PLANNING AND OPERATION OF FOOD AND BEVERAGE OUTLETS

Although there no defined way for managing the food and beverage operations, there are guide lines which need to be
followed. The following note briefly describes the different steps involved in establishing an outlet.

STEPS FOLLWED IN PLANNING AN OUTLET

Planning is the first and the most important factor to be considered while establishing an outlet. Proper planning reduces
project time and labour cost. There are three steps involved in planning.

STEP 1 Doing market survey and gathering information. Actually developing the blue prints and putting plans into practice.

STEP 2 Procuring funds and the required space area or building and equipment; setting standards (SOP) and recruiting staff.

STEP 3 Listing out policies and procedures, setting goals and targets to be achieved in a particular time frame. Defining service
standards and focusing on operations to bring in more profits.

POINTS TO BE CONSIDERED WHILE PLANNING AN OUTLET

Location: Location of the outlet plays a major role in deciding the operations. It also affects the profitability.
Operations of an outlet located in tourist spot or in a resort area is different from those in an outlet located in an urban area.

Target market: Recognizing a market segment and understanding their preference is very important to cater to a target market

Business Potency: Knowing the potency of a particular market segment or location is essential to start an outlet, because
business comes from the potential guest and not from the population of the market.

Budget: Budget affects the size and quality of operations. Most of the planning is directly connected to budgeting. One should
remember to include initial operational costs in the budget.

Space availability: Procuring space for establishing an outlet is one of the major difficulties faced. Sufficient space is required to
accommodate the potential guests, and more often this is expensive. Space should not be very from targeted location

Availability of skilled manpower: Success of any operation depends on the quality of services offered. Quality service can be
achieved by setting high standards. To maintain the high standards and to provide speciality services, skilled staff is required.
Getting skilled labour is expensive.

Local Influence: The greatly affecting factors are religious and communal restrictions, culture life style, and eating habits of a
particular locality.

Competition: Identifying and studying competitors is important while planning an outlet. A detailed analysis of the competitors
helps in introducing new concepts and better services in an outlet

Legal aspects: This is important and generally ignored aspect of outlet planning. Finding and completing all legal formalities is
essential. It is always advised to adhere to local laws.

PHYSICAL LAYOUT OF AN OUTLET

The term ‘layout’ means positioning of the work centre. Work centers can be main operational areas or ancillary areas. These
areas are arranged with respect to the equipment used in a particular area and the flow of operations. It is also necessary to
keep in mind the architectural and infrastructural difficulties while making a layout; for example, services such as drainage and
fuel supply lines.

A layout is the first step towards putting plans into action.

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 Objectives of a Good Layout:-

The planning of spaces for serving food should be aimed at achieving:-

1. Smooth flow work

2. Prompt & efficient service
3. Effective utilization of space
4. Minimum Investment
5. Profit maximization
6. Less staff movement
7. Ease of supervision
8. Chance of future renovations
9. Aesthetic appeal
10. Efficient flow of Operation
11. Safe working areas
12. Low maintenance cost
13. Follow governing laws (State + Central)
14. Preserving food quality
15. Avoiding queuing problem
16. Maintaining standards of Environmental Hygiene

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 STEPS IN PLANNING
Planning various F & B outlets mainly involves seven steps are as under:

Prepare a prospectus or program guide

The Prospectus must include

 Title of the project

 Reason and need for the project
 Goals and objectives of the project
 Policy guidelines of the project
 Procedure to be followed

The prospectus also includes physical and operational characteristics such as the style of the building, type of food served, type
of service system to be followed, a profile of customers, etc. it also includes regulatory information such as standards of safety,
hygiene, noise control, etc.

Planning team
The planning team is organized and may include some or all of the following:

 Owner or administrator
 Foodservice manager or director of food + beverage
 Design consultant
 Equipment representative
 General manager
 Builder or contractor
 Maintenance engineer or chief engineer

Conduct a feasibility study

A feasibility study is defined as “the collection of data about the market and other factors
relating to the operation of the proposed facility to justify the proposed project.”

It will include research on:

 Proposed site
 Potential customer profile
 Community growth
 Building trends
 Competition in the area
 Possible revenue-generating sources like function catering etc.
 Cost component of the project

Menu Analysis
Menu Analysis involves identifying the type of menu to be served, foodservice systems to be followed such as quick-chill
method, etc. sample menu and menu patterns are designed for this purpose. From this, the followed data is derived.

 Type of storage needed

 Portions size of each dish
 The total number of portions
 Batch size of all dishes
 Method of cooking and processing
 Work surface or equipment required

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  Storage or holding equipment required

Consider architectural features like Building style and material

The style depends on the type of operation, area and menu selected. The material depends on the type of architecture and
local weather conditions. If a restaurant is situated near the seashore or facing a pool, it can go for glass walls to utilize the
scene views in its architecture.

Floors
While selecting the flooring, the utility, durability, resistance to acids, grease, and stains should be considered. The time of the
surface selected can affect productivity. Like a hard surface can tire the employees faster. Also, carpeted floors may not be the
right choice for the use of trolleys or heavy movement. Hard tiles or quarry stones are best suited for kitchen floors as they are
smooth, easy to clean and slip-resistant. All the kitchen floor surfaces must be covered 6 inches up at walls and equipment base
for sanitation purposes.

