Back to Home Page Click here for ORDER FORM
TABLE OF CONTENTS
Part A: Managing a Campus Catering Department
PAGE
I. THE IMPORTANCE OF CATERING ON A COLLEGE OR UNIVERSITY CAMPUS 1
Catering - The Key to Your Reputation....................................................................... 2
Personal Involvement in Catering................................................................................. 3
Events at the President’s House................................................................................... 4
The Faculty View of Catering........................................................................................ 4
What Students Expect from Catering........................................................................... 6
Maintaining Quality in Catering Functions................................................................. 7
How Catering Can Affect Fund-raising....................................................................... 8
II. ORGANIZATION OF THE CATERING OFFICE.................................................... 9
Scheduling of Facilities.................................................................................................. 9
Taking Catering Orders.................................................................................................. 9
Writing Catering Menus.............................................................................................. 11
Decentralized Order-Taking......................................................................................... 15
Follow-up Procedures................................................................................................... 15
Burnout of Catering Manager and Staff.................................................................... 24
Catering Policies............................................................................................................ 26
Commercial Caterers on Campus................................................................................. 27
Catering to Outside Clients.......................................................................................... 30
Use of Residence Hall Dining Rooms for Catering Functions 32
Use of Dining Rooms for Non-Catering Functions.................................................. 33
Pot Luck Meals on Campus......................................................................................... 34
College Catering Off-Campus...................................................................................... 34
Alcoholic Beverages at Catering Functions............................................................. 35
Catering Equipment and Supplies............................................................................... 36
III. THE CATERING GUIDE............................................................................................. 39
Catering Guides from Selected Colleges and Universities...................................... 41
IV. SETTING UP A CATERING WEBSITE................................................................... 43
Reasons for Creating a Website................................................................................. 44
Website Objectives....................................................................................................... 44
Preliminary Research..................................................................................................... 49
Creating the Website.................................................................................................... 50
Writing a Request for Proposal................................................................................... 54
Marketing the Website................................................................................................. 55
How the Virginia Tech Website Has Worked........................................................... 57
Maintaining and Evaluating the Site.......................................................................... 58
V. SETTING SELLING PRICE........................................................................................ 63
How to Calculate Catering Prices................................................................................ 63
Pre-costed Selling Prices.............................................................................................. 67
Per Person Versus Total Pricing.................................................................................. 67
Cost-plus Pricing........................................................................................................... 68
Late Banquets and Weekend Banquets.................................................................... 69
Catering Prices and Student Meal Tickets................................................................ 69
Steward’s Sales.............................................................................................................. 70
VI. CONTROLLING FOOD COSTS.............................................................................. 73
Portion Sizes................................................................................................................... 73
Overproduction............................................................................................................. 74
Leftovers......................................................................................................................... 74
Meals for Catering Staff............................................................................................... 75
VII. CONTROLLING LABOR COSTS........................................................................... 77
Staffing............................................................................................................................ 77
Operating Ratios............................................................................................................ 78
Overtime.......................................................................................................................... 79
Employee Turnover....................................................................................................... 80
VIII. MANAGING A CATERED EVENT........................................................................... 83
Supervising Catering Functions................................................................................. 83
Staffing for Production and Service........................................................................... 84
Timing of Service........................................................................................................... 86
Table Service.................................................................................................................. 87
Types of Table Service................................................................................................. 92
Timelines......................................................................................................................... 97
Set-up.............................................................................................................................. 97
IX. DECORATING THE TABLES AND DINING ROOM......................................... 101
Guest Tables................................................................................................................ 102
Buffet Tables................................................................................................................ 102
Banquet Rooms........................................................................................................... 103
Fabrics, Linen and Other Props................................................................................. 106
Suppliers of Marketing Materials............................................................................. 106
X. MARKETING.............................................................................................................. 111
Marketing Plan............................................................................................................. 111
