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SITHKOP006 Plan Catering for events or Functions

Assessment 1

Your tasks

  1. You are required to prepare catering proposals in response to diverse customer requirements for at least six different event or functiontypes listed in the table below.
  1. For each of the six events a detailed operational plan must be prepared which considers all operational aspects for the catering delivery of each event listed in the table below.
  1. You may use the basic templates provided below to complete the catering proposal, risk assessments and operational plans or use existing templates which may exist in your organisation.
  1. Follow the instructions set out below for each event. You are required to submit six complete proposals including the operational plans for each event.

Event

Event or Function Type

(6 different options must be selected for six proposals)

Event 1:

… balls

… banquets

… conferences

… corporate events

… defence operations

… exhibitions

… industry and other awards presentations

… meetings or seminars

… parties

… product launches

… religious celebrations

… social celebrations

… sporting events

… themed events

… trade shows

… training events

… wakes

… weddings

Occasion:

__

Customer:__

Date:______

Location:___

Food Style:_

Menu Type:

Event 2:

Occasion:

__

Customer:__

Date:______

Location:___

Food Style:_

Menu Type:

Event 3:

Occasion:

__

Customer:__

Date:______

Location:___

Food Style:_

Menu Type:

Event 4:

Occasion:

__

Customer:__

Date:______

Location:___

Food Style:_

Menu Type:

Event 5:

Occasion:

__

Customer:__

Date:______

Location:___

Food Style:_

Menu Type:

Event 6:

Occasion:

__

Customer:__

Date:______

Location:___

Food Style:_

Menu Type:

Event 1

  1. Include a description for the event including the brief which occurred with the customer to identify and determine the event requirements. Provide details for the event including at least the provisions set out in the template below.

Description of event:

Checklist item

Details

Date and time of the proposed event

Name and address of client

Duration of event

Guest numbers and profile

Budget

Capacity of facilities

Concept, style or theme

Consideration environmental impacts

Location of:

o Food production and service areas

o Service venue facilities

Type and parameters of the venue:

o Internal or external setup o Delivery access and available storage

o Access to cooking and

service facilities

o Staffing requirements during preparation and service onsite and offsite

Resources required:

o Physical

o Human

o Food and Beverage

supplies

o Suppliers specifications and costs

o

Special equipment needed. Hire or purchase?

o

Transportation needs

  1. Write a balanced menu for the event to meet the needs of the customer.
  1. Cost all menu items using standard recipe cards or Business Analysis Sheets (templates attached) or appropriate software e.g. an existing database
  1. Define the total food order (and beverages as relevant) for the event including suppliers and delivery schedules.
  1. Provide an overview of the creative elements for the event that will occur in your workplace or external catering, outlining the theme that will be used and any decorations (for example a particular theme for an anniversary, a multicultural celebration or similar as relevant for the situation) and ancillary services to be included.
  1. Prepare the operational plan for each event highlighting specific requirements, transport, storage and staffing levels
  1. Write the Risk management issues pertaining to the event that will be implemented and which actions you will put in place to deal with any identified issues.
  1. Prepare the running sheet for each event highlighting the catering and service style used
  1. Write the workflow for kitchen and service staff specific to each event

Checklist item

Details

availability and reliability of equipment

beverage dispensing system safety

cooking and service times

customer preferences and inherent risks

food safety issues

impacts of bad weather conditions on catering delivery

potential non-delivery of supplies from unknown supplier

power sources and back-up options

problems with maintaining food quality and safety during storage, preparation and display at the event

product price fluctuations

requirement for public liability and other insurances

seasonal fluctuations in food prices

seasonal non-availability of food and beverage ingredients

size and availability of on-site food preparation and storage areas

venue access and impacts on food preparation to meet deadlines

Existing procedures in the organisation:

x Food Safety

x Environmental Management x Risk Management

  1. Prepare the full proposal using appropriate communication processes and software to compile professional documentation

o Include dates and timelines for the events o Prepare all quotes and briefing papers in a professional manner in a format that can be posted to the client.

x Include evidence of details for communication processes that took place to discuss and determine the event requirements including the formal approval to proceed with the event as per the proposed details.

Data:

Confirmation of Details:

Further information:

Customer:

Address:

Contact:

Number of customers:

Price:

Payment:

Date of Event:

Time of Arrival:

Location:

Service:

Special Dietary Requests:

Speeches:

Service flow:

Other considerations:

Set up:

Drinks:

Additional Information:

Signatures and date:

Approval:

Yes/

No

  1. Develop a feedback loop that can be used to obtain feedback from the main stakeholders of the event to evaluate the success post event.

Event 1 – Feedback to Student

Complete/

Not Complete

Event 2

  1. Include a description for the event including the brief which occurred with the customer to identify and determine the event requirements. Provide details for the event including at least the provisions set out in the template below.

