Catering Plan for Wedding Event: Theme, Menu, Booking, and Finance

This report provides a comprehensive analysis of a wedding catering plan, focusing on the various elements required for a successful event. It begins with an executive summary that highlights the significance of catering services in the wedding industry, emphasizing the use of themes, venue selection, and the importance of food and beverage menus. The report then delves into the details of choosing an appropriate theme, such as the Cinderella theme, and selecting a suitable venue, the Park Hyatt Hotel. It also provides insights into designing a food and beverage menu, including non-vegetarian, dietary requirements, and beverage options. The booking process is discussed, covering event orders, budgeting, and terms and conditions. Furthermore, the report explores research areas like responsible alcohol service, food safety, parking, and security. It also addresses innovation and sustainability, suggesting the use of solar panels to reduce electricity costs. Finally, the report discusses financial controlling aspects, including staffing ratios and selling prices. The report concludes by emphasizing the importance of setting objectives and deadlines to meet customer requirements and recognizing different areas for proper work distribution.

Catering plan – Report

EXECUTIVE SUMMARY
This assignment is based on understanding the significance of catering services in today's
wedding circuit. It has demonstrated about using themes to make the occasions and deciding
venue for wedding events. It has also evaluated about the role of foods and beverages which also
has an essential role in creating the menu. Moreover, it has shed light on the booking process in
accordance to regulations and legislations for managing the innovation, sustainability and
financial aspects in systematic manner. Here it also emphasized on the need of recommendations
like setting of objectives and deadlines to fulfil customer' requirements, recognizing different
locations or areas for proper distribution of work.

TABLE OF CONTENTS
INTRODUCTION..........................................................................................................................4
DISCUSSION.................................................................................................................................4
4.1 Choose an appropriate theme and occasion of wedding event. ...........................................4
4.2 Design the food and beverage menu for the wedding event.................................................5
4.3 BOOKING PROCESS..........................................................................................................7
Create an event order..................................................................................................................8
4.4 Research all areas..................................................................................................................8
4.5 Innovation and sustainability................................................................................................9
4.6 discuss the financial controlling............................................................................................9
CONCLUSION.............................................................................................................................10
REFERENCES..............................................................................................................................12

INTRODUCTION
Catering referred as the service that provides the pleasant change from the cooked food
for wedding events. Many guests are likes to enjoy the meals, snacks and beverage that have
been prepared or severed in different areas. Caterers are planning for providing the better quality
of food services according to the requirement of business. Caterers are trying to plan an effective
strategic and setting the specific goals or specific. Park Hyatt hotel is a based on the luxuries
property and also considered the most appropriate location of wedding events. This report will
discuss about the appropriate theme and occasion, venue for wedding events. Furthermore, this
assignment will describe the food and beverage menu plan by the caterers. Moreover, this report
will discuss about the menu which are suitable for the wedding events and also full fill the need
of guest by catering. It will discuss the booking process as per the terms or condition and also
considered the different areas for managing the controlling the innovation, sustainability and
financial in proper manner.
DISCUSSION
4.1 Choose an appropriate theme and occasion of wedding event.
In Park Hyatt Hotel, the event manager is planning for the wedding event and also
coordinate with the caterers. In this way, they are trying to use the suitable theme, venue
description for wedding event.
Occasion
A wedding is a ceremony where 500 guest are united in the marriage. It is based on the
traditional event of custom between the social classes, ethnic groups and religions etc. In this
way, Many people are celebrating the wedding event in Part Hyatt Hotel so that event manager
has planned to provide the better facilities and services to the customer (Hasti and et.al., 2018).
Caterers are coordinating with the event manager to identify their need and requirement on the
basis of wedding themes.
Theme
In Park Hyatt Hotel, the event manager has decided to choose the Fairy tale theme of
wedding event. It referred to the Cinderella wedding that incorporate element that will make the
couples of guests feel like the princess and prince. There are different type of wedding music
play related the Disney songs and other invitations.

