CATERING

Types of Catering Functions (Including Food Cost Calculation)

Introduction to Catering Functions

Catering functions involve providing food, beverages, and services for special events at
a predetermined time. These functions range from small gatherings like birthday parties
to large corporate events and banquets.

Types of Catering Functions

1. Formal Functions – Follow strict protocols, including designated seating, dress

codes, and scheduled speeches.

2. Informal Functions – More casual events with flexible seating, service, and
entertainment, such as birthday parties, cocktail parties, and reunions.

Types of Catering Services

1. Plated Service – Food is pre-plated and served to guests.

2. Gueridon Service – High-end table-side service using a trolley.

3. Full Silver Service – Waiters serve food directly from platters.

4. Buffet Service – Self-service arrangement with various food options.

5. Cafeteria Service – Guests collect food from a counter and pay before dining.

6. Cocktail Reception – Light food and drinks are passed around as guests mingle.

7. Afternoon Tea/Coffee Break – A casual gathering centered around tea or coffee.

8. Meeting/Seminar Catering – Focused on providing food for professional gatherings.

Special Event Catering

• Food Stations – Live cooking setups such as stir-fry, fajitas, pasta, pizza, and
carving stations.
• Dessert & Coffee Stations – Include pastries, fruits, and beverages.
Menu Planning

A well-structured menu should balance courses, consider guest preferences, and align
with the event type.

• Types of Menus:

• A la Carte – Individual pricing for each dish.

• Table d’Hote – Fixed menu with limited choices at a set price.
• Du Jour Menu – Daily specials.
• Cycle Menu – Rotates over a set period.
• Static Menu – Fixed and commonly used in restaurants.

Truth-in-Menu Laws ensure accurate descriptions of food items regarding portion sizes,
ingredients, and origins.

Food Cost Calculation

To determine food costs for an event, caterers calculate ingredient costs based on the
required quantity.

Example Calculation: Chicken Pork Adobo

Quantity Item Price per Kg Total Cost

5kg Pork ₱150/kg ₱750.00
2kg Chicken ₱120/kg ₱240.00
Total Food Cost ₱990.00

To scale for larger events, caterers adjust the recipe:

• Formula for Adjusting Recipe Size: Desired Yield÷Standard Yield=Conversion

Factor\text{Desired Yield} \div \text{Standard Yield} = \text{Conversion Factor}
• Example: If a recipe serves 8 people, but the event requires 110 servings, the
factor is: 110÷8=13.75110 \div 8 = 13.75
• Multiply each ingredient’s quantity by 13.75 to scale the recipe accordingly.

Catering Operations & Logistics

 • Food Quantity Calculation – Ensures enough food is prepared for guests.
• Handling Leftovers – Options include discarding, giving to clients, or reusing
safely.

Booking Catering Services

• Vendors and clients follow booking procedures to finalize event details, including
guest count, menu selection, and payment.

This document serves as a comprehensive guide to catering functions, services, menu

planning, food cost calculations, and event logistics.

The Seven Management Functions of Catering

The success of a catering business relies on seven key management functions, as

outlined by the Restaurant and Catering Association. Each function plays a crucial role
in planning and executing events effectively.

1. Planning

• The most important function, ensuring all aspects of an event are well-organized.
• Includes both strategic planning (long-term business goals) and tactical planning
(short-term event-specific plans).
• Involves key personnel such as the catering manager, chef, service manager,
and purchasing agent to discuss event details.

2. Operations (Execution of Tasks)

• Translates client needs into small, actionable tasks.

• Tasks are identified, bundled together, and assigned to specific staff members.
• Ensures smooth execution to meet or exceed customer satisfaction.

3. Organizing the Event

• Establishes formal structures for efficient execution.

• Manages financial, human, and capital resources.
• Requires forecasting market trends and food prices to ensure cost efficiency.

4. Implementation

• Involves finalizing schedules, assigning roles, and reviewing business processes.

 • The closer the event gets, the more crucial implementation becomes.

5. Controlling

• Ensures the event stays on track by monitoring cost control measures for food,
labor, and operations.
• Helps prevent overspending and maintains quality service.

6. Understanding Legal & Insurance Issues

• Protects the catering business from liabilities related to personnel, equipment,

and guests.
• Establishes contracts for client agreements and ensures compliance with safety
regulations.

7. Cost Control and Pricing Strategies

• Accurate forecasting of food prices helps determine competitive pricing.

• Monitoring expenses allows caterers to make informed financial decisions.

CHAPTER 1: THE CATERING WORLD

Banquet - as an elaborate, sumptuous feast held for ceremonial purposes, in

recognition of some occasion or achievement. We most often hear the word in regards
to a state banquet or an awards banquet. Probably the biggest reason the word is used
is it sounds better than big feast for rich people.

History of Banquet

• A banquet is a large meal or feast, complete with main courses and desserts. It
usually serves a purpose such as a charitable gathering, a ceremony, or a
celebration, and is often preceded or followed by speeches in honour of
someone.
• In the 16th century, the "ceremony of the void" emerged, where guests drank
wine while the table was cleared. Over time, banquets shifted to more intimate
settings, and today, they serve various purposes, including business events,
conferences, and social gatherings.

Catering is defined as the business of providing food and drink, typically at social
events and in a professional capacity either on-site or at a remote site.

History of Catering
 • Egypt has history of catering though most work was performed by slaves for
grand celebrations.
• The free hospitality practice of catering emerged with the ancient Greece in
Europe with hostels and inns serving free services.
• This continued into the Roman Empire though services were primarily intended
for soldiers and eventually opened to all travellers.
• Catering industry started booming after the World War II with companies that
once supplied foods to military needed new markets. And as it happened, the
country was entering period of prosperity, caterers found demand in their
services. This combination of circumstances allowed the development of modern
catering industry.

Classifications of Catering

• On-premise Catering - refers to any catering function that is held on the

physical premises of the establishment or facility that is organizing / sponsoring
the function.
• Off-premise Catering – often involves producing food at the central kitchen, with
delivery to and service provided at the client’s location.

SAMPLES OF CATERING

• Hospital Catering
• School Meal Service
 • Industrial Catering
• Luncheon Club – (Office canteen)
• Transport Catering - Aircraft/Railway Catering/Catering at Sea/Surface Catering
• Outdoor Catering
• Retail Store Catering
• Leisure-Linked Catering

Elements of Successful Catering

• Work experience
• Entrepreneurism
• Basic Business Knowledge
-Human resources
-Marketing

Ability to Plan, Organize, Execute and Control

• Plan – caterer must visualize in advance all aspects of a catered event and
document these plans
• Organizing – simply breaking down the party plans into groups of functions
that can be executed in an efficient manner
• Execution – implementation of the organized plans by the party staff
• Controlling – supervisory aspect of the event

Elements of Successful Catering

• Ability to Communicate with Clients and Staff.

• Willingness to take calculated risks

• Sound body and Mind

Catering Services Agreement Form

 • A catering services agreement form is a document developed by a catering
service provider. It serves as the agreement between the involved parties which
should include the list of their minimum obligations to one another, catering terms
and conditions, the timelines for deliverable provision, and expectations on
payment and additional charges.

Things to consider When Crafting a Catering Services Agreement Form

• The Specifications on Catering Service Type, Staffing Requirements, and Food

and Beverage Menu
• The Total Cost of the Catering Services and Your Accepted Payment Terms
• The Information about the Event Where You Will Provide Your Catering Services