Checklist - Food & Beverage

Records of Previous Functions

 / Projected Versus Actual Attendance
 / Number, Type of Functions
 / Menus, Including Special Dietary or Religious Restrictions
 / Number, Type of Drinks Served per Person at Meals
 / Number, Type of Drinks Served per Person at Receptions
 / Projected Versus Actual Budgets
 / Guarantee, Deposit Figures
 / Size and Setups of Rooms
 / Gratuities Policy
 / Room Service Patterns
 / Hotel Outlet Usage (Restraunts, coffee bar, gift shop, etc.)

Schedule for Each Function

 / Is function primarily business, social, hospitality?
 / Are musicians, entertainers, emcee, ushers needed?
 / Will timing conflict or overlap with other events at the facility?
 / Is time allowed for movement of attendees?
 / What is the expected attendance at each function?
 / Who will handle which responsibilities?

Establish a Working Budget Per Event

 / Room Rental Fees
 / Food and Beverage Costs
 / Services/Labor Costs
 / Gratuities/Service Charges
 / Extra Tips
 / Entertainment Fees
 / Union Requirements
 / Maintenance
 / Taxes
 / Special Equipment
 / Souvenirs, Awards, Gifts
 / Decorations

Inquire About Local Laws and Regulations

 / Union Regulations on Minimum Number of Waiters, Musicians, Bartenders
 / Overtime
 / Facility Setup Staff
 / Liquor Laws
 / Facility Policies on Outside Liquor Supplies
 / Lounge, Room-Service Hours and Regulations
 / Fire Codes

Inquire About Special Services

 / Elevators/Escalators
 / Checkrooms
 / Transportation
 / Traffic Control
 / Garage, Valet Parking Service
 / Telephone, Message Service
 / Security

Contract for any Additional Services

 / Audio/Visual
 / Photographer, Videographer
 / Entertainment
 / Lighting
 / Florists
 / Security Guards
 / Decorator-Designer
 / Transportation
 / Media Coverage
 / Religious
 / Host, Hostess
 / Souvenir Supplier

Negotiating Cost

 / Negotiate prices based on numbers of sleeping, meeting rooms, exhibit space booked.
 / When negotiating food costs more than six months out, agree on a percentage to pay above present prices if hotel is unable to guarantee prices.
 / Decide how you want to be charged: signed guarantee, number of meal tickets collected, quantities consumed.
 / Set Cut-Off Date
 / Determine percentage above guarantees facility will supply, and incremental price, if any, for latecomers.
 / Negotiate Beverages Prices
 / Determine minimum number of servers and bartenders for each function, and charges for them.
 / Clarify the Basis for Federal, State and Local Tax Charges
 / Inquire About Any Other Surcharges: Ice, Corkage, Setups, Minimum Labor Fees for Small Groups
 / Plan Menus Accordingly
 / Specify All Agreements in Contract