Walls, Ceiling and Noise Reduction

For choosing walls and ceiling finish aesthetic values, sanitary conditions and noise reduction are considered.
The wall finish depends on the amount of natural light available.
Ceramic tiles are best suited for kitchens as they are durable and easy to clean.
Tiling is done for up to 1.5 to 2.5 meters to take care of food and water splashes.
The height of the ceiling is kept at an average of 4.5 to 6 meters.
The kitchen and dining room ceilings and walls are acoustically treated to reduce the noise levels.
The ceiling is given a lighter color than walls as it gives an illusion of space to a room.
Soundproof materials are also used to insulate vents, radiators, pipes, etc. rubber parts are used in the areas where dishes are
washed to prevent excess noise of equipment.

Lighting
Correct lighting for the facility is selected. The lighting should be adequate and suitable.
It should help to increase efficiency, as the correct lighting increases workers’ productivity by 3-4 %.
The correct design should allow as much natural light as possible.
Light gets reflected from the floors, walls + ceiling and that is to be considered while selecting the lighting.
The direct or down lighting system is used in kitchens to create a natural light effect.
Light fixtures should be positioned in such a way that the employees do not work in their shadow.
Good lighting reduces eye strain and increases productivity.

Heating, Ventilation and Air conditioning (HVAC)

Efficient and effective heating and Ceiling system are required, for the comfort of the guest and employees.
It also helps to increase productivity by 5-15 %.
Proper ventilation has to be ensured in kitchens and consists of an exhaust fan system, built into the hoods over cooking
equipment and eliminates odor, fumes, moisture + grease vapor.
Fans bring in fresh air from outside.

Built-in-refrigeration
Proper selection of built-in-refrigeration is ensured keeping into consideration the space available for the purpose in the
kitchens.

Plumbing and Electricity

Electricity or power requirements are calculated based on the equipment that needs to run.
The power requirements of various equipment have to be considered.
Concealed wiring is carried out in kitchens and service areas.
Proper drainage and sewage disposal systems have to be ensured and considered.

Budget and Cost Relationship

No food service can have an unlimited budget as it would not practical. Hence a balance bed to be made between quality,
quantity or space and cost. A well planned and designed facility proves cost-effective in the long run.

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Design Development
The first step is to determine space allocation, with the help of flow diagrams. All work units along with their roots for supplies
and workers are represented schematically in a flow diagram.
The next step is drawing a blueprint to scale for the placement of equipment.
The blueprint is then submitted and contract documents are formulated for contractors.
Tender or bids are called to select the builder or contractor.
Once the builder is selected the next stage involves signing a contract with the builder.
Periodic inspections are conducted to ensure that the construction is as per the specifications and the blueprint.

Factors Affecting Restaurant Planning and Designing

Internal Factors
i) space available
ii) budget (initial & ongoing)
iii) no. of cover
iv) target market
v) type of service

External Factors
i) market trend
ii) designer
iii) psychological effect on guest
iv) future renovation chances
v) competitor
vi) Govt. rules & regulations

Additional factors
i) Cost of repair and maintenance
ii) Equipment layout
iii) Preference of owner
iv) Division Zone (like smoking zone)
v) flow pattern

Major factors affecting Restaurant’s Planning & Designing

1. Cost/ funds in Hand:- It means that how much expenses are required or available for the making, renovation or for operating
the establishment. The cost factor is always considered on the priority base and will determine the number & types of activities
that can be carried out.

2. Space available:- Space is also an important criterion in restaurant planning because different types of seating arrangements
require different amounts of space. The area of the space at hand will determine the number and extent of activities that can
be carried out in it. Besides the shape of the space is important in planning work centers efficiently.

3. Style of Service:- Style of Service also affects your restaurant planning. Suppose you want to offer Gueridon service to the
guest then it is difficult to put carpet on the restaurant floor because it creates problems in the rolling of wheels. A self-service
facility will require a larger area for the display of foods. If the style of service is a buffet, the space for seating should be limited
to the sides of the dining area. Similarly, in a kiosk, only a window counter is sufficient to pass on ready to serve prepared items
to the customer. In a restaurant equipped for leisurely dining, at least 50-60 cms space on the table is required per person.

4. Cover:- It means how many people you are making the restaurant or the number of people or pax can be accommodated at a
time in the restaurant. The number of covers always depends upon the available space in the restaurant. But it is always
preferable to have the maximum utilization of the available space which can be achieved by offering different sizes of tables
like- offer two, four, six or group tables in your restaurant.

5. Type of Customer:- Type of customer you are catering will have a greater impact on the type of restaurant e.g., for the elite
class, fine dining is suitable a cafeteria is suitable for office goers or shoppers.

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6. Number, type, and size of equipment:- The total number of meals served at any mealtime and the menu composition helps
to determine the quantities of various dishes to be produced and the size and type of holding and reheating or finishing
equipment necessary in the serving area. For a cafeteria Beverage equipment for hot & cold beverages, display cases for snacks,
salads & deserts or hot cases for holding food before or during service, trolleys for stacking trays if it is self-service are required.
For seating furniture may be fixed along the sides of dining rooms or adjustable tables may be used for seating and standing
arrangements as required.

7. Man Power:- In the case of fast food & other outlets where there is a full or semi self-service style, the number of skilled staff
required is less as the waiting staff has not to serve on the tables. The number of staff is determined by the number of
customers to be served at one time, the composition of the menu, style of service & type of the restaurant.

8. Menu:- during the restaurant planning process, the menu is the most important factor because it works as a selling tool plus
also merchandising the dishes. The menu has to be planned by the locality or target market and as per the type of restaurant
you intend to plan. Its physical layout like menu paper, language, word font, etc should also match with the
restaurant’s theme.

