Checklist: Planning Meal Functions
This checklist was adapted from the Convention Industry Council
Manual, 7th Edition, By Martha Cooke (CIG; www.conventionindustry.org)
and updated by IABC staff.
CHECK HISTORY
Review records from previous functions.
q
Projected vs. actual attendance
q
Menus, including alternatives for those with special dietary restrictions
q
Quantity and type of drinks served for meals and receptions
q
Budget, including guarantee, deposit and gratuity amounts
q
Room sizes and setups
FACTORS TO CONSIDER
q
Type of activity, purpose, desired atmosphere
q
Expected attendance
q
Type of food service
q
Décor and entertainment
ESTABLISHING A BUDGET
Consider the following costs.
q
Room rental fees
q
Food and beverage expenses
q
Service/labor costs, including taxes, gratuities and union-mandated
minimums
q
Entertainment fees
q
Special equipment rental
q
Souvenirs, awards and gifts
q
Decorations
q
Does the hotel offer room rental, basic A/V and F&B package?
AUDIO-VISUAL REQUIREMENTS
q
Basic needs: flip chart with markers, LCD projector with screen,
microphone for speaker
q
Others: laser pointer, standing microphone in the audience, VCR
and monitor
q
Check on labor cost for setup and breakdown
QUESTIONS FOR THE CATERER
q
Am I limited to the items on the menu?
q
What size portions are served at lunch? At dinner?
q
Are substitutions available for people on special diets? How much
advance notice is required?
q
How much time should be allowed for the meal?
q
What is the waiter-to-attendee ratio?
q
What percentage is overset?
q
What is sales tax? Gratuity? Is gratuity taxed?
q
What time can planners get in to set up?
q
What time will wait staff arrive? (This is very important for breakfasts)
q
What will be preset on the tables?
q
Are facilities available for those with disabilities?
q
Do union rules govern minimum numbers of waiters and bartenders?
q
What is the overtime policy?
q
What is the policy on outside liquor supplies?
NEGOTIATING COSTS
q
Consider how you want to be charged (sign guarantee, number of meal
tickets collected, quantities consumed).
q
Determine percentage above guarantees the facility will supply and
incremental price, if any, for latecomers.
q
Negotiate beverages by the gallon and bottle.
q
Discuss the minimum number of servers and bartenders.
q
Ask about other charges (ice, corkage, setup).
q
Be sure all agreements and details, including payment schedule,
are spelled out in the written contract.
DURING THE EVENT
Assign staff to handle the following tasks on-site.
q
Coordinate attendance and consumption revisions with catering department.
q
Inventory liquor before and after functions.
q
Distribute seating lists, place cards, menus and programs.
AFTER THE FUNCTION
q
Distribute tips (if not included on catering bill or if service
warrants extra).
q
Supervise inventory and return of unused beverages, mixes and food.
q
Review billing, accounting and check-out procedures with facility
staff
Notes:
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