Food and Beverage Operation Management Report on Christmas Party

This report delves into the operational management of food and beverages, using a Christmas party as a case study. It begins with an introduction to food and beverage management, emphasizing quality improvement and cost reduction. The report then examines the financial statements relevant to the party, including budget allocation for food, beverages, decorations, and entertainment, with a focus on managing expenses effectively. The purchasing process is analyzed, highlighting the importance of off-season buying, market analysis, and systematic purchasing steps such as need recognition, source identification, and order management. Finally, the report discusses the factors determining the success of service, emphasizing planning, ambiance, and the quality of food and beverages. The report concludes by emphasizing the importance of financial planning, effective purchasing strategies, and providing excellent service to ensure a successful and memorable event.

FOOD AND BEVERAGES
OPERATION
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
Financial statement of food and beverages......................................................................................1
Analyse the purchasing process.......................................................................................................3
Factors which determine the success of service..............................................................................5
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7
Books and Journals.....................................................................................................................7

INTRODUCTION
The management of food and beverages are responsible to make improvement in quality
standards and to reduce expenses, management has to use extended technology to improve the
standard and serve best value to customers. Food is something which is having a wide variety to
serve like (Indian, Italian, Thai etc.) according to the consumers need. Beverages is like alcoholic
and non-alcoholic drinks according to customers requirement (Davis, Lockwood, et. al., 2013).
Food and beverages operations are concerned with consumer market, policy and objectives,
purchasing, facilities, production and service, customer service specification, control of costs and
revenues and monitoring customer satisfaction. All these are the concerns when a individual
opens a business of food and beverages. In today's world the business of food and beverages are
on high notes. This report is based on the CHRISTMAS party, mainly it is celebrated by
Christians in mark with birth of Jesus Christ, it is celebrated on 25th of December by millions of
people around the world. The report will include financial statement used in food and beverages,
the purchasing process and the success of service and making recommendation to them for
improving.
Financial statement of food and beverages
The Christmas party is celebrated by millions of people around the globe. Christmas
party is the most exciting parties for many people because it is a part of holiday season. Its very
expensive to have a party and to make it in small budget is a very creative manner. The
organisers has to make a budget for their party to make it successful (Hill and Hill, 2012). A
budget is something which has to be divided according to the requirement by organisers, it is that
which helps to have a grand success of party with small budget. A finance is divided into many
parts like:
 For food and beverages
 For decoration
 For event managers
 It depends on the number of people coming to attend the party.
 Desserts or sweet
 Entertainment
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Dividing budget for such things helps to make a good overview of the successful party.
The adults will be around 150 and the children would be approximately 50 which makes a round
off 200 people party. Divide the amount according what children likes the most like (Cakes,
Cold-drinks etc.) and for the adults have food in short manner but of specific quality. By doing
this for food and beverages they will like the arrangements made for them. Desserts and sweets
are the things which is being served in end of dinner or lunch but it should be of quality so that
each one of them can say great lines for food and desserts (Yeoman, Robertson, et. al., 2012). If
organisers are spending a good amount on entertainment than it brings happiness on the faces of
children. Games and entertainment is a main aspect of the Christmas party to make it
memorable. A party should be done in such a way that it become memorable for the people who
are coming to attend and cannot forget it for many of years. The menu for party can be in various
ways like:
Food:
 Turkey special
 Cornbread
 Apples
 Stuffing/dressing etc.
Beverages:
 Alcoholic
 Non alcoholic
Desserts:
 Cake
 Sweets
 Ice-cream etc.
Setting menu for Christmas completes the half thing of celebration. Christmas is the
exciting and most awaited celebration for millions of people. Setting a finance budget for party
gives a direction of getting things that whether the party is going to be successful or not. It is
required by the organisers to set that budget for the function that can bring useful things in small
budget and should be of that much (Brotherton, ed., 2012). To make the Christmas party
enjoyable it is required to satisfy the needs and wants of guest coming to attend summer fair
party at valentine's park. They can have a dress code and can bring few people with the dress
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code of secret Santa, and make him to distribute chocolates and gifts to the children to make it
enjoyable for them, can have a dance party. Each part of requirement in party should have a
specific budget and at least a good amount of budget so that availability of different things can
be bought. Various people has different kind of needs and preferences and to make them happy,
it is required to get those things which can make them enjoyable and feel happy.
A invitation card should be attractive so that a person who is receiving the card should
have a curiosity to attend the party in any how manner. Starters for people attending party should
be in great form so that person's can feel comfortable too. A finance should be different for food
and beverages to make it clear about the budget as what thing has mostly brought to make it
successful (Mahalik and Nambiar, 2010). The financial statement would be like:-
Items Amount
Food and beverages 900
Electricity bill 200
Salary of staff member 300
Entertainment and lighting 200
Location fair 400
Total £ 2000
Financial statement: This represents that the record of the financial activities of an
program. This is in the written form so that it can be used anytime to calculate for the next
organise party as well. This statement shows how finance has been used to conduct a good party.
