Algonquin College
Event Management
Food & Beverage Event Cost Analysis
FAE 1339, Marking Scheme
(10) Hybrid Assignments
§ 10 Questions…………… 20%
§ 10 Textbook Quizzes….. 20% 40%
Mid term Exam 20%
Group Presentation 20%
Final Exam
§ Year End Review 20%
Algonquin College
F&B, Event Cost Analysis
(3 Hour In-Class, 2 Hour Hybrid)
Week 1Week 2
Week 3
Week 4
Week 5
Week 6
Week 7
Week 8
Week 9
Week 10
Week 11
Week 12
Week 13
Week 14
Week 15 / Presentations
Welcome to Event Mgt
Group Exercise
F&B, Event Cost Analysis Week #1
***
Read Textbook Chapter #1
Introduction to Off Premise Catering
Presentations
Off-Premise Catering
PPT Week #2
Accounting principles
Week #2
Accounting Terms
(Document)
Accounting principles Crossword Puzzle
***
(Assignment #2)
Answer
Presentation
Off-Premise Catering
PPT Week #3
Financial Statements
Week #3
Read Textbook Chapter #14
Budgeting, Accounting, & Financial Mgt
(Assignment #3)
Answer
Presentation
F&B, Event Cost Analysis Module #4
***
Read Textbook Chapter #3
Menu Planning
(Assignment #4)
Answer
Presentation
F&B, Event Cost Analysis Module #5
***
Read Textbook Chapter #4
Beverage Service
(Assignment #5)
Answer
Presentation
F&B, Event Cost Analysis Module #6
***
Read Textbook Chapter #6
Catering Equipment
Jeopardy Game
Assignment #6)
Answer
PowerPoint Presentation
F&B, Event Cost Analysis Module #7
Read Textbook Chapter #6
Logistics of Off Premise catering
(Assignment #7)
Answer
PowerPoint Presentation
F&B, Event Cost Analysis Module #8
***
Read Textbook Chapter #8
The Show
(Assignment #8)
Answer
PowerPoint Presentation
F&B, Event Cost Analysis Module #9
***
Read Textbook Chapter #12
Sanitation and Safety
(Assignment #9)
Answer
PowerPoint Presentation
F&B, Event Cost Analysis Module #10
***
Read Textbook Chapter #13
Accessory Services
(Assignment #10)
Answer
PowerPoint Presentation
F&B, Event Cost Analysis Module #11
Jeopardy Game / Introduction to the Course Content
Event Management
· Orientation Information, Instr. Introduction
Blackboard Orientation
· PowerPoint Presentation…Introduction· Login to the college network (Learn more about. Web Review)
· Student ACSIS / E-learning
Assignment #1 Due Week #2 next class,
Quiz #1 Off premise Catering Introduction, Due Week #2 next class,
Accounting Principles
Off-Premise Catering
Review Assignment #1 Answers
Off-Premise Catering
· “All caterers are not created equal.”· Understand the difference between Party Food caterers, Hot Buffet Caterers and Full Service Caterers.
