Banqueting and events form a critical segment of food and beverage operations in Kenya's hospitality industry. Proficiency in managing banquets ensures seamless service delivery during various functions, enhancing client satisfaction and business reputation. This chapter explores the essentials of mise en scene for banquets and events, focusing on the roles of banqueting staff, types of functions, and the unique demands of each function type. Understanding these fundamentals equips professionals to deliver high-quality service tailored to diverse event requirements.

1.1 Introduction to Banqueting

Banqueting is the organised provision of food, beverages and related services to a large group of people who come together at one time and place for a planned occasion. Unlike restaurant service, where guests arrive at different times and choose from a menu, a banquet serves an agreed number of guests an agreed menu at an agreed time, usually for a single price per head paid by a host. Banqueting departments are found in hotels, conference centres, universities, clubs and outside catering firms, and they often earn a large share of an establishment's food and beverage revenue. Success depends on careful planning, clear booking records, a well-trained team and close coordination between the kitchen, service and other departments. Example: a hotel in Lanet hosts a SACCO's annual general meeting for 400 members with tea on arrival, a buffet lunch and an afternoon break, all agreed with the SACCO weeks in advance.

Definition

Banqueting can be defined as the service of food and drink at a specific time and place, to a given number of people, at an agreed menu and price. The term covers the whole process of selling, planning, setting up, serving and clearing a function. A banqueting operation is different from a restaurant in that numbers, menu, timing and price are fixed before the day, which allows the establishment to buy, prepare and staff exactly for the event.

Banquets

A banquet is a formal or semi-formal meal served to a large number of guests seated together to mark an occasion, such as a wedding reception, a gala dinner, an awards night or a state luncheon. Guests are usually seated at laid tables and served the same menu at the same time, often with speeches, a head table and a printed programme.

• Fixed numbers: The host confirms guest numbers in advance and pays for that number.
• Set menu: All guests receive the same courses, with special meals arranged for those with dietary needs.
• Formal running order: Arrival, grace or prayer, speeches and courses follow a planned programme.
• Seating plan: Guests are seated at allocated tables, with a head or top table for the hosts and guests of honour.
• Single bill: The host or organiser settles one account for the whole function.

Events

An event is any planned gathering held for a purpose, whether business, social or official, in which food and beverage service is one part of a wider programme. Events include conferences, seminars, exhibitions, product launches, cocktail receptions, sports days and fundraising dinners. They may last a few hours or several days and may need audio-visual equipment, registration desks, breakout rooms and décor as well as catering.

• Purpose-driven: The food and drink support the main purpose, such as training, selling or celebrating.
• Varied formats: Service may be a tea break, a working lunch, a cocktail or a full banquet.
• Several departments: Events call on sales, kitchen, service, housekeeping, maintenance and security.
• Flexible timing: Breaks and meals must fit around the programme and may shift on the day.
• Indoor or outdoor: Events may be held in halls, gardens, marquees or at the client's own premises.

Banquets menu

A banquet menu is a pre-set list of dishes and drinks agreed with the client before the function, from which the kitchen prepares exact quantities for the confirmed numbers. Establishments usually offer a range of priced menus or packages, from which the client chooses or builds a menu.

• Pre-planned: Agreed and costed in advance, so the kitchen can order ingredients and plan production.
• Suitable for volume: Dishes are chosen because they can be prepared, held and served in large quantities without losing quality.
• Priced per head: Usually quoted as a price per guest, for example Ksh. 2,500 per head for a three-course lunch.
• Balanced: Offers variety in colour, texture, cooking method and nutrition across courses.
• Inclusive: Provides vegetarian, halal or other special options for guests who need them.
• Seasonal and local: Uses available local produce to control cost and ensure freshness.
• Printed for guests: Often printed on menu cards placed on the tables at formal functions.

1.1.1 Banqueting Staff and Responsibilities

A banqueting department relies on a clear structure in which each person knows their duties and whom they report to. A small core of permanent staff plans and supervises functions, while large numbers of casual staff are brought in when there are big events. Example: the conference centre at a university in Kabarak keeps a permanent banqueting team of twelve and calls in up to sixty casual waiters for its graduation luncheons.

Banqueting manager

The banqueting manager is in overall charge of the banqueting department and is responsible for the success and profitability of every function.

• Planning and coordination: Plans each function with the client and coordinates the kitchen, service, bar, housekeeping and maintenance teams.
• Staffing: Decides staffing levels, draws up rotas and recruits and trains permanent and casual staff.
• Cost and revenue control: Prepares budgets, controls labour and food costs and checks that functions are correctly billed.
• Quality and standards: Sets and checks service standards, hygiene and safety in all function rooms.
• Client relations: Meets clients before and during events and handles complaints and special requests.
• Records and reports: Keeps function records and reports on the department's performance to management.

Banqueting sales manager

The banqueting sales manager, sometimes called the events or conference sales manager, sells the establishment's function rooms and packages and brings in business.

