1. Organizing the Event Chapter 9

2. Organizing Tasks • Formal structure • Management design of the catering organization • Supports implementation of caterer’s strategy • Core organizing tasks • Creating the menu • Developing recipes • Writing specifications • Ordering, receiving, issuing, producing, transporting and service

3. Catering Management Tasks • Menu • The foundation upon which everything revolves • Determines • Type of food, recipe, flow of food • Layout and capacity of equipment • Size and type of storage facilities and human resources • Specifications • Ensure consistent preparation and presentation • Excite the consumer to be a repeat customer

4. Purchasing • The purchasing plan outlines how to accomplish the purchasing objective. • The plan is written into a purchasing manual. • Policies • Procedures • Rules • Security procedures • Most caterers share basic purchasing needs.

5. Building a Supplier and Caterer Relationship • Professional relationships contribute to a successful purchasing program. • The caterer and supplier build loyalty. • Supplier sales representatives • Aka distributor sales representatives (DSRs) • Match distributor’s resources to caterer’s needs • Visit new customers who have entered the market

6. Market Intermediaries • Distributors • Specialty/broadline distributors • Food shows • Food brokers • Manufacturer’s agents • Direct sales responsibilities • Broker responsibilities • Wholesale clubs • Retail grocery stores

7. Ordering • Securing the right amount & kind of materials to meet production and satisfy the client • Requires an understanding of: • The menu • Number of guaranteed guests • Portion size • Standardized recipes • Storage and production capabilities

8. Portion Control • Measuring ingredients in food production is one of the most important management control tasks. • Caterers measure by number, volume or weight. • Understanding As-Purchased vs. Edible Portion • As-Purchased (A.P.) • Edible Portion (E.P.) • As-Served (A.S.) • Waste (W) • Waste Percentage (W%)

9. Receiving • Verifying all deliveries against specs & quality • First control point in the flow of food • Fundamentals of receiving: • Area should be well lit • Food acceptance done near delivery door • Use correct thermometer • Always obtain food from reputable suppliers.

10. Storage Control and Inventory Management • Storage Control • Maintains adequate space for food, beverage, chemicals and equipment • Label all storage containers. • Prevent cross-contamination. • Inventory Management • Managing the amount of merchandise in storage areas is a financial investment for the caterer. • Appropriate inventory control prevents over-purchasing of items, spoilage, theft, etc.