

- Grilled chicken

- Sirloin steak

Side orders

- Garlic bread with mozzarella

- Bruschetta

- Mixed green salad

- Chicken, bacon and brie baguette

Puddings

- Raspberry crème brulèe

- Tiramisu

- Apple strudel

- Ice cream

- Cheese board

Exercise 2.14. A guest is ordering from room service. Study the dialogue and mark the items the guest orders from the menu:

R.S. Hello, room service, can I help you?

G. Can you bring up a couple of meals, please? Is everything on

the menu available?

R.S. Yes, sir.

G. OK, then the grilled goat’s cheese to start with. And put the baguette

with that. That’s with brie, isn’t it?

R.S. Yes, sir, chicken, bacon and brie baguette.

G. Good, and a mixed salad.

R.S. Is that just one mixed salad?

G. Yes, just one, then the steak, well done please, the penne pasta, and

the crème brulee. No, wait, make that the chicken instead of the

steak.

R.S. Right, sir, so that’s the goat’s cheese, mixed salad, and the chicken,

not the steak, isn’t it?

G. Yes, the chicken.

R.S. And your room number, please.

G. Oh, 327.

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