Venue description
 Event type : Wedding Ceremony
 Hotel name : Park Hyatt Hotel
 Timing : evening 7 to 12 PM
 Theme : Cinderella based wedding
 Guest Number : 101 -120
4.2 Design the food and beverage menu for the wedding event
Caterers has designed the appropriate food and beverage menu according to the theme of
wedding event. It should provide all type of food items and beverage drinks to the guests. Event
manager must consider the several items before selecting the proper catering services (Langdon
and Marsden-Heathcote, 2018). It is depending on the budget where manager has decided to buy
all food and drinks in proper ways.
Food Menu
Catering planner has decided to choose an appropriate food items for wedding events.
They were trying to serve many item for guests, families and other relatives. There are different
type of food dishes arranged in the wedding by event manager in Park Hyatt Hotel.
Buffet Wedding Menu
Non-vegetarian
 Fish
 Meat Chicken
Starter
 Salmon tartare
 Roast Jerusalem artichokes Chicory Soda bread and Caviar
Dessert
 Rum and raisin creme caramel
 Mango and chocolate cream
 Chocolate pave
Dietary requirement / Provision for event

Event manager give the more preferences of healthy dietary and requirement which are
created by caterers. It includes vegetarians, coeliacs vegans and diary free items etc. If it require
for catering planner to mention all the healthy food item for guest (Pandey, 2019). It is the
alternative options that help for managing and controlling the dietary requirement in proper
manner.
Beverage Menu
Catering planner can be provided the beverage facilities and services to the guests. They
also decided to choose the beverage item as per the demand. It can be severed various type of
beverage services to the guest in wedding event.
Hand Crafted Coffee
 Cold Brew
 Americano
 Latte Cafe AU Lait
Specialty Drinks
 Almond Joy
 Brown Sugar Cinnamon Creme
 Frappe with vanilla
These type of arrangements and menus are suitable for wedding event because it provide all type
of beverage and multiple food dishes available. Event Manager is arranged the service of 500
guests those who are attending the wedding in Park Hyatt Hotel (Nikulina, 2018). Caterer
planner has per-decided all the services which help to determine the need and requirement of
guests, they are providing the food item according to the latest demand or trends.
On the other hand, there are some other alternative services provided by the event
manager.
Running Schedule: Event manager has organized to add more venue facility so that they are
divided the specific task and performed in proper deadline. Other staff members are participants
to check the services in proper manner.
Bathroom set up: It is another service which help for guest to use the bathroom facility at the
time of wedding event. It is necessary to give the proper arrangement where guest can use the
bathroom in proper manner.

Audio visual requirement: It is playing important role in the wedding ceremony where live
musical band and other DJ that brings their own Audio visual equipment develop attractive
environment. Band and music crew has created a dynamic environment in wedding ceremony
and all guest feel free to enjoy.
4.3 BOOKING PROCESS
Decided locations
Firstly event manager organize the wedding ceremony, so they need to decide location
first they booked the park Hyatt Hotel for the wedding destination in $50000 they need to make
arrangements with a facility staff member to sign a contract and make your initial payment
within 48 hours to secure your date (Mauksch, S., 2017). Event manager are coordinating with
the Caterers' identify their need and requirement on the basis of wedding themes.
Set Your Budget First
For managing all the activity of wedding firstly set the budget target to book all the
essential things for the weeding. Event manager research the different venues that fit within your
taste, theme, and budget. Coordinate with the caterers for set up meetings and tastings (Carlsson-
Wall, Kraus and Karlsson, 2017). Event manager suggest music and entertainment options for
best weeding i.e. that booked the musicians for the ceremony/cocktails, as well as booked the
photo booth, dancers, aerialists etc. on the specified budget. In addition, event manager set
meetings with the wedding decor companies for decorate the wedding on the basis of themes.
And at the last when all activities are confirms according to the budget, then Finalize menu with
venue or caterer.
Terms and conditions
 All the payments made by Visa and MasterCard.
 Event manger pay the full amount of All payments within 7 days of the end of the event
 Booking provision- event manager confirmed all the booking, and they include the
written confirmation provisional. Event manager will be confirmed all the date held for
14 days as a wedding function. In contract is also written that when booking is canceled
the initial payment is non-refundable. Further, the when event manager booked the hotel
so firstly his pay the advance amount (Getz and Page, 2016). Where event manager
booked the hotel so the confirmation is within 30 days of the booking both confirmation

and full payment of the anticipated costs is to be made. Written confirmation must
include minimum numbers with an agreed price per head.
 Cancellations- Event manger should keep an any proof like written document for Any
cancellation. Further all deposits are non-refundable when any cancellation is incurred
and in the event of a booking being canceled the event manager pay the deposits. as a
percentage of the expected cost and based on the accurate numbers may be applied:-
Cancellation:
 1-5 months prior to the wedding 25% of the expected cost
 60 days prior to the wedding 55% of the expected cost
 Within 14 days of wedding 100% of the expected cost
Create an event order
Customer information
Name -John Lewis
Bill code- 10012
phone number- 9452182100
Event information
 Event type : Wedding
Ceremony
 Hotel name : Park Hyatt
Hotel
 Timing : evening 7 to 12
PM
 Theme : Cinderella based
wedding
 Guest Number : 101 -120
4.4 Research all areas
RSA
Responsible for Service Alcohol it is the certificate of license and it is completing an
approved Responsible Service of Alcohol program gives participants the skills and knowledge to
contribute to a safe and enjoyable environment in licensed premises. Event manager also