9. Sanitation and Safety:- sanitation is related to the cleaning aspect of the restaurant. If your restaurant is carpeted, it will
require more time as well as more manpower to clean it. On the other hand, if the floor has hard or marble flooring it can be
easily cleaned and there is less chance of spots etc. Safety means security from various future uncertainties like fire, terrorist
attacks, etc. so the restaurants must be planned in such a way to ensure the safety & protection of the guests & staff. E.g., fire
extinguishers at various places, fire alarms must be put. Emergency exits & evacuation plans must be ensured and put into
place.

Typical Banquet Setup styles

Classroom/Seminar-style for Business Events

 PR Functions (Press release, Fashion, Dealer’s Meeting, Seminars, Exhibitions)
 Conferences (Political, Trade Union, National Sales, International, etc)
 Internal or External Briefings

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Classroom/Seminar setup, important points:

 – The overhead projector/LCD projector table may be used for classroom setups.
 – 3-5 people per classroom/seminar table.
 – Each seating has a pencil, a note pad, and a water glass plus coaster set in front of it.
 – 2 ½ feet spacing between tables.

Round Tales for Formal, Social or Business Events

 Luncheon
 Dinner/Dinner Dance
 Buffet
 Wedding
 Annual Ball
 Graduation Dinner

Round table set up, some important points:

 – Round tables are used (normally) for formal dinner setups where smaller parties can join easily.
 – Max. 10 people per table.
 – Table legs are lined-up in the same direction.
 – Setup ‘Molton’/under-lay before the table cloth.
 – Table cloths and chair covers must be properly ironed.

Oblong/Rectangular Tables for Formal, Social or Business Events

 Luncheons/Dinner/Dinner Dance/Banquets
 Buffets
 Annual Ball/Graduation Dinner

Round table set up, important points:

 – Oblong/rectangular tables are primarily used for banquet setups.

 – 8-10 people per table.
 – Table legs are lined-up in the same direction.
 – Setup ‘Molton’/under-lay before the table cloth.
 – Table cloths and chair covers must be properly ironed.

U-Shape for Business Events

 Meeting/Conference/Press release/Seminars

Comb-shape style

U – shape set up, important points:

 – Seminar tables are primarily used for meeting setups.

 – Max. 3 people per table.
 – Table legs are lined-up in the same direction.
 – The table cloth is preferably used, green felt shall be avoided.
 – Each seating has a pencil, a note pad, and a water glass plus coaster set in front of it.
 – 2 ½ feet spacing between tables.

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Congress/Theatre style for Business Events
 Meeting/ Press release/ Seminar/Speeches

Congress/theatre style setup, important points:

 – All theatre/congress setup has a service station (at least 1 set per 40-50 person).
 – Approximately 2-4” inches between chair to chair.
 – Approximately 1 ½ chair-width between rows.
 – The platform is used for the speaker.

Planning staff Requirement

THE STAFF REQUIREMENT CALCULATION

The staff number and organization of an outlet depends on its type and size. The service design and the standards to be
maintained determine the skill levels of the staff. But the number is always about the number of covers to be served. This is
also known as the “staff ratio”.

*The calculation is only for basic understanding

Points to keep in mind whole staffing an outlet are as follows:

Kitchen efficiency

Service design and its complexity

Equipment and modern techniques used

The staff requirement for an existing outlet can be calculated by the formula given below:

Total covers forecast per shift = Number of staff required /Average productivity per shift

Total Covers Forecast: This figure can be achieved by analyzing the past sales records or guest flow reports. This number may
not be accurate all the time. But with experience and practice, we can predict a very close to the actual figure.

Average Productivity: This can be measured by analyzing sales per waiter over a given period or a shift. The other commonly
practiced method is to calculate the covers served by a waiter over some time.

Total covers served in a shift = Average productivity per shift / Number of waiters in a shift

The above formula might not be effective for a new outlet and fresh requirement. The reason is that average productivity
cannot be calculated for a newly established outlet. So, the best way to conclude on staff requirements is to follow the
standard guidelines.

The general guideline for specialty restaurant is, for every 30 covers, tow stewards and one supervisor are required, again these
numbers are greatly influenced by the complexity of the service design.

A 50- cover coffee shop operation requires only three stewards and one supervisor per shift. Because the services offered here
are more casual and fewer staff members are required per shift. The objectives of a service professional while staffing are as
follows:

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To minimize staffing as low as possible.

To maintain restaurant standard high.

Minimizing staff turnover by providing a better work area.

To maintain a friendly and cooperative attitude among all the staff members.

SELECTION AND PLANNING OF EQUIPMENT

The equipment used in food and beverage outlets can be categorized into ‘heavy-duty’ and ‘light-duty’ equipment. As the name
refers, the heavy-duty equipment is too heavy to move and shift. Working tables, refrigerators, bain-marie, deep freezers, food
cabinets, and trolleys usually come under this category. On the other hand, the light-duty equipment is smaller in size and easy
to carry. Trays, crockery, cutlery glassware, and flatware come under this category.

Heavy-duty equipment: These are large in size and difficult to move around. So, great care must be taken while planning to
purchase and locating them. Once the heavy equipment is located or fixed, it is difficult to shift it. So, identifying the correct
locations for the first time is very important. As the heavy-duty equipment is expensive therefore, it is necessary to check its
durability and lifetime warranty.

Light-duty Equipment: This category mainly consists of crockery, glassware, cutlery, and linen. As these are small in size, there is
a lot of probability of misuse and pilferage. So, great care must be taken when selecting and deciding on stock levels.

Factors to be considered while purchasing Equipment

The purchase should reduce labor costs.

The equipment should make monotonous jobs quicker and easier.

It should look attractive and clean in guest areas

It should have long durability for better value for money;

The equipment should be easy to operate and maintain.

It should increase production and service standards.

It must be of multiple uses.