· Comparing Off-Premise and On-Premise catering
· Professionalism
· Seven Habits of a Successful Caterer
Accounting Principles
· Accounting Terms· Assets = Liabilities + Equity
· Transaction Exercises
· Summary of Accounting
Assignment #2 Due Week #3 next class,
Quiz #2 Accounting Terms, Due Week #3 next class,
Financial Planning
Review Assignment #2 Answers
In Class Quiz #2 Financial Planning
· Preparing a Budget· Start-up Expenses
· Accounting for Revenue and Expenses
· P&L Statement / Income Statement / Balance Sheet
· Analyzing Financial Statements
· Computers in Catering
Financial Statements
· Preparing a BudgetAssignment #3 Due Week #4 next class,
Quiz #3 Budgets, Accounting and Financial Mgt,
Due Week #4 next class,
Budgets, Weekly, Monthly and Yearly
Menu Planning
Review Assignment #3 Answers
Menu Planning
· Basic Menu Categories· Catering menus
· Dietary and Nutritional Claims
· Food Presentation
Budgets
· Preparing a BudgetAssignment #4 Due Week #5 next class
Quiz #4 Menu Planning, Due Week #5 next class
Customer Invoice
Beverage Service
Review Assignment #4 Answers
Beverage Service
· Responsible Beverage service· Wines of the World
· Beer, Water, and Soft Drinks
· Food presentations / Food Trends
Customer Invoice
· Federal & Provincial taxes· Service Charges
· Inclusive Charges
· Invoice Layout
Assignment #5 Due Week #6 next class
Quiz #5 Beverage Service,
Due Week #6 next class,
Catering Services
Catering Equipment
Review Assignment #5 Answers
· Transporting Equipment· Dealing with Rental Companies
· Planning and designing a Catered Event
· Getting the Goods to the party
Assignment #6 Due Week #9 next class,
Quiz #6 Catering Equipment,
Due Week #9 next class,
Mid Term Review
Mid Term Exam
Mid Term Exam, (Mark 20%)
Logistics of Off Premise catering
Event Costing Budget Template
Breakeven Analysis Calculator
Review Assignment #6 Answers
· Off Premise Catering / Accounting principles· Contracts / Cost management /
· P&L Statements / Budgets / Invoicing / Catering Equipment / Logistics Off Site
Describe the end of semester “Final Presentation”
Assignment #7 Due Week #10 next class,
Quiz #7 Logistics of Off Premise Catering,
Due Week #10 next class,
The Show
Event Costing Budget Template
Review Assignment #7 Answers
Event Template· Pre-cost & Post-Costing an Event
· Analytical Graph comparisons
· Maintaining a Profit
The Show
· Supervising and Managing
· Setting up for Service
· Service Procedures
· Buffet and Food Stations
· Handling Compliants
Assignment #8 Due Week #11 next class,
Quiz #8 The Show, Due Week #11 next class
Sanitation and Safety
Special Requirements
Review Assignment #8 Answers
· Food Storage· On the Job Safety
· Security Procedures
· Insurance Coverage
Assignment #9 Due Week #12 next class
Quiz #9 Sanitation and Safety, Due Week #12 next class
Using your Event Costing Template
How to Prepare a Proposal Presentation
Review Assignment #8 Answers
Topic A: Develop an Event OutlineTopic B: Imaginative Interpretation
Topic C: Calculate the Break Even Point
Topic D: Determine a price
Proposals will be presented in class
Assignment #10 Due Week #13 next class
Quiz #10 Accessory Services, Due Week #13 next class
Group Presentation
n Perception of Value built into your event.
n Imaginative Ideas.
n Hardcopy Proposal
n Interesting and potentially viable event
n Presentation of the financial support information
Group Presentation
n Perception of Value built into your event.
n Imaginative Ideas.
n Hardcopy Proposal
n Interesting and potentially viable event
n Presentation of the financial support information
Group Presentations, (Mark 20%)
Final Exam (20 Marks)
Course Review
Off Premise Catering / Accounting principles
Contracts / Cost management /
P&L Statements / Budgets / Invoicing / Catering Equipment / Logistics Off Site / Break Even Analysis / Sanitation and Safety
Text Book
Off Premise Catering
Author: Hansen / Thomas
ISBN # 0-471-46424-4
Part One:
Chapter #1: Introduction to Off Premise Catering
· “All caterers are not created equal.”
o Off Premise Catering is serving food at a location away from the food production facility
o Generally they fall into three categories:
o Party Food Caterers
o Hot Buffet Caterers
o Full Service Caterers
o Off premise catering can mean box lunches for 5000 to a BBQ of Chicken and Ribs, or an elegant Dinner for 2 on a Yacht.
· Understand the difference between Party Food caterers, Hot Buffet Caterers and Full Service Caterers.
o Off Premise caterers meet the needs of all market segments
o “Off Premise Catering is an art and a science”
o In Off Premise Catering you get one chance to get it right.
o Catering off premise is very similar to a sports team playing all the games away from home.
o There is no home field advantage
· Comparing Off-Premise and On-Premise catering
o Client’s Viewpoint
§ Most clients fail to consider the cost of rental equipment such as tables, chairs, utensils, linen etc.
§ Most Clients assume it will be less expensive to entertain in their own homes.
§ Client may save significantly when buying their own alcoholic beverages.
o Caterer’s Viewpoint
§ Off-Premise Caterers must plan menus that can be prepared successfully at the client’s home.
§ On-Premise Caterers are not as limited in this regard.
