Culinary

Essentials
Culinary Catering Activities
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 Contents
Catering Banquets and Parties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

INFORMATION AND SKILL SHEETS PAGE

C-1 Food Event Planning Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

C-2 Catering Client Interview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

C-3 Catering Manager Interview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

C-4 Layout and Room Design Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

C-5 Creating a Room Arrangement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

C-6 Catering Site Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

C-7 Menu Planning Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

C-8 Catering Menu Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

C-9 Catering Food Planning Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

C-10 Food Presentation Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

C-11 Party Platter and Plate Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

C-12 Party Platter and Plate Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

C-13 Catering Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

C-14 Catering Equipment Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

C-15 Catering Work Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

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CATERING PROJECTS
Catering Project 1—Buffet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Catering Project 1—Buffet Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Catering Project 2—Sit-Down Banquet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Catering Project 2—Sit-Down Banquet Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Catering Project 3—Developing a Catering Business . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Culinary Catering Activities 3

 Catering Banquets and Parties

Who Is a Caterer? Restaurant Catering

A caterer is someone who is highly organized Restaurants may cater different types of events
and possesses executive skills in the areas of on-site. They often use small banquet rooms or
planning, organizing, directing, and management executive dining rooms to handle special parties.
of catered events. This person pays attention to Banquet menus are often based on the regular
details and understands how to control costs while restaurant menu to offer more customer choices.
supervising both the front- and back-of-the-house Restaurant catering requires additional servers to
production. He or she provides top-notch service ensure adequate staff to cover the event and the
for the customer’s event. The attitude of a caterer regular dining room during standard operation
must reflect kindness, patience, sensitivity, and hours. Some restaurants accommodate events by
professionalism at all times when dealing with dividing the dining room or closing at the time of
clients, staff, and management. The opportunities the event.
for a caterer cover a wide range of events from a
simple continental breakfast to an elegant, gour-
Banquet Rooms and Banquet Halls
met sit-down dinner. Separate banquet halls offer the caterer more
flexibility to hold an array of functions. These
Who Are the Customers? halls include a full production and service kitchen,
Caterers must be able to work with all people storage for tables and chairs, audio-visual room,
and have ideas and tips for the kinds of events stage area, dance floor, restrooms, greeting area,
their customers request. Events may include cel- and/or equipment room. Many banquet halls have
ebrations such as anniversaries, birthdays, gradu- sectioned areas and entrances to handle multiple
ations, weddings, religious events, or bridal/baby functions at the same time.
showers. In professional settings, events such as
sales meetings, conferences or conventions, school
Off-Site Catering
events and fundraisers, or benefit functions may Off-site catering functions may be any type of
require catering services. Caterers must know their event. A caterer must be knowledgeable about the
customers and what they are looking for in the following before taking food off-site to other busi-
way of foodservice. A good caterer will work hard nesses, halls, or personal homes:
to meet the needs, budget, and style of service a • Laws for handling food during transport.
Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.

customer requires. • Requirements for hand-washing, dishwashing,

and holding food for service before the food
Catering Locations leaves the site.
Catering can be done almost anywhere a cus- • Checkpoints and log charts of time and tem-
tomer wants the event. Many caterers work at on- perature need to be in place with a corrective
site and off-site locations. action plan.
Standard operating procedures for taking food
off-site are important to ensure serving safe food.
The caterer must have a working knowledge of
local health department rules and regulations for
off-site catering.