It should fit in the available space.

Most importantly, the equipment should be energy efficient.

Calculating Quantities of Equipment Required

One of the major purchases for any establishment is equipment. This may consist of heavy-duty or light- duty equipment such
as cutlery, crockery, and glassware. Great care must be taken when deciding stock levels because a major portion of the
investment is spent on the equipment. Usually, these service equipment are maintained in ‘par inventory levels.’ If the
equipment is overstocked, the cash flow and storage place is blocked and chances of pilferage and theft are increased. On the
other hand, if the stock is insufficient, then you may need to compromise on service standards and procedures. This leads to
guest dissatisfaction, and ultimately losses in business.

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The restaurant manager is responsible for setting up the par stock levels based on the operations and frequency of usage. They
also decided on how low the par stock should be before placing the next purchase order. Stock levels vary based on
dishwashing procedures and on-site laundry. The following guidelines help to decide on par stock levels. When operating
several outlets the patterns and designs of equipment need to be considered. If there are different patterns for each outlet it
gives a unique identity to each operation. But it creates sorting problems at common dishwashing. It is also expensive to
maintain different stocks separately.

Chinaware: The stock should permit one complete set in the restaurant, one in the process (i.e., in washing and kitchen), and
one in reserve (still room). Thus, it is advisable to have three par levels for the chinaware. But for items such as B&B plates and
under liners, which are used more frequently in large numbers, need to have and extra par.

Glassware: As a rule of thumb, hotels maintain three par stock levels for each variety of glassware, But for few exceptions such
as frequently used wine glasses and water goblets, an extra par needs to be maintained. This stock level may vary based on
many factors, for example, the ‘lead time’ or ‘waiting time’ for specific logo glassware and breakage rate in the property, etc.

Steel or silverware: The general three par levels may alter for specially embossed flatware because of the ‘lead time’. It also
depends on the theft and loss rates of the property. An onsite burnishing machine can help reduce stock levels of the
silverware.

Linen: Linen is of two types of food and beverage organizations. One is ‘table linen’ and the second is ‘uniforms. Table linen
includes a tablecloth, slip cloths, and napkins. The minimum par stock for the table linen is three times. But it varies based on
the cover turnover and busy operations. Normally, high turnover outlets need to maintain four stock levels. The cleanliness of
staff and their uniforms speak about the hygiene levels of the outlet. The uniforms should be issued in three sets. With this
plan, an employee can wear one, store another for the next shift, and launder the third.

Quality and purchase Specifications of Different tableware

In many hotels, an executive committee comprising the heads of the departments and the general manager decides the quality
and quantity of equipment. Once the decision is taken, a great deal of research has to be made about the product and suppliers
by the purchasing department. This is done by studying brochures of different brands, talking with sales representatives, and
reviewing samples. Then the purchasing department requests for price quotations and makes a comparative statement for
lower costs. Some amount of negotiation is required before placing the order. Once an order has been placed, the same
information is filed in purchase record books. The information is useful when the products are received for verification.
Standard specifications are made based on the following points:

Budget

Type of operation

Compatibility with the theme

Quantity required

Storage space

Chinaware: It is reported that 70-80 percent of breakage occurs in the dishwashing area. So, commercial quality crockery is
advisable which is resistant to chipping, cracking and scratches. Often heavy or thick china is used in fast – food outlets. Heavy
crockery may hold heat efficiently but is vulnerable to breakages. Moreover, it looks awkward and needs more storing space.
For class-one restaurants, thin and glossy finished crockery is recommended.

Chinaware can be purchased from domestic or foreign suppliers. Whatever may be the case, the lead time must be considered
while placing orders. In some establishments, management may decide to have logo-printed chinaware or special-pattern
chinaware. In this case, purchase specifications need to mention clearly. As a quality and professional matter, high-quality
crockery should never be mixed with low-quality glassware or cutlery. Usually, different patterns are also not mixed in the same
outlet.

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Glassware: Managers must consider a lot of factors before placing them for the glassware. The glassware must march with the
theme of the outlet. The price must be within the range of the allotted budget. Open or general stock glassware is less
expensive than the custom-made stock. Rolling edges and rims on glasses reduce cracking and chipping. Stemmed glasses look
attractive, but are more susceptible to breakages. Cleaning and storing procedures need to be addressed before placing an
order. Breakage ratio and lead time are important points to be considered. Steel or silverware: The true silverware is highly
expensive and difficult to maintain. Some of the elegant hotels use silver-plated cutlery and flatware. This type of cutlery is also
called ’hotel plated’ or ‘electroplated nickel silver (EPNS).’ This type of flatware gives an elegant and royal look to the restaurant
décor. But EPNs items need to be plated very often. If the establishment has an in-house ‘plating plant’ and ‘burnishing
machine’, it reduces the maintenance costs and also increases the durability of the equipment.

Nowadays, most of the establishments are opting for ‘stainless steel’ flatware because of their low maintenance costs. Stainless
steel cutlery can be made to any purpose, any shape, and style. As the name indicated they are stain proof and resistant to rust.
It is also difficult to bend and break. Another advantage of the stainless steel cutlery is that it is the most cost-effective and
widely available. It can be made in different varieties such as glossy finish, dull finish, or matte finish to suit the outlet theme.
The controlling of cutlery stock is a difficult task and should involve strict procedures. Only the number of stock that is required
for operations should be issued.

Linen: One must consider the comfort and quality of fabric while selecting for table linen. Moderately thick and absorbent
cotton material is recommended for table linen. Maintenance of linen is an expensive match with the theme and décor.