It is best for the organisers to have event manager to make a great party and the
organisers can also enjoy with all. Event manager will be responsible for all things, that person is
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going to handle or maintain the things in a better way. Having a financial budget for party makes
an overview that where the budget is going to be divided to make everyone happy.
Analyse the purchasing process.
The purchasing process is very time consuming thing. The buying should be done in off
seasons, so that the availability of the items can be there and with the lesser amount. Purchasing
in off time brings in a quality products and in comfortable manner. If buying the things in the
period of celebration than it is not possible to collect all requirement things properly and it will
be available at the higher amounts than the off season. Purchasing should be done according to
the budget is stated (Mottola, 2010). Buying of foods items and beverages takes a lot time, that's
why the purchasing should be started before a month or quarter of months from the day of
celebration. Purchasing a quality items for celebration gives a outcome of great appreciated lines
from the guest in celebration. Analyses of market is required to be done, just because through
this people can to know that which vendor is supplying the item required in reasonable rates and
with quality products. Analysing the purchase process leads to making a availability of different
items in a perfect manner.
A purchasing of celebration should be done right form, because its about the values and
image they are having in front of many people they need to keep them for longer period of time
in sense. Purchasing is affected by the recession time and with the budget power of the
purchaser. Buying should be done in the systematic manner. There are few steps which has to be
followed in purchasing those are as follows:
Need recognition: First of all it is required to know the need, what are the things which
is required to have a successful party and to make that party remembrance for many years.
Specific needs: Than after recognition it is time to know the specific need of purchase,
why the purchase has to be made, what has to be buy from market is included in such prospectus.
Sources of purchase: Then the thing has to find is the best source to buy something with
reasonable price. Sources of buying helps to receive best quality products at right prices. Sources
helps to have option to choose one from the among.
Price and terms: Thus it is there to have the best products from market a person has to
spent a amount for those products in careful manner. Prices are those things which changes the
mindset of people while purchasing items. Price should be equal to competitors so that they can
attract many consumer for their products.
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Purchase order: After doing all these a order has to be made so that the seller can know
what things are required by them and can make them available, orders are taken when a
particular person is purchasing in a bulk, and its good to buy in bulk when a party is of more than
200 people. Bulk purchase helps in reduction of prices as well.
Delivery: Delivery is the step after making orders of different things. It is the thing which
is a responsibility to deliver the products purchased by them on time. Delivery should be done
with safety measures if any item is of special measures.
Expediting: The thing which is being followed by the shopkeepers for delivery of items
on time as specified with them. Time should not exceed as specified.
Receipt and inspection of purchase: It is the thing which has to be taken care by the
receiver that they should check the all item they have purchased has been delivered by them or
not, after this the receipt of the shopkeeper or the seller has to take it from them (Wu and Pagell,
2011). Receipt is the proof of purchasing the product from the particular shop.
While purchasing anything from market it is the responsibility to analyse the market so
that they can receive the items on reasonable rates and with quality products. Its good to make a
habit of analysing the market before buying anything, it is done when a particular person is
purchasing in bulk. Christmas celebration is the awaited celebration for many of the people, so
their should be no consequences to be occurred it is taken care by the organisers. Food and
beverages are important aspect in any celebration party.
Factors which determine the success of service
As an organiser of the event the responsibility was to provide the best services, because
satisfied guest will let them know that the party organised by him was great or not. By providing
them the best quality foods and the beverages and a best environment with a nice ambience helps
the celebration to be on top (Mottola, 2010). Services like arranging the foods and beverages of
quality, entertainment or organising a fun games for the guest which attracts the guest to be part
of that game, services to sit in a nice manner and having a dance party.
Those factors which determine the success of party:
Planning: As a organiser the planning should be done in perfect manner because all the
celebration party is dependent on planning. Planning includes making strategies to make it
successful. In planning the task is divided with the members of family. Planning should always
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be included to make a success, thus it leads to something which indicates that the thing will go in
this direction. The planning helps to reduce the chances of redundancy.
Ambiance: A party can be on top when a place is having a good ambiance and where
person feel safe and secure while enjoying. Ambiance shows that the celebration is done by a
family whose living of standard is a nice one.
Food and beverages: when the guest has a review for food and beverages in right and
positive manner than this can be concluded like the services as an organiser wanted to provide to
different people is met with the success of party. Purchased food items and beverages from the
best shop chosen helps to receive the best result form guest. If this factor is best than nobody can
say anything about the party. This factor is the main thing because many of people comes to eat
and enjoy.