conduct a training program which aims to assist clubs to develop policies and procedures for the
service of alcohol.
Food safety plan
Event manager make the plan that they provide the healthy food to the guest the more
concentrate of healthy dietary and requirement which are created by caterers. It contains
vegetarians, coeliacs vegans and diary free items etc. If it requires for catering planner to
mention all the healthy food item for guest (Levi, 2016). Also, the Catering planner make sure
that they make the food according to the menu. Also, Catering planner focus to reduce the waste
that not makes any irrelevant food and also don't serve extra food to guest like Instead of self-
serving in events waiter would be appointed to render service of food to guest arrive at event.
Parking area
Event manager manage all the activity, so they appoint one guard who manage all the
vehicles accordingly. Event manger make sure that the parking area is big because there is
weeding ceremony so the number of vehicles is high also the parking areas is distributed in two-
wheeler and four wheeler.
Security
Event manager appoint the 5 security guard who check all the guest in front area and
back areas. Also, the security guard uses the check system for checking the guest. Further, the
rule is allowed that every guest will enter in weeding event on the basis of invitation card (Jones,
2017).
4.5 Innovation and sustainability.
Event manager use their mind to create new things and innovative. So event manager
save the electricity. They use the solar panel in the event to save the electricity so this is also the
best ideas to maintain the sustainability. Further when event manger use the solar panel it is
affect the cost of weeding because the cost of solar panel is less as compare to the or electricity
generator.
4.6 discuss the financial controlling
Staffing ration
Staffing ration means the ratio of total services which serve in the wedding event such as
(flood staff and bar staff)
The ratio is distributed on the basis of $50000

 So the ratio of waiter Is15% and the ration of catering staff is 20%
 Ratio of bar staff is 12%
Selling price per person
The overall cost is $50000 and the food and beverage amount is the $20000 and the per
person estimate is $10.
 Total food and beverage revenue is the $20000
 Other revenue is $30000
 Food cost is 30 % and beverage cost is 15%
CONCLUSION
The conclusion is being drawn from the above project report is described the catering
plan for the weeding event. Further report has been described about the appropriate theme and
occasion, venue for wedding events. Furthermore, it has been described the menu plan of food
and beverage by the caterers. Moreover, this report has been discussed the menu which are
suitable for the wedding events and also full fill the need of guest provide health foods. Further,
report has been examined the booking process as per the terms or condition and also considered
the different areas for managing and controlling the innovation and sustainability. At the last
report has been decibel the financial controlling.
RECOMMENDATIONS
 Set clear objectives.
 Mobilize your networks event management is all about networking and it helps to better
planning.
 Identify and recognize the different places where staff fail to do their jobs effectively. so
Revise your staff provide training focusing on these areas.
 Make plan soon and do work accordingly

REFERENCES
Book and Journals
Carlsson-Wall, M., Kraus, K. and Karlsson, L., 2017. Management control in pulsating
organisations—A multiple case study of popular culture events. Management Accounting
Research, 35, pp.20-34.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Hasti, N. and et.al., 2018, August. Information System of Web-Based Wedding Organizer. In
IOP Conference Series: Materials Science and Engineering (Vol. 407, No. 1, p.
012137). IOP Publishing.
Jones, M.L., 2017.Sustainable event management: A practical guide. Routledge.
Langdon, J. and Marsden-Heathcote, J., 2018. Community sport event management. In
Managing and Developing Community Sport (pp. 109-125). Routledge.
Levi, E., Hewlett Packard Development Co LP, 2016. Event management systems. U.S. Patent
Application 14/895,233.
Mauksch, S., 2017. Managing the dance of enchantment: An ethnography of social
entrepreneurship events. Organization, 24(2), pp.133-153.Beech, N., and et.al., 2015.
Developments in organisation theory and organising music. Organising Music: Theory,
Practice, Performance, pp.1-24.
Nikulina, E., 2018. Event Plan: Finnish-Singaporean Cross-cultural Wedding.
Pandey, C.D., 2019. Effective Menu planning Varies with Event and guest requirements.
European Journal of Business and Social Sciences. 7(5). pp.14-19.