PLANNING THE INTERIORS OF AN OUTLET

The total dining experience comprises not only food and beverage served but also the atmosphere created. Ambiance or
interiors of a restaurant play a major role in attracting and keeping the business. The major elements of interiors are (a) décor,
(b) lighting, (c) color, and (d) furniture. We will be discussing these four elements individually.

Décor

Décor means decoration of the place. It mainly consists of fixtures, fittings, picture frames, paintings, and other artifacts. By
changing the décor, we can change the ambiance of a restaurant. While creating perfect décor, managers should not neglect
operations. The décor should not interrupt the smooth operations. Decorative items should be of commercial quality to
withstand wear and tear. They must be easy to clean and hygienic. Another major point to consider is safety. Some common
safety issues are listed below:

The smooth and slippery floor in the outlet looks very elegant and shiny. But it leads to many accidents.

Exposed rough or sharp edges of tables and chairs can hurt people in the operations.

Splinters and nails of tables and chairs can hurt guests.

Unmarked glass doors can lead to accidents.

Steps must be railed and lighted to avoid tripping-over.

Hanging decorations or low ceilings must be marked.

An emergency exists should not be blocked with decorative items.

The above-given factors should be considered while designing the décor of an outlet.

Pictures or wall hangings and other decorative items need to use with great care to portray a particular theme. For example, a
nautical or marine theme can be achieved by placing various ship models, paintings of anchors, fishing nets, wall hanging buoys,
and shells. These items can be located based on the space available and the color contrast.

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Lighting

Modern designers are showing interest in using a variety of lighting and light sources. A wide range of effects can be created by
contrasting different lights. Lighting in food and beverage outlets is mainly categorized into two kinds.

Functional lighting: This kind of lighting is required for operation in the back area and kitchen. It is also required on tables to
enable the guest to read the menu and see the food and beverage presentation. This kind of lighting amounts as much as 75
percent of the total restaurant lighting. Functional lighting is more common on tablets, at buffet counters, display articles, and
on the pictures and paintings.

Decorative lighting: This kind of lighting is used to create ambiance and décor. It is a part of the decoration. This included wall
bracket lamps, serial lamps, and picture focus lamps, etc.

To create a correct ambiance with correct illumination, one should use different types of lightings in the correct combination.
There are two main types of lightings used in food and beverage establishments. They are incandescent lights and fluorescent
lights.

Incandescent lighting is warm and inviting. But these lights are less energy-efficient to operate. And the yellow hue of the bulbs
may change the natural color of the food items. Fluorescent lighting is known for the lower operating cost. Natural colors are
not shaded by the white light. But it is often criticized for its pale, dull, and lifeless illumination. Therefore, it is advisable to use
a combination of both the lights in balance to create a warm, romantic, and bright atmosphere. Many experts recommend 70
percent of fluorescent and 30 percent of incandescent light in the total lighting system. This gives a mood of enjoying the meal
and a pleasant, natural appearance to the food items. Expert restaurant designers use tips from the ‘psychology of lighting’ in
developing lighting systems for a restaurant. Below are a few tips on creating a correct lighting system:

– Brighter or strong lighting is not comfortable to eyes, thus gives a message of ‘eat quickly and leave.’

– Soft lighting creates a mood of ‘relax and dine at leisure.’

– Sparkles enhance appetite and encourage conversation.

– Spotlights on seating areas should be avoided. Guests should be surrounded by light rather than spotting them.

– Candles between people draw them together.

– Direct lighting to be countered with soft lighting.

To keep the desired mood and effect of lighting, dimming systems are widely used around the world. In modern days most of
the specialty outlets are opting for semi-automatic or fully automatic dimmer systems. These automatic dimmer systems are
preset with different combinations of lighting. By just selecting any one mode of lighting on the dimmer system, the
combination can be changed between dim and romantic mood for dinner, and a bright and cheerful mood for lunch.

Colour

The colors used in dining areas affect the atmosphere. Designers follow a wide range of rules while selecting colors. Great care
must be taken while choosing the right color since food and color are closely associated. The color scheme used must reflect
the character of the restaurant. Usually, white, cream, beige, blue, and yellow are the most used colors in food and beverage
establishments. A combination of different colors can be used to balance and to create the desired effect. Colors also affect the
mood of the guests. It is observed that cool colors such as light green, blue, and violet give a relaxed dining experience. In
contrast, war5m colors such as yellow, red and orange will stimulate activity; thus, encourage fast table turnover.

Colors also have an impact on the room size. A small room can be showcased as a large room by painting it with some bright
colors. Similarly, a large area can be painted with a dark color to give a more intimate feel.

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Furniture

The dining room furniture is available in a wide variety, and it can fit in any atmosphere and décor if selected properly. Great
care must be taken while selecting furniture because it is an expensive decision. The cost of furniture makes nearly 50 percent
of the total initial investment.

The next important factor to be considered is the ‘comfort’ of the guests. Heavily cushioned furniture gives a sinking feeling and
is not comfortable while dining. Hard surfaces are also not suitable for long sitting and relaxed meal. Furniture should not
occupy too much space. Professionals should consider the table size requirements, compatibility with the theme, and materials
used for the furniture.

Wood is the most commonly used material for the dining room furniture. Various types of woods are used to suit the décor and
theme. Wood is most preferred because it is strong, rigid, stylish, and able to resist wear and tear. Metals such as aluminum,
steel, and brass and other materials such as plastic, vinyl, and fiberglass re also used in modern days to create attractive and
contemporary furniture. Selected furniture must support the type of operations, keeping the guest comfort in mind.

Meal & Menu Planning

It is a list of food items offered for a meal along with prices whether set for individual items or for the whole meal.