Assessing and Interpreting Campus Needs........................................................... 112
Promoting the Catering Department......................................................................... 115
XI. THE MANAGEMENT AND TRAINING OF CATERING LABOR................... 125
Recruiting Student Workers...................................................................................... 126
Training of Catering Staff........................................................................................... 131
Alcoholic Beverages and Bartending...................................................................... 148
XII. WEDDING RECEPTIONS....................................................................................... 155
Helping the Wedding Couple.................................................................................... 156
Scheduling Space for Weddings.............................................................................. 157
Wedding Packages..................................................................................................... 158
Promoting Wedding Business.................................................................................. 159
XIII. FACULTY CLUBS AND DINING ROOMS.......................................................... 165
Faculty Clubs............................................................................................................... 165
Faculty-Staff Dining Rooms...................................................................................... 167
XIV. CATERING IN COMMUNITY COLLEGES........................................................... 171
XV. SOFTWARE FOR CATERING MANAGERS....................................................... 177
XVI. PUBLIC RELATIONS.............................................................................................. 183
Being Visible................................................................................................................ 183
Inviting Campus Officials........................................................................................... 184
Free Food or Drinks.................................................................................................... 185
Working with Public Relations Officers................................................................... 185
Creation of Photo Opportunities............................................................................... 186
Display in Catering Manager’s Office...................................................................... 186
Working with Development (Fund-raising) Officers............................................. 186
Relations with Other Food Service Professionals.................................................. 188
Blowing Your Own Horn............................................................................................ 189
XVII. CONCLUSION........................................................................................................... 191
PART B: Catering policies from Selected colleges and universities
Departmental Slogans................................................................................................. 193
Welcome and Introductions...................................................................................... 193
Maps and Photographs............................................................................................. 194
Levels of Service......................................................................................................... 194
Information Request................................................................................................... 195
Facilities - Room Reservations.................................................................................. 196
Early Booking - Advance Notice - Penalties........................................................... 196
Guarantees................................................................................................................... 197
Minimum Quantities................................................................................................... 199
Cancellations............................................................................................................... 200
Billings and Payment.................................................................................................. 201
Deposits....................................................................................................................... 201
Pricing.......................................................................................................................... 202
Extended Hours.......................................................................................................... 203
Staffing, Labor, Service Charges............................................................................. 204
Set-Up Charges.......................................................................................................... 207
Menu Selections........................................................................................................ 207
Vegetarian Menus..................................................................................................... 208
Multiple Entrees........................................................................................................ 209
China, Silverware, Linen........................................................................................... 209
Deliveries.................................................................................................................... 213
Removal of Food, Leftovers.................................................................................... 214
Bar Service and Alcohol Policies............................................................................ 216
Off-Campus, Non-university Functions................................................................ 218
Outside Caterers - Right of First Refusal - Exclusive Rights.............................. 218
Gratuities..................................................................................................................... 220
Minimum Quantities.................................................................................................. 221
Late Charge Policy - Serving Times........................................................................ 222
After Hours/Weekend Service................................................................................ 222
Duration of Service................................................................................................... 222
Matriculation and Commencement......................................................................... 222
Public Address System and Piano.......................................................................... 223
Wedding Ceremony - Set-Up - Coat Check........................................................... 223
Promotional Materials............................................................................................... 223
Miscellaneous Provisions........................................................................................ 224
Cake Fee
Open Flames and Sterno
Grills
Ticket Mark-up
Lost Equipment
Event Décor - Flowers
Security
Smoking
Release and Indemnification Agreement
Napkin Folds
EXHIBITS
I-a. Menu for President Bush................................................................................................ 5
II-a. On-line Ordering....................................................................................................... 11, 12
II-b. Planning Checklist.................................................................................................... 11, 13
II-c. Confirmation Letters................................................................................................. 16, 17
II-d. Follow-up Questionnaires....................................................................................... 18, 19