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Culinary Catering Activities 4
 C AT E R I N G B A N Q U E T S A N D PA R T I E S continued

The caterer must visit the location before sign- have a mobile van or truck that is equipped with
ing a contract to make sure the setting, on-site hot and cold holding units. These mobile units use
equipment, water and electrical service, and waste various power sources to keep foods hot or cold.
removal are adequate for the event to run smoothly The caterer will also create an equipment list for
and efficiently. efficient packing before leaving the commissary or
The caterer will check the facilities for the food preparation site.
following:
Catering from Mobile Units
• Adequate restroom facilities with a hand-
washing sink, single use towels, hot and cold Mobile units are specially designed vehicles that
water, soap, trash container, and toilet offer foodservice on wheels. Cooking is done at a
• Appropriate refrigeration for cold food regard- central kitchen and the food is sold from the mobile
ing size and proper temperature units that stop at predetermined sites like factories
• Adequate electrical and/or gas source for cook- and job sites.
ing and reheating, does the service allow the
use of multiple, hot units at the same time? Event Planning
• Convenient set-up area or staging area for food Effective planning is the key to success for any
preprep; some sites may have extra tables for event. A well-developed plan ensures that all of
the staging area the event details are carried out to the customer’s
• Easy access to serving area satisfaction. A good plan begins with the catering
• Centrally located trash containers contract.
• Bug and pest control for outside events A catering contract is a guide the caterer uses
• Potable (drinkable) water supply to request necessary information from the customer.
• Additional staff for loading, unloading, and set- A catering contract may include the following
up of food and beverages
information:
• Adequate staff parking
• Bad weather plans for outdoor events • Customer Information This includes the
customer name; contact person; address; tele-
In addition to checking out the off-site location, phone number; optional cell phone number; fax
the caterer will also make sure that he or she has number; e-mail address; and event date, time
the appropriate transport equipment to hold hot schedule, and location.
and cold food properly. In addition, most caterers
Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.

Using proper equip-

ment for transport-
ing food for off-site
catering helps keep
food at the proper
temperature for
serving. The draw-
ing on the left is
a hot-food carrier.
The drawing on
the right is used
to transport
beverages.
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Culinary Catering Activities 5

 C AT E R I N G B A N Q U E T S A N D PA R T I E S continued

• Guest Count Initial planning may involve the extra staff and insurance necessary for this
a guest count estimate. A date will be set in service. Other specialty items include dance
the contract by which the final guest count is floor, flags, coatroom check, tents, and specialty
given. decorations. All of these items may be priced
• Theme Themes may include birthdays, gradu- separately, charged at a flat rate, or require a
ations, anniversaries, weddings, baby showers, separate contract.
business meetings, awards banquets, fund- • Floor Plan Once the caterer secures the gen-
raisers, or charity auctions. Understanding the eral event information, he or she can prepare
desires of customers and their guests is crucial diagrams for table and seating arrangements to
to providing food, service, and entertainment to meet customer approval.
make the function memorable. • Charges The caterer must include the charges
• Menu Menu styles can vary. A caterer may for foods, beverages, and specialty services in
offer a set menu for a specific per-plate charge. the catering contract. Once the final count has
Or, the client can select a certain quantity of a been given, the caterer can prepare the final
food item (e.g., a 50-piece chicken wing plat- contract for the customer to sign. Food charges
ter, potato or pasta salad by the pound, or crab may be per plate for a sit-down meal, or per
dip by the quart). Custom menus offer simple piece or platter for grazing-style hors d’oeuvres.
to elegant food choices and as many courses as Beverage costs will vary with the type and ser-
required. Menus may include appetizers, main vice of beverages. Additional costs may include
course, beverage service, and dessert service. fees for specialty services, travel expenses, extra
Food choices may impact the style of service staffing, gratuities, and tax. Whatever the case,
and the total cost of the event. the caterer must secure a deposit and outline
• Style of Service The customer will choose the details regarding cancellation fees and time
type of service he or she desires for the event. lines. It is usual for a caterer to require a 25 per-
The style of meal service for a sit-down meal cent deposit at signing, an additional 25 percent
may include modern American plated service, at least 7 to 14 days before the event, with the
classical French service, Russian/English ser- balance due at the conclusion of the services.
vice. A caterer may use butler service to serve • Gratuities Gratuities are added to the final bill
hors d’oeuvres before a meal. Buffet service to reward the service staff at the event. The per-
requires less catering staff. The type of service centage ranges from 15 percent to 25 percent of
a customer chooses impacts the staffing, food the total bill depending on the style of food and
costs, and total costs for the event. beverage service and extra amenities the caterer
Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.