Menu is a list , in a specific order, of dishes to be served at a given meal

For commercial establishment it will also include the prices (either set for individual items or for the whole meal), taxes and
other charges applicable.

HISTORY AND ORIGIN OF MENU

The word menu was originated in the year 1541 when the Duke Henry of Brunswick, was holding a party where was constantly
referring to a piece of paper

An exquisite lady was enquiring with the Duke about the food items in a nasal tone saying, “may I know”. This phrase was later
converted to the word “Menu”.

In 1718, we get the first recorded description of menu, where in a party the guest were able to look at the names, recipes and
ingredients of the preparations in the look called “ Ecriteau” in French which means “Bill of Fare”

PRESENTATION OF MENU

It is usually the style of presentation of menu along with the prices mentioned. There are ways of presentation of menu.

Book form

Card form

Board form

Place mats

Book form– this type of presentation of menu is very common in large establishments where there are more items. The items
are listed along with their respective prices. Most of the restaurants follow this style.

Card Form– the food items along with their pricing are written on a card for smaller establishment.

13 ADVANCE F&B SERVICE – 1 (SEM 5) LMIHMCT

Board Form– It is mostly found in fast food centres, food courts or pavilion where a large board is displayed with the names of
the dishes and their pricing.

Place mats– such form of menu presentation is generally found in food service areas where turnover of the guest is very high
and fast efficient service is required. Place mats are printed papers placed on the guest table with the names and prices
displayed. Once the guest is done with their meal, the mats are immediately removed and new ones are placed. Usually
followed in coffee shop, fast food centres etc.

TYPES OF MENU

Table d’hôte (table of the host)

It is a fixed menu generally of a starter, a main course, a dessert and a beverage at last, and is served at a stated price which is
for the entire meal.

Cater to a large number of people in a short period of time like institution, industries, transport catering etc.

À la carte (in the style of a card)

It is the selection from the menu card where each item is priced separately.

In this the menu is presented in form of a card. All the food items are listed along with their individual respective pricing. It is
most popularly used menu.

Other forms of menu are:-

CARTE DU JOUR– (menu for the day): It is a card comprising of food items listed with composite pricing and has been planned
for the day. Mostly used for institutional/ industrial/ welfare catering.

PLAT DU JOUR– (dish of the day/ chef’s special): A special food item prepared by the chef for a particular day. It is quite
expensive.

PLATS DU JOUR-(plates/ dishes of the day): When there are multiple special items it is not verbally promoted but written in a
card with individual pricing.

TABLE D’HOTE A LA CARTE

Traditional 1.modern

Compositely priced 2. Individually priced

Limited Choices 3.Wider choices

Portion size smaller 4.portion size bigger

Suitable for clubs, welfare institutions etc. 5. Suitable for commercial establishments like restaurants

Caters to a large no. of people in a limited time 6. Cater to a limited no. of people

Requires less space, equipment’s and skilled people 7. Requires more space, equipment’s and skilled people

Life cycle is less as it is cyclic in nature 8. Life cycle is more, is changed after 6 months

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OBJECTIVES OF MENU PLANNING

1. The menu must satisfy guest expectations.

2. The menu must attain marketing objectives.
3. The menu must help achieve quality objective.
4. The menu must be cost effective.
5. The menu must be accurate.
6. The menu must satisfy guest expectations: Because guest satisfaction is a byword of dinning service management,
your menu must, above everything else, reflect your guest’s tastes and preferences – neither the chef’s, the food and
beverage director’s nor those of the manager of the particular dinning outlet.
7. The menu must attain marketing objectives: While part of marketing is discovering what guests want, another
important aspect is providing for their needs at convenient locations and times and at prices that they are willing and
able to pay. In some cases, excellent product development, pricing and promotion will convince guests that you have
what they desire – even if up until now they never knew what it was that they’d been looking for.
8. The menu must help achieve quality objective: Quality concerns are closely related to marketing concerns. It is
important that you clearly understand all aspects of quality requirements and develop menus that incorporate these
standards into your food menus. High quality and good nutrition go hand – in – hand. A menu that helps achieve
quality objectives would also offer enough choices to the guests so that they can order a nutritionally well-balanced
meal. Other aspects of food quality include flavor, texture, color, shape, consistency, palatability, flair and guest
appeal. As you plan the menu, remember to balance it so that textures, colors, shapes and flavors are not repetitive.
9. The menu must be cost effective: Both commercial and institutional food service operations should plan menus that
recognize financial restraints. Generally, commercial properties cannot attain their profit objectives unless their
product costs, which the menu often dictates, fall within a specific range. In institutional food service operations,
minimizing costs is also the menu planner’s responsibility. Whether you plan a menu for a commercial or an
institutional operation, you must select menu items that are within the operation’s budget.
10. The menu must be accurate: You are responsible for telling the truth when you formulate menus. You must not
mislabel a product, describe it inaccurately, or deceive the guest by your menu presentation. The menu is a powerful
advertising tool. It can influence what guests order and their expectations. If your food service operation does not
deliver the type of products that your menu represents, your guests may feel cheated and never return.

MENU PLANNING CONSIDERATION

1. Colour repetition– repetition of colour in the dishes of a menu will be monotonous for a guest which would harm the
appetite of the guest
2. Balance of Heaviness– while fixing a menu the balance of heaviness should always be kept in mind i.e., from light to
heavy and ultimately to light
3. Repetition of Ingredients– As with repetition of colour, repetition of ingredients or taste will also harm the appetite
of a guest and will be monotonous and irritating for the guest
4. Kitchen Skills– the efficiency of kitchen department and its output capacity is an essential factor in determining the
type of

menu

5. Seasonal Favorites– availability and usage of seasonal fresh fruits and vegetables are other factors to be considered
while planning a menu. A good menu should always include seasonal favorites in its courses for example mango in
summers, carrot in winters etc.
6. Local Favorites– The favorites of the local people, their eating habits and food culture needs to be taken into
consideration while planning a menu
7. Availability of equipment’s – while planning the menu, availability of the equipments required to prepare as well as
serve the food needs to be considered.