Place: This is main factor which itself can make it success, convenience of place for the
party concludes that the guest can come to the place without asking anyone for the help. Place
should be of gathering, in other words, a place should be in such a way that people invited can
make them comfortable or the venue can get them inside in comfort manner.
Entertainment stuff: The stuff called for entertainment should be placed at right place
so that everyone can see that place of entertainment easily. All the things should be like of that
everyone can play those games easily and they can perform accordingly. Games should attract
the children so that they can enjoy in celebration. Happiness on children face makes guest or the
adults called happy and they leave the function with a smiling face with positive reviews.
Surprises: Organising the Christmas party and brining the surprises may could make a
thing fantastic just because having surprises in between the celebration of Christmas party makes
people to be full of curiosity like what could be the next. Surprises can be like Santa and return
gifts for their presence makes them to feel happy and excited to enjoy the party in great manner.
Music: This is one thing which is loved by everyone organising a loud music to dance
and to enjoy makes everyone to be a part of celebration. Coordination among DJ, venue and
house of people make it awesome.
Feedback: This is the thing as an organiser i can take from the people called from
invitation that they are satisfied with the arrangements or not. If they need anything else during
the party than i can make it arrange for such people. Taking feedback for the party helps to know
whether anything lacks or something required and can make it available soon.
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All these things are there which is being included to know the success of the party. If
required make recommendation to improve the service of my business of organising the parties.
The recommendations be in the way of like not plenty of food and beverages were there for next
time it is required to make in note and take care for such thing (Taj and Morosan, 2011). The
recommendation were less because as an event organisers i have all the knowledge about the
celebration in the parties.
The Christmas party is something which include so many things to make it successful.
The services should be like in such a way that no other can make any negative points. The
services include welcoming, the food and beverages, entertainment and the party they had at
place. It also includes providing them the transportation to pick the guest from their homes or
making a speech at the end of the function saying to everyone for attending the Christmas party
(Dora, Kumar, et. al., 2013). Extra services can also be there like calling a Photographer to
capture the every moment for the remembrance of party.
CONCLUSION
The above report tells about happiness the people has for celebrating the Christmas party
by many millions people. Organising a party brings a lot of efforts to make it successful in the
eyes of themselves and in others too. First of all the planning is required to make it successful,
than purchasing process is there because the party was for around 200 person, so it was required
to have a purchasing process because the buying as to be done in hub and lastly it is there the
most important aspect of celebration is arrangements and services provided to them in right
manner. The services should be in correct form to satisfy the guest came for celebration and to
enjoy. The outcome of the party was that if any celebration or party is there than a lot of
arrangements is required to make it successful in various ways. Christmas is the celebration of
kindness and helping others in right way.
REFERENCES
Books and Journals
Akkerman, R., Farahani, P. and Grunow, M., 2010. Quality, safety and sustainability in food
distribution: a review of quantitative operations management approaches and
challenges. Or Spectrum. 32(4). pp.863-904.
Brotherton, B. ed., 2012. International Hospitality Industry. Routledge.
Davis, B., Lockwood, A., et. al., 2013. Food and beverage management. Routledge.
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Dora, M., Kumar, M., et. al., 2013. Food quality management system: Reviewing assessment
strategies and a feasibility study for European food small and medium-sized enterprises.
Food Control. 31(2). pp.607-616.
Hill, A. and Hill, T., 2012. Operations management. Palgrave Macmillan.
Kafetzopoulos, D.P., Psomas, E.L. and Kafetzopoulos, P.D., 2013. Measuring the effectiveness
of the HACCP food safety management system. Food control. 33(2). pp.505-513.
Mahalik, N.P. and Nambiar, A.N., 2010. Trends in food packaging and manufacturing systems
and technology. Trends in food science & technology. 21(3). pp.117-128.
Massoud, M.A., et. al., 2010. Drivers, barriers and incentives to implementing environmental
management systems in the food industry: A case of Lebanon. Journal of Cleaner
Production. 18(3). pp.200-209.
Mok, C., Sparks, B. and Kadampully, J., 2013. Service quality management in hospitality,
tourism, and leisure. Routledge.
Mottola, S.M., 2010. Food and beverages ordering, preparation, management and pricing
system and method. U.S. Patent Application 12/776,938.
Taj, S. and Morosan, C., 2011. The impact of lean operations on the Chinese manufacturing
performance. Journal of manufacturing technology management. 22(2). pp.223-240.
Wu, Z. and Pagell, M., 2011. Balancing priorities: Decision-making in sustainable supply chain
management. Journal of Operations Management. 29(6). pp.577-590.
Yeoman, I., Robertson, M., et. al., 2012. Festival and events management. Routledge.
Online
Food and beverages operation management. 2017. [Online] Available
through<http://www.academia.edu/11902269/Food_and_Beverage_Operations_Management>
[Accessed through 16th November 2017.]
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