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Banquet setup

Existing stage set up

40 round tables with 10 pax each

Buffet to be spread out at the foyer

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10:30PM - 11:00PM: Clear tables, stack and move chairs, pack up decor

11:00PM - 12:00AM: Disassemble tables, clean up kitchen

12:00AM - 1:00AM: Pack up bar area, Final Sweep

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Expected Length

7.30pm - 10.30pm

Total of 3 hours

Space needed for 400 pax

Banquet Rounds

1 round table = 10 person

1 person = 10 sqf space needed

10 person = 10 x 10 = 100sqf for 1 round table

40 tables = 40 x 100sqf = 4,000sqf needed for 40 round tables / 400 pax

The Whole Wedding

103.2 ft x 103.2 ft

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Type of Function Booked

Function Room: Grand Ballroom

Setup: Banquet Rounds with Buffet Line

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Soft Pipe-In Music for march in

Projector

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1 x mega top for Bridal table of 16 pax

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Full Timers

Captains/Supervisors: 4 (1 per 100 guests)

Bussers/Runners: 4 to 7 (1 per 3-4 servers)

Chefs/Cooks: 5 (1 per 75 - 100 guests)

1 VIP server for 1 VIP table

Part Timers

Beverage Servers: 2 server for mega table 16 pax, 1 server for 1 round table of VIP & 1 server for 3 round table of Normal Guest.

For VIP table: 1 food server is enough.

For 39 normal guest tables: 39 / 3 = 13 servers.

Food Servers: Same as Beverage Servers

For VIP table: 1 server is enough.

For 39 normal guest tables: 39 / 3 = 13 servers.

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Banquet:

• To provide 2 figure eight shaped tables

• To facilitate smooth flow of the guests and thus avoid overcrowding at the buffet line.

• To provide 40 rounds of 10 pax each table.

• To provide white linen tablecloth with white seat covers.

Bar to be set up at the foyer

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40 tables/tablecloth

400 chairs/ seat covers

15-20 chaffing dishes

15-20 chaffing dishes

8 beverage dispensers

15 part-timers for teardown

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1. Pre-Event Preparation (Days Before the Event)

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1. Pre-Event Preparation (Days Before the Event)

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Check/ Finalise Banquet Event Order

Confirm Details: Verify the number of guests, seating arrangements, menu, special requests, AV requirements, and layout specifics.

Check Inventory: Ensure all necessary items (tables, chairs, linens, tableware, decor, AV equipment, etc.) are available and in good condition.

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Check for maintenance and electrical needs

Maintenance Team:

Inspect the venue for any maintenance issues, such as loose fittings, cleanliness, and any required repairs.

Check lighting fixtures and other infrastructure for proper functionality.

Electrical Team:

Power Supply: Confirm that the main power supply is sufficient for the event’s needs.

Outlet Check: Test all electrical outlets for proper function.

Extension Cords: Ensure extension cords are in good condition and used safely, avoiding tripping hazards.

Tables:

Set up 40 round tables (each seating 10 pax) as per the layout plan.

Arrange chairs around each table.

Place tablecloths, napkins, cutlery, plates, glasses, and utensils on each table.

Buffet Stations:

Set up the buffet at the foyer, ensuring there is ample space and easy access.

Arrange chafing dishes, utensils, and serving trays.

Decor:

Arrange centerpieces, candles, and any additional decor for the tables.

VIP Server:

Arrive to receive instructions and set up the mega top for the bridal table of 16 pax.

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AV Technician or Designated Person:

Projector: Set up the projector and screen (or suitable surface). Ensure it is properly connected and tested for presentations or videos.

Sound System: Set up speakers and ensure they are working correctly. Test audio levels.

Soft Background Music: Connect and test the music system to play soft background music for the march-in and throughout the event.

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Teardown Schedule

• based on next event scheduled in the venue.

Determining how much help required

• Based on number required for setup. Schedule some casual labor to do OT after breakfast service

Keep track of time

• for staff required at other venues after breakfast service is over.

Be careful not to damage the venue

• Ensure prolonged life of the function space

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Number of Guests Anticipated

380 pax Guaranteed and 400 pax Expected

Expected Arrival Time

Start From 7pm

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Styles of Service Required

Buffet Style

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Kitchen

• Kitchen to prepare cold and hot items.

• Kitchen to replenish food whenever required.

• Kitchen to provide the juices for the buffet line.

• Kitchen to prepare decoration and garnishes for the buffet line.

• Kitchen to ensure hot food are served at the correct temperature (above 70 degrees).

• Kitchen to ensure the buffet line is kept clean and tidy at all times

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Ensure audio-visual and lighting equipment are in good working condition

Soft Pipe-In Music for march in

Projector required

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Stewarding

• Stewarding to provide all cutlery, chinaware, glassware, chafing dishes and service gears.

• Stewarding to provide trolleys to transport food.

• Stewarding to provide warmers for the hot food.

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Degree of Guest Satisfaction Required

5-star hotel standard since Capella Hotel is a 5-star luxury hotel.