15 ADVANCE F&B SERVICE – 1 (SEM 5) LMIHMCT

 CONSTRAINTS OF MENU PLANNING

Age– The preference of food items varies with age group. The children and aged people prefer less spicy food while the
younger likes rich and spicy dishes. Ideal menu should take care of people in each and every age group.

Profession– People in different profession have different food preferences, athletes, sport person will go for high carbohydrate
while people in entertainment business will prefer low fat/ cholesterol diet.

Nationality– people of different nation have different food preferences. An European will like mild continental food, while
Indian, Thai and Mexican will prefer spicy food

Group size– when group size is large it is difficult to serve elaborate menu

STAFF DUTIES AND RESPONSIBILITY

JOB DESCRIPTION

This term describes the duties and responsibilities of a particular job position. In order terms, the job description is a list of
‘things to do’ of that particular job.

For example, the job description of a restaurant manager is a follows:

 Responsible for the overall performance of the outlet

 Complaint handling
 Keeping track of guest history and database
 Ensuring smooth operation
 Making day-t-day sales reports
 Checking stock and inventory
 Maintaining service standards
 Other duties such as staffing and safety

JOB SPECIFICATIONS

This term describes the necessary qualities one should have to occupy a particular position. It means minimum qualities and
qualifications one should posses to perform in their area of work.

For example, job specifications of a restaurant manager of a five-star hotel are as follows:

 Diploma course in hospitality.

 Should have worked for three years in lower designations.
 Should possess sound knowledge of the subject.

16 ADVANCE F&B SERVICE – 1 (SEM 5) LMIHMCT

  Should have good communication skills.
 Should have man management and public relation skills.
 Should have a pleasing personality.

Banquet Manager :

(a) Banquet Manager is responsible for approving all the booking after fixing up the rates.

(b) He is incharge in deciding upon discounts and additional services.

(c) He supervises function in terms of seating arrangement buffet arrangement and there is PR as well.

(d) He is also responsible to maintain a checklist before letting out the function hall to the guest.

(e) He should be a person with a list of detail because for certain special occasions he has to make suggestion and create the
ambiance.

(f) He is also responsible, for co-ordinate with the House-keeping, Maintenance, Accounts, Front Office and Kitchen.

(g) He along with the chef is responsible for checking the quality of the food and make a change in the menu for dishes that do
not sell.

(h) He is also responsible for regrouping and training of staff.

Banquet Sales executive

(a) He/she is responsible for getting all the business for the hotel.

(b) He/she follows upon arrangements fixed up of menu writing of function prospectus. Meeting the contacts, showing the
guest the hall and also marketing for the hotel.

(c) He/she is also the guidance of a manager co-ordinates in Front office, Kitchen, maintenance and account from the
necessary requirement.

(d) He/she is responsible for maintaining outgoing and incoming mails, banquet dairy, FP Board to read comments and
suggestion books and all the files.

Maitre d’hotel :

1. He is responsible for operation as he decides upon the buffet arrangement seating arrangement, car arrangement,
lighting, sound, and any other, extra arrangement to be hired.
2. He co-ordinates with the Kitchen stewarding and the Housekeeping fro cutlery, crockery, glassware, and linen
respectively.
3. He is incharge of Hiring casual and distribute their wages.
4. He is responsible for bill settlement.
5. He approves the food before serving the guest
6. He should have a thorough knowledge of room specification, food, and wine combination, decoration Max, capacity
and Menu knowledge.

Dispense Bar Staff :

If they are member of the permanent banqueting staff, they are responsible for the allocation of bar stock for various function,
setting up of bar, the organization of the bar staff, control of bar staff during service.

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It is very important for the smooth functioning of a department that one should perform their duties confidently. So, duties
must be assigned based on the capabilities of a person. Gender must be considered when assigning duties. Responsibilities can
be distributed evenly to avoid discrepancies and complaints, All service stations should have the same number of covers and
each station should be allotted to a uniform number of staffs. Duties must be rotated at least once every week to prevent
monotony. Change in responsibilities helps motivate the staff members, resulting in high productivity. It also helps the new
joiners explore all the areas of work and get trained. For example, a waiter should be rotated through various duties such as
linen change, store pickup, station holding, and food pickup. It is also necessary that staff must be rotated though different
areas of work. The allocation of staff to a station should be on the basis of the number of covers it contains. There are a few
standard urles to calculate the staff and guest ratio.

There should be one supervisor per station, one waiter for every 20 cover, and one assistant waiter per station. An idle station
contains approximately 45 covers.

The above is just a guideline. The numbers may change based on the type of service and staff productivity.

DUTY ROASTER

Duty roaster is a format that shows the allocation of service duties to a team of staff members. The main objective of a duty
rota is to ensure that all necessary tasks are covered and assigned, so that service may be carried out effectively. And it also
ensures that the tasks are assigned in rotation. It can be made weekly or fortnightly.

An example of a duty roaster

 1-Day off
 2-Linen change
 3-Store-pickup
 4-Sideboard arrangement
 5-Dispense bar set-up
 6-Back-area operation
 7-Food pickup

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STAFF SCHEDULE

Staff schedule is also known as ‘shift rota’. It is a format in which the staff members are distributed into different shifts of a day.
It also enables to rotate day offs evenly. Any special requests for days off or shifts should be granted as far as possible unless it
affects the operations. There are a few points to be considered when making a shift rota.