II-e. Thank You Letters.................................................................................................... 20, 21
II-f. Sample Catering Policy............................................................................................ 27, 28
II-g. Forms for Outside Caterers..................................................................................... 30, 31
II-h. Alcohol Policy.......................................................................................................... 36, 37
IV-a. Computer Terms............................................................................................................ 53
V-a. Policy on Special Group Dinners.......................................................................... 70, 72
VII-a. Labor Cost Sheet.......................................................................................................... 81
VII-b. Catering Employee Sign-Up Sheet....................................................................... 84, 85
VIII-a. List of Garnishes...................................................................................................... 80, 89
VIII-b. Event Timeline......................................................................................................... 97, 98
IX-a. Buffet Suggestions...................................................................................................... 103
IX-b. Theme Tables by Joan Mera....................................................................... 106, 107, 108
IX-c. Suppliers of Marketing Materials........................................................................ 66, 109
X-a. Pages from Villanova’s Catering Guide............................................................... 40, 113
X-b. Marketing Plan for the Catering Department........................................... 116, 118, 119
X-c. Promotions to Student Organizations.............................................................. 117, 120
XI-a. Personal Hygiene................................................................................................ 133, 134
XI-b. Discipline and Performance Evaluation Forms............................................... 136, 138
XI-c. Safety and Sanitation Practices........................................................................ 137, 139
XI-d. Serving Safe Food - Food Safety..................................................................... 137, 141
XI-e. Catering Employee Policy.................................................................................. 142, 143
XI-f. Two Buffet Set-ups............................................................................................ 144, 145
XI-g. Rules for Servers of Alcoholic Beverage Service........................................ 150, 220
XI-h. Guidelines for Alcoholic Beverage Service......................................... ....... 153, 154
XI-i. Uniform Requirements................................................................ ..................... 132, 155
XIII-a. Faculty-Staff Dining Room Menu.................................................................. 168, 169
B-1. Release and Indemnification Agreement............................................... 225, 226, 227
APPENDIXES
1. Sample Pages from Selected Catering Menus.................................... .................... 229-242
2. Catering Contract........................................................................................................ 243-244
3. Catering Pre-Set List................................................................................................... 245-248
4. Function Sheets.......................................................................................................... 249-256
5. Rules for Catering Supervisors................................................................................. 257-260
6. Table set-ups............................................................................................................... 261-263
7. Room set-ups.............................................................................................................. 264-265
8. Dinner for 4,000........................................................................................................... 266-273
9. Beach Party.................................................................................................................. 274-278
10. Catering Open House: “Taste of Catering”............................................................ 279-282
11. Catering Pamphlets..................................................................................................... 283-287
12. Special Theme Menus- Stadium Menus................................................................. 288-313
13. Promoting Catering Specials-Coffee Promotions................................................... 314-316
14. Catering Newsletters.................................................................................................. 317-321
15. “Care Packages”......................................................................................................... 322-330
16. Unusual Promotions................................................................................................... 331-337
17. Miscellaneous............................................................................................................. 338-339
18. Tips for the Experts.................................................................................................... 340-342
19. Contract for Bar Service............................................................................................. 343-346
20. Napkin Folds............................................................................................................... 347-348
21. Wedding Planners...................................................................................................... 349-357
22. Wedding Packages..................................................................................................... 358-364
23. Wedding Function Sheets........................................................................................ 365-369
24. Policy on Catered Events.................................................................................................. 370
25. Specifications for Website RFP’s............................................................................ 371-376
26. Pick-up and Drop Delivery Menu............................................................................ 377-380
27. Computer Software by Caterease............................................................................. 381-382
28. Computer Software by CaterMate............................................................................ 383-385
29. Computer Software by EatecNetX........................................................................... 386-387
30. Computer Software by Event Management Systems............................................ 388-390
31. Computer Software by Staffmate Online................................................................. 391-393
32. Computer Software by Computrition....................................................................... 394-395
33. USC’s Web-based Room Service............................................................................. 396-399
LIST OF ABBREVIATIONS.......................................................................................... .. 400-401
INDEX........................................................................................................................................... 402
INDEX OF APPENDIXES........................................................................................... ...... 410-411
Photographs
Catering Function Bulletin Boards............................................................................................... 24
Ex IX-b. Theme Tables by Joan Mera........................................................................................ 107
Virginia Tech Beach Party........................................................................................................... 278