• Special Details The customer may require a offers. (See Costing the Event on page 7.)
stage for music and entertainment. Audiovisual, • Signing the Contract Signatures on the con-
computer, and microphone equipment or hook- tract protect both the caterer and the customer.
ups may need to be made available for a meet- It is especially important to have as much
ing presenter. Beverage service may require in writing as possible to be sure all special
portable stations around the room for easy instructions are clear and meet the customer’s
customer access. Ice sculptures need a secure satisfaction. Some caterers offer a sampling of
table with electricity and water drainage. Extra the menu items before the contract signing to
special linen requirements may include chair ensure that the customer knows the food quality
covers or multiple-color table linen to match to expect at the event.
with the event theme. The caterer may offer
valet parking at an additional charge to cover

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Costing the Event Kitchen Production

After the menu has been set, the caterer must
Pricing for an event depends upon sev-
order the food for the event. Amounts will vary
eral factors. These factors include the costs
depending on the style of service and the guaran-
of labor, food, style of service, on- or off-
teed count. A certain percentage over that count is
site event, overhead, and competition. The
planned to cover extra guests who may attend the
charges are based on the customer-guaran-
event. The actual percentage depends upon the size
teed count plus additional costs for add-ons
of group. The range is from 20 percent for a small
such as special services and specialty items.
group to five percent for a large group. The num-
Large group functions may have a lower cost-
ber should be listed in the contract. The smaller
per-person than a small group because food
the guaranteed count, the larger the percentage of
prices are better for large quantities of food.
extra meals for which a caterer must plan.
Competition among local caterers for a
The chef can plan more closely for a plated meal
specific style of catering influences the mark-
versus a buffet because portion control is set in the
up of food cost for an event. When there are
kitchen and not by the guest. Standardized recipes
a limited number of caterers offering upscale
help keep costs down by providing strict portion
food and service, a company may be able to
control, consistent quality products, and an efficient
charge an additional fee due to a high demand
tool for ordering food. Portion control is especially
and an outstanding reputation. Whatever the
important when planning for a large crowd.
situation, the customer’s budget and needs
The catering staff will use food production charts
must be foremost in arriving at a menu and
to record the menu items, quantities to prepare,
level of service that offers the customer a fair
portion sizes, and amounts leftover. These records
value for the amount charged.
help the chef plan the food supplies more precisely
The catering company must be able to
for each event.
make a profit to stay in business. Typically a
25 to 30 percent food cost percentage is used Scheduling Staff
when pricing a menu item. A good reputation Scheduling kitchen staff for prepreparation,
goes a long way in attracting accounts and production, service, and clean-up varies with the
repeat business. menu, type of service, whether the event is on-site
or off-site, and the facility features. A work schedule
Catering Correspondence identifies the name of the party, date, final head
Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.

Along with developing an effective operational count, time of meal service, location, travel direc-
plan and catering contract, the caterer will corre- tions if off-site, and the menu. The schedule lists
spond regularly with the customer about the event. the foods that can be prepared ahead of time with
Typical correspondence may include confirmation the date and time.
letters before the event and thank-you letters after On the day of the event, a detailed work sched-
the event. As well as encouraging repeat business, ule outlines the food items and quantities to
effective correspondence shows good business prepare. The chef records special notes for the staff
manners. or catering manager outlining specific customer
requests. This work schedule determines the num-
ber of kitchen staff, beverage servers, servers, and
bussers that are needed to work the event.