• Selling functions: Looks for clients such as companies, government offices, NGOs and families and promotes the venue to them.
• Handling enquiries: Responds to enquiries, shows clients the rooms and explains packages and prices.
• Quotations and contracts: Prepares quotations, negotiates prices and prepares the contract agreement for signing.
• Bookings: Enters provisional and confirmed bookings in the function book and follows up deposits.
• Repeat business: Keeps in touch with past clients to win future bookings.
• Market information: Watches competitors' prices and advises management on new packages.

Banqueting supervisor

The banqueting supervisor, also called the banqueting head waiter or captain, runs each function on the floor and leads the service team on the day.

• Briefing staff: Briefs waiters on the menu, running order, table allocation and any special requirements before service.
• Supervising set-up: Checks room layout, linen, covers, accompaniments and décor against the function sheet.
• Controlling service: Signals the start of each course so that all tables are served and cleared together.
• Liaison: Links the service team with the kitchen, bar and the client's representative during the event.
• Equipment control: Checks out and returns equipment and linen and reports breakages and shortages.
• Handling problems: Deals with guest requests and complaints and refers serious issues to the manager.

Banquet waiter

The banquet waiter serves food and drink to guests at the tables or buffet according to the agreed style of service.

• Mise en place: Polishes equipment, lays tables and prepares side stations before guests arrive.
• Serving food: Serves each course to the allocated tables in the agreed style, such as plate or silver service.
• Clearing: Clears each course quietly and efficiently when the supervisor signals.
• Guest care: Attends to guests' requests, special meals and comfort throughout the function.
• Hygiene: Follows personal hygiene and food safety rules at all times.
• Post-function duties: Helps to strip tables, return equipment and clean the room after the event.

Bar man

The bar man (bartender) prepares and serves alcoholic and non-alcoholic drinks from the function bar and controls bar stock.

• Setting up the bar: Collects and checks stock, ice, garnishes and glassware before the function.
• Preparing drinks: Pours, mixes and serves drinks to standard measures and recipes.
• Following the bar arrangement: Serves drinks according to whether the bar is paid by the host or by guests.
• Stock control: Records opening and closing stock and issues so that consumption can be charged.
• Responsible service: Refuses service to minors and to intoxicated guests as required by law.
• Cleaning: Keeps the bar area clean during service and closes it down after the event.

Wine waiter

The wine waiter (sommelier) is responsible for serving wines and other drinks at the tables during a banquet.

• Knowledge of wines: Knows the wines on the function list and how they match the dishes.
• Presenting and opening: Presents, opens and pours wine correctly, serving the host first for tasting where required.
• Topping up: Refills glasses at the right time without over-pouring.
• Toasts: Ensures every guest has a filled glass for toasts at the right point in the programme.
• Records: Records bottles issued, opened and returned for billing.
• Temperature and care: Ensures wines are served at the correct temperature and stored properly.

Casual staff

Casual staff are workers employed for a single function or a short period when the permanent team is not enough, which is common in banqueting because business rises and falls sharply.

• Flexible numbers: Allow the establishment to match staff numbers to each function and control labour cost.
• Duties: Usually work as waiters, runners, bar helpers, porters or kitchen helpers under supervision.
• Briefing and training: Must be briefed on standards, menu, safety and hygiene before every function.
• Uniform and appearance: Are expected to arrive in the correct uniform and meet grooming standards.
• Payment: Are paid per function or per day, with records kept for each.

Porter

The banqueting porter does the heavy physical work of preparing and restoring function rooms.

• Room set-up: Moves and arranges tables, chairs, stages, dance floors and buffet units to the layout on the function sheet.
• Equipment movement: Carries equipment, linen and supplies between stores and function rooms.
• Room changeovers: Resets rooms quickly between functions held on the same day.
• Cleaning support: Helps with sweeping, rubbish removal and cleaning after functions.
• Care of furniture: Handles and stacks furniture carefully to avoid damage and reports breakages.
• Safety: Uses correct lifting methods and keeps exits and walkways clear.

Chapter Summary

This chapter provides a comprehensive overview of banqueting operations, beginning with an introduction to the roles and responsibilities of banqueting staff essential for smooth event execution. It then explores various types of functions including professional, social, and state functions, highlighting their distinct characteristics. The process of banqueting booking and reservation is detailed through the explanation of function books, contract agreements, and function sheets. Appropriate personal protective equipment for service staff is emphasized, focusing on suitable attire such as low heeled shoes, skirts, and blouses or shirts. Occupational safety and hygiene practices are outlined, including the importance of clearly displayed safety rules and accessible exits. Hygiene standards cover environmental cleanliness, food and beverage sanitation, resource conservation, and the proper use of cleaning materials and equipment. Finally, the chapter addresses the arrangement of floors and furniture layouts alongside décor elements such as wall hangings, floral arrangements, drapery, carvings, wall paintings, and lighting that contribute to the ambiance of banquets and events.