 Maximum and most efficient staff must be assigned during the peak and rush hours.
 Whenever necessary, overlapping of shifts should be done.
 Off days must be evenly distributed throughout the week.
 Staff must be rotated through all shifts, being impartial to all.
 Days of rush should be kept in mind.

The rota must be duly signed by the restaurant manager, and it should be prepared and displayed at least two days before it
becomes effective

An example of shift rota

 M-Morning shift
 O-Day off
 E-Evening shift
 B/D Breakfast and dinner shift
 N-Night shift

STEPS IN PLANNING

Prepare a prospectus or program guide

The Prospectus must include

 Title of the project

 Reason and need for the project
 Goals and objectives of the project
 Policy guidelines of the project
 Procedure to be followed

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The prospectus also includes physical and operational characteristics such as the style of the building, type of food served, type
of service system to be followed, a profile of customers, etc. it also includes regulatory information such as standards of safety,
hygiene, noise control, etc.

Planning team

Planning various F & B outlets mainly involves seven steps as under:

The planning team is organized and may include some or all of the following:

 Owner or administrator
 Foodservice manager or director of food + beverage
 Design consultant
 Equipment representative
 General manager
 Builder or contractor
 Maintenance engineer or chief engineer

Conduct a feasibility study

A feasibility study is defined as “the collection of data about the market and other factors
relating to the operation of the proposed facility to justify the proposed project.”

It will include research on:

 Proposed site
 Potential customer profile
 Community growth
 Building trends
 Competition in the area
 Possible revenue-generating sources like function catering etc.
 Cost component of the project

Menu Analysis

Menu Analysis involves identifying the type of menu to be served, foodservice systems to be followed such as quick-chill
method, etc. sample menu and menu patterns are designed for this purpose. From this, the followed data is derived.

 Type of storage needed

 Portions size of each dish
 The total number of portions
 Batch size of all dishes
 Method of cooking and processing
 Work surface or equipment required
 Storage or holding equipment required

Consider architectural features like Building style and material

The style depends on the type of operation, area and menu selected. The material depends on the type of architecture and
local weather conditions. If a restaurant is situated near the seashore or facing a pool, it can go for glass walls to utilize the
scene views in its architecture.

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Floors

While selecting the flooring, the utility, durability, resistance to acids, grease, and stains should be considered. The time of the
surface selected can affect productivity. Like a hard surface can tire the employees faster. Also, carpeted floors may not be the
right choice for the use of trolleys or heavy movement. Hard tiles or quarry stones are best suited for kitchen floors as they are
smooth, easy to clean and slip-resistant. All the kitchen floor surfaces must be covered 6 inches up at walls and equipment base
for sanitation purposes.

Walls, Ceiling and Noise Reduction

For choosing walls and ceiling finish aesthetic values, sanitary conditions and noise reduction are considered.
The wall finish depends on the amount of natural light available.
Ceramic tiles are best suited for kitchens as they are durable and easy to clean.
Tiling is done for up to 1.5 to 2.5 meters to take care of food and water splashes.
The height of the ceiling is kept at an average of 4.5 to 6 meters.
The kitchen and dining room ceilings and walls are acoustically treated to reduce the noise levels.
The ceiling is given a lighter color than walls as it gives an illusion of space to a room.
Soundproof materials are also used to insulate vents, radiators, pipes, etc. rubber parts are used in the areas where dishes are
washed to prevent excess noise of equipment.

Lighting

Correct lighting for the facility is selected. The lighting should be adequate and suitable.
It should help to increase efficiency, as the correct lighting increases workers’ productivity by 3-4 %.
The correct design should allow as much natural light as possible.
Light gets reflected from the floors, walls + ceiling and that is to be considered while selecting the lighting.
The direct or downlighting system is used in kitchens to create a natural light effect.
Light fixtures should be positioned in such a way that the employees do not work in their shadow.
Good lighting reduces eye strain and increases productivity.

Heating, Ventilation and Air conditioning (HVAC)

Efficient and effective heating and Ceiling system are required, for the comfort of the guest and employees.
It also helps to increase productivity by 5-15 %.
Proper ventilation has to be ensured in kitchens and consists of an exhaust fan system, built into the hoods over cooking
equipment and eliminates odor, fumes, moisture + grease vapor.
Fans bring in fresh air from outside.

Built-in-refrigeration

Proper selection of built-in-refrigeration is ensured keeping into consideration the space available for the purpose in the
kitchens.

Plumbing and Electricity

Electricity or power requirements are calculated based on the equipment that needs to run.
The power requirements of various equipment have to be considered.
Concealed wiring is carried out in kitchens and service areas.
Proper drainage and sewage disposal systems have to be ensured and considered.

Budget and Cost Relationship

No food service can have an unlimited budget as it would not practical. Hence a balance bed to be made between quality,
quantity or space and cost. A well planned and designed facility proves cost-effective in the long run.

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Design Development

The first step is to determine space allocation, with the help of flow diagrams. All work units along with their roots for supplies
and workers are represented schematically in a flow diagram.
The next step is drawing a blueprint to scale for the placement of equipment.
The blueprint is then submitted and contract documents are formulated for contractors.
Tender or bids are called to select the builder or contractor.
Once the builder is selected the next stage involves signing a contract with the builder.
Periodic inspections are conducted to ensure that the construction is as per the specifications and the blueprint.

22 ADVANCE F&B SERVICE – 1 (SEM 5) LMIHMCT