Meaning of Function Sheet

A function sheet will contain complete information on all events within a

function for one day.
All function sheets for the coming week will be distributed with the weekly
forecast, i.e., and will be discussed during the morning briefings.

Function sheet:

Where the content of a function sheet has been amended due to

changes from the guest, they will be reprinted and redistributed.

Small changes of the number of expected attendants or in timing do

not need a revised function sheet.

The daily event list will provide all the updated information to each
department.

Always make sure the BEOs are in order, with the first function of your
work shift at the front.

The Room where the function will be held.

The Number of guests expected.

Table setup specification ( including the size, types and colors of table
cloths and table skirts )

The menu for the function ( including beverages, number of courses

and dessert )

The Time to serve each course.

The type of function.

Any Special requests.

 Function sheet utilize as Cost Sheet

Act as a Control Sheet
MIS statement for Top Management

Once you have a signed contract, you have officially secured a client. An
event sheet is a way to conveniently organize your events on a single sheet
of paper. An event sheet for a restaurant may be different from that of a
banquet facility. An event sheet is also referred to as a BEO (banquet event
order), resume, or function sheet. In some cases, these documents will
substitute for a contract with the client signing the event sheet.
Using the Fuction Sheet to Communicate
Aside from organizing the details of the event, the event sheet is a line of
communication between you and your staff. The event sheet will have the
following information to aid the chef, the staff, and vendors in the setup of
the event.

Reservation name. The name of the company or last name

of the individual hosting the event. Used to guide guests to the
proper function in the likelihood the facility has more than one
private space.

Contact name. This line on the event sheet is for the

person planning the event, possibly different than the person
hosting the event. Include your contact's phone number, fax
number, and e-mail address as well.

On-site contact. This line is intended for the person who is

hosting the event. This person will be present at the event while
the contact person may not be present.

Menu choices. This space is used to communicate to the

chef and staff. The menu choices will involve courses, special
requests, and allergies. The function's menu may be a limited
menu with a choice of appetizers, choice of entres, and

desserts. Limited menus are also referred to as prix fixe menus

and usually entail a per-person charge.+ Another menu option
is family-style dining, in which large platters of appetizers,
salads, and entres are placed on the table for guests to help
themselves. This is also referred to as communal dining.

Beverage choices. You can have a line item for specific

beverage types (nonalcoholic beverages, wine, beer, or
cocktails). Beverage billing can be based upon consumption
using a cash-and-carry bar in which all guests pay for each
individual drink consumed, or the client can pay a set amount
for all the drinks in an all-inclusive open bar or host bar.

Room setup. All events need different table setups

depending on the size of the function. An event planner may
denote the size of the table with the number of chairs or simply
attach a floor plan to the event sheet.

Notes for FOH. The notes for the front of the house relay
any communication to the servers, staff, managers, and
bartenders.

Notes for BOH. The notes for the back of the house relay
communication to the chef, pastry chefs, and sous chefs.

Initials. Initials on an event sheet will let the planner know

that everyone has seen the information to order and staff the
event appropriately.

Credit card number. Depending on your company's policy,

you may need to secure the deposit with a credit card number.
Some companies may accept a deposit in the form of a check
and in addition still secure a credit card number. Having a credit
card number on file will secure any funds, in addition to the
deposit, forfeited as a result of a cancellation or damage. The
forfeited funds may go toward paying the losses of the vendors
and purveyors, if any, plus any scheduled staff.

Form of payment. Notes how the guest intends to pay for

the event. This line should also have the notes regarding the
deposit.

Room charge. Many companies, hotels, banquet halls, and

restaurants levy a room charge for events. In addition some
establishments may impose a room charge for private and
semiprivate areas. The cost of the room charge varies from
business to business.

Service charge. A service charge usually reflects a server

fee, although occasionally this fee can refer to a management
or administrative fee. A service charge can translate as an
hourly rate for servers or be charged in addition to a gratuity.
For example, if a board meeting requires a server for six hours,
the gratuity may be low because the sales are based upon
beverages only. You will want to charge the client a service
charge to pay your server additionally. Bartenders command
higher rates. Be sure the client understands any service fees up
front.

Valet charge. The client may want to host the valet. In

other words, the client would like to pay for all of her guests'
valet charges. Inquire as to whether the valet company imposes
an automatic gratuity to the clients' valet charges. A standard
tip for a valet is $2 per car.

Gratuity. Denotes a percentage of the bill to which a

gratuity will be applied. As a national average, 15 percent is the
standard gratuity, although in major cities the percentage is
higher at 18 to 20 percent. In some cases, your commission will
be deducted from this percentage, and the server will consider
you a tipped employee much like a busser, bartender, or food
runner. Your tipped income needs to be reported to the IRS.
The gratuity is based upon the food and beverage total. There
has been much debate on the controversy of tipping servers on
the wine and alcohol portion of the bill. Essentially the
government is recognizing patrons tipping on a wine and
beverage total.

Tax-exemption. Some businesses are exempt from being

taxed by the government. When planning events, the contact
must provide a copy of the tax-exempt letter to be considered
exempt. Hospitals, universities, and government offices usually
hold tax-exempt status.

Charge for confirmed guests. The final number of guests

is considered the confirmed guest count. This number is based
upon the number of RSVPs received by the client. Depending on
your company, the confirmed guest count is due two to five
days prior to the event. This is the minimum number of guests
the client will be charged for, and the ordering and staffing for
the event will be based upon this number.

Billing information. Businesses have individual billing

preferences. Event-planning companies are no exception. Your
company may prefer to invoice a client after an event rather
than charge a credit card. Nowadays many companies will
choose a check over a credit card to avoid credit card fees.
Credit card companies charge 1 to 3 percent of the transaction
amount.

Additional requests. Requests can range from linens to

candles to music and everything in between. List the client's
special requests on this line.