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Sanitation and Food Safety • Refrigeration—If there is no refrigeration for

All catering employees must understand how ready-to-eat, potentially hazardous food, you
can serve it for up to four hours without a tem-
to keep food safe from the time it is received,
perature control. You must label the food with a
through production, service, cooling, and storage.
discard time.
Foodhandlers must use proper sanitation and food
safety techniques to prevent foodborne illnesses. • Documentation—Use a Time and Temperature
Records book to log the food temperatures
Proper grooming and safe food handling are the
before departure, upon arrival, and during off-
responsibility of all catering staff.
site service. This helps to identify any food item
In most states, the food regulations that restau- that may have fallen into the temperature dan-
rants and other foodservice operations follow are ger zone (41ºF–135ºF, or 5ºC–57ºC). Corrective
written at the state level. The states decide which action listed in the log book can be instituted
part of the federal Food Code to adopt. Local, county, to ensure proper handling and service of the
and sometimes state inspectors enforce foodservice food.
regulations on routine health inspections. Always • Leftovers—Potentially hazardous foods that
check your individual state Food Code requirements have been properly handled and cooled to 41ºF
because they are not all the same. (5ºC) may be given to a customer with direc-
Key sanitation practices that may differ for off- tions for proper reheating and storage.
site catering include: • Special Equipment for Transport—Use the
• Hand-Washing—Arrange for potable hot and following to transport food to an off-site loca-
cold water, soap, single-use hand towels, and a tion: thermometers, ice-only containers, ice
trash container. scoops, and rigid, insulated food containers that
• Hot Holding—Electricity needs to be available can hold food at 135ºF (57ºC) or above or 41ºF
for electric hot-holding units. This equipment (5ºC) or below. The transport vehicle must be
cannot be used to heat foods. A minimum of clean and sanitary.
135ºF (57ºC) or above is required for hot hold- • Cleaning—Potable (suitable for drinking) water
ing of potentially hazardous foods. must be available for dishwashing and cooking.
• Cold Holding—Do not store food directly on Provide garbage containers away from the food-
ice. Check the operation of cold-holding units service area.
before departure to an off-site location to verify • Single-Use Items—These items, if prepack-
if a temperature of 41ºF (5ºC) or below can be aged, can be helpful in reducing contamination
Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.

maintained. Use gel-filled containers to help from customers.

keep food cold for transport and service.
Verify all of the above guidelines with your local
• Service Equipment—Portable sneeze guards regulatory agency to ensure clarification of require-
and prepackaged serving utensils may be a ments for your area.
requirement for service.
• Reheating—Have an action plan for reheating
food if the need arises. Hot-holding units cannot
be used to reheat food.

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 C AT E R I N G B A N Q U E T S A N D PA R T I E S continued

Electric Chafing Dish

Solid-Fuel Chafing Dish

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Electric Coffeemaker

Using proper serving equipment helps maintain

the desired hot- and cold-holding temperatures
of food.

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 C AT E R I N G B A N Q U E T S A N D PA R T I E S continued

Temperature Chart
Food Item Minimum Internal Time
Cooking Temperature
Poultry 165ºF (74ºC) 15 seconds
Stuffed Meats 165ºF (74ºC) 15 seconds
Reheated Food 165ºF (74ºC) 15 seconds within 2 hours
Eggs Held for Service 155ºF (68ºC) 15 seconds
Ground Beef Patties 155ºF (68ºC) 15 seconds
Eggs for Immediate Service 145ºF (63ºC) 15 seconds
Beef Roast 145ºF (63ºC) 4 minutes
Fish 145ºF (63ºC) 15 seconds
Pork Roast 145ºF (63ºC) 15 seconds
Hot Holding 135ºF (57ºC) or above
Cold Holding 41ºF (5ºC) or below