§ On-premise caterers personnel are very familiar with the party facilities.
§ Off Premise caterers have major swings in staff demand based on seasonal and day-by-day events.
§ There is a greater potential for oversight in Off Premise catering.
· Advantages and Disadvantages of Off-Premise Caters
o Advance Deposits
§ Most caterers require some form of advance deposit. These deposits provide security that the event will not be cancelled. Many of the details leading up to the event are organized several weeks in advance.
§
o Controllable Costs
o Additional Revenues
o Direct payment
o Forecasting
o Word of Mouth Advertising
o
· Elements of Successful Off-Premise catering
· Managing an Off-Premise Catering Operation
· Looking Ahead, Catering of the Future
· The 7 Habits of Highly Successful caterers
· The Off-Premise Model
Chapter #2: Getting Started Laws / Location / Contracts
· Provincial and Federal Laws
o How to Start a Restaurant or Catering Business in Ontario
o http://www.cbsc.org/servlet/ContentServer?pagename=CBSC_FE%2Fdisplay&lang=en&cid=1085679426135&c=GuideHowto
o
· The Family Owned Business
o Finding a Facility
· Selecting a Caterer
o Ability to Pay
o Key Points to Negotiate
· Conditional
· Assigned
· Flexible
o Hiring an Attorney
o Funding Alternatives
· Catering Contracts
1. Have a working knowledge of what constitutes a binding contract and how it will stand up in court.
2. Be Specific
3. Know 3 general theories upon which caterers can be held liable.
o Proposal or Contract?
o Components of an Off-Premise Catering Contract
§ Caterers name, Address, Phone #(s)
§ The Clients Name, Address, Phone#(s)
§ The date the Contract was signed
§ The Date and Day of the catered Event
§ Minimum number of guests
§ Date for final head count
§ Location of the Event
§ Menu Specifics
§ Beverage Arrangements
§ Equipment
§ Staffing
§ Floor Plans and Seating Chart
§ Vendors and Accessory Service
§ Method for determining “Head Count”
§ Charges for additional guests above the Guarantee
§ Deposit Policy
§ Charges for extra hours
§ Special Instructions
§ Security
§ Setup and Cleanup
§ Adherence to Laws and Ordinances
§ Taxes and Gratuities
§ Insurance Requirements
§ Legal Statements
§ Cancellation and Refund Policies
§ Detailed List of Charges
§ Dated signatures of both caterer and Client(s)
· Deposits, Cancellations and Refunds
o Deposits
· Deposit Policy
o Cancellations and Refunds
o When the Caterer Blinks
o Contractual Nightmares
o How to survive a lawsuit
o Conclusion
Chapter #3: Menu Planning
· Basic Menu Categories
· Catering Menus
· Dietary and Nutritional Claims
· Types of Menus
· Basic Menu Planning Guidelines
· Food presentation, Culinary Trends
· Computing Food Quantities and Calculating Food Cost
Chapter #4: Beverage Service
· Liquor laws and Legal Liability
· Responsible Alcoholic Service
· An Introduction to Beverages
· Wines of the World
· Beer, Water, Soft Drinks
· Computing Beverage quantities
· Beverage Stations (Bars)
Chapter #5: Catering Equipment
· Determining Equipment needs
· Equipping a Catering Commissary
· Transporting Food and Equipment
· Back of the House Equipment
· Front of the House Equipment
· Equipment Decisions (To rent or Buy?)
· Dealing with Rental companies
· Equipment Trends
Chapter #6: Logistics of Off-Premise Catering
· Scouting Unique Party Locations
· Site Inspections
· Planning and Designing the Catered Event
· Layout and design Criteria
· Rental Order Forms and Party Packing Lists
· Food production Sheets
· Getting the Goods to the Party
Chapter #7: Human Resources
Chapter #8: The Show
· Supervising and Managing
· Setting up for meal service
· Service Procedures
· Buffets and Food Stations
· Handling Complaints
Chapter #9: Marketing
Chapter #10: Pricing Off-Premise Catering Events
Chapter #11: Purchasing, Receiving and Storing Foods
Chapter #12: Sanitation and Safety
Chapter #13: Accessory Services and Special Requirements
Chapter #14: Budgeting, Accounting, and Financial Management