Serving Food Steamship Round of Beef, with a server plat-

There are several styles of serving food offered ing the starch and vegetable. Customers then
help themselves to salad, rolls or bread, and
by a caterer. They include buffet, table service, but-
relishes.
ler, and grazing. Each has it own method and basic
rules for serving food. The caterer should help guide Banquet Service Banquet service can range
the customer to choose a style which best suits the from a simple sit-down birthday party to a lav-
theme and budget for the event. ish wedding. The menu is predetermined with all
Buffet Service Foods are attractively displayed guests receiving the same meal. The exceptions
as the guests proceed through a self-serve line may be if a few guests require an alternate choice
or with the assistance of a food server behind the because of special diets or meals for young chil-
buffet table. This service can be used for any meal. dren. All meals are served in the same manner.
Each type of buffet service lends itself to a variety This helps the caterer more closely watch food
Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.

of different-size crowds. purchases, staffing, and other amenities to con-

trol costs. The menu the client selects influences
• Grazing is a term that refers to guests walking
from one buffet station to the next; each station the style of service. Banquet service may involve
features an array of food choices from appetiz- modern American plated service, Russian/English
ers through dessert. service, or classical French service. (See Section 6.1
• Self-serve buffets are set up with pre-cut and of Culinary Essentials for more information.)
portioned food for easy service. No serving Butler Service Caterers will often use this
assistance is needed. This type of service does style of service for serving hors d’oeuvres before a
not require as many service staff and is good for meal. Servers pass trays of one- or two-bite hors
a smaller group. d’oeuvres as the guests socialize before dinner.
• Partially served buffets may have a chef or
sous chef to serve the entrée, such as carved

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 C AT E R I N G B A N Q U E T S A N D PA R T I E S continued

Server Etiquette Handling Leftovers

Etiquette for table service includes the order for The caterer should establish a policy for provid-
serving food and from which side of the guest to ing leftovers to the customer. Food must be prop-
serve foods and beverages. The order of food service erly cooled, wrapped, labeled, and chilled until the
is linked to the style of service. For example, mod- customer is ready to leave the event. Directions for
ern American service offers the appetizer, followed reheating must accompany the food. Customers
by the bread basket, salad course, dinner course, need to take the food directly home in a safe man-
and dessert last. The server offers beverages several ner. Some catering companies donate the leftover
times throughout the meal. He or she serves solid food to a local food bank, which feeds the needy
foods to the left of the guest with the left hand and and homeless. Others do not allow the guest to take
beverages and soup to the right of the guest with the food home the night of the event. They must
the right hand. The server clears plates from the return the next day with a cooler to take home the
right of the guest with the right hand. It is custom- leftovers to ensure that the food has reached the
ary to serve women before the men at a table. The proper internal temperature before cold transport.
server clears dishes from the right of the guest with
the right hand between courses. Servers are careful
not to stack dishes in front of the guest and should
wait until all guests finish eating to remove dishes.

How You Will Use this Book

This book contains Skill Sheets that are designed to help you develop the skills you would need to start a cater-
ing business. You will use some of the Skill Sheets for two of the Catering Projects at the end of this book. You may
need to fill out more than one copy of a Skill Sheet, depending on the Catering Project. Think about how answers
on previous Skill Sheets might affect your answers on the current Skill Sheet.

Two of the Catering Projects at the end of this book will use the following Skill and Information Sheets:

Catering Project 1—Buffet

Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.

• Information Sheet C-4: Layout and Room Design Guide

• Skill Sheet C-5: Creating a Room Arrangement
• Skill Sheet C-8: Catering Menu Worksheet
• Skill Sheet C-13: Catering Contract
• Skill Sheet C-14: Catering Equipment Checklist
• Skill Sheet C-15: Catering Work Schedule

Catering Project 2—Sit-Down Banquet

• Information Sheet C-4: Layout and Room Design Guide
• Skill Sheet C-5: Creating a Room Arrangement
• Skill Sheet C-8: Catering Menu Worksheet
• Skill Sheet C-13: Catering Contract
• Skill Sheet C-14: Catering Equipment Checklist
• Skill Sheet C-15: Catering Work Schedule

Culinary Catering Activities 11