Description of event:

Checklist item

Details

Date and time of the proposed event

Name and address of client

Duration of event

Guest numbers and profile

Budget

Capacity of facilities

Concept, style or theme

Consideration environmental impacts

Location of:

o Food production and service areas

o Service venue facilities

Type and parameters of the venue: o Internal or external setup o Delivery access and available storage

o Access to cooking and

service facilities

o Staffing requirements during preparation and service onsite and offsite

Resources required:

o Physical

o Human

o Food and Beverage

supplies

o Suppliers specifications and costs

o Special equipment needed. Hire or purchase?

o Transportation needs

  1. Write a balanced menu for the event to meet the needs of the customer.
  1. Cost all menu items using standard recipe cards or Business Analysis Sheets (templates attached) or appropriate software e.g. an existing database
  1. Define the total food order (and beverages as relevant) for the event including suppliers and delivery schedules.
  1. Provide an overview of the creative elements for the event that will occur in your workplace or external catering, outlining the theme that will be used and any decorations (for example a particular theme for an anniversary, a multicultural celebration or similar as relevant for the situation) and ancillary services to be included.
  1. Prepare the operational plan for each event highlighting specific requirements, transport, storage and staffing levels
  1. Write the Risk management issues pertaining to the event that will be implemented and which actions you will put in place to deal with any identified issues.
  1. Prepare the running sheet for each event highlighting the catering and service style used
  1. Write the workflow for kitchen and service staff specific to each event

Checklist item

Details

availability and reliability of equipment

beverage dispensing system safety

cooking and service times

customer preferences and inherent risks

food safety issues

impacts of bad weather conditions on catering delivery

potential non-delivery of supplies from unknown supplier

power sources and back-up options

problems with maintaining food quality and safety during storage, preparation and display at the event

product price fluctuations

requirement for public liability and other insurances

seasonal fluctuations in food prices

seasonal non-availability of food and beverage ingredients

size and availability of on-site food preparation and storage areas

venue access and impacts on food preparation to meet deadlines

Existing procedures in the organisation:

x Food Safety

x Environmental Management x Risk Management

  1. Prepare the full proposal using appropriate communication processes and software to compile professional documentation

o Include dates and timelines for the events o Prepare all quotes and briefing papers in a professional manner in a format that can be posted to the client.

x Include evidence of details for communication processes that took place to discuss and determine the event requirements including the formal approval to proceed with the event as per the proposed details.

Data:

Confirmation of Details:

Further information:

Customer:

Address:

Contact:

Number of customers:

Price:

Payment:

Date of Event:

Time of Arrival:

Location:

Service:

Special Dietary Requests:

Speeches:

Service flow:

Other considerations:

Set up:

Drinks:

Additional Information:

Signatures and date:

Approval:

Yes/

No

  1. Develop a feedback loop that can be used to obtain feedback from the main stakeholders of the event to evaluate the success post event.

Event 2 – Feedback to Student

Complete/

Not Complete

Event 3

  1. Include a description for the event including the brief which occurred with the customer to identify and determine the event requirements. Provide details for the event including at least the provisions set out in the template below.

Description of event:

Checklist item

Details

Date and time of the proposed event

Name and address of client

Duration of event

Guest numbers and profile

Budget

Capacity of facilities

Concept, style or theme

Consideration environmental impacts

Location of:

o Food production and service areas

o Service venue facilities

Type and parameters of the venue: o Internal or external setup o Delivery access and available storage

o Access to cooking and

service facilities

o Staffing requirements during preparation and service onsite and offsite

Resources required:

o Physical

o Human

o Food and Beverage

supplies

o Suppliers specifications and costs

o Special equipment needed. Hire or purchase?

o Transportation needs

  1. Write a balanced menu for the event to meet the needs of the customer.
  1. Cost all menu items using standard recipe cards or Business Analysis Sheets (templates attached) or appropriate software e.g. an existing database
  1. Define the total food order (and beverages as relevant) for the event including suppliers and delivery schedules.
  1. Provide an overview of the creative elements for the event that will occur in your workplace or external catering, outlining the theme that will be used and any decorations (for example a particular theme for an anniversary, a multicultural celebration or similar as relevant for the situation) and ancillary services to be included.
  1. Prepare the operational plan for each event highlighting specific requirements, transport, storage and staffing levels
  1. Write the Risk management issues pertaining to the event that will be implemented and which actions you will put in place to deal with any identified issues.
  1. Prepare the running sheet for each event highlighting the catering and service style used
  1. Write the workflow for kitchen and service staff specific to each event

Checklist item

Details

availability and reliability of equipment

beverage dispensing system safety

cooking and service times

customer preferences and inherent risks

food safety issues

impacts of bad weather conditions on catering delivery

potential non-delivery of supplies from unknown supplier

power sources and back-up options

problems with maintaining food quality and safety during storage, preparation and display at the event

product price fluctuations

requirement for public liability and other insurances

seasonal fluctuations in food prices

seasonal non-availability of food and beverage ingredients

size and availability of on-site food preparation and storage areas

venue access and impacts on food preparation to meet deadlines

Existing procedures in the organisation:

x Food Safety

x Environmental Management x Risk Management

  1. Prepare the full proposal using appropriate communication processes and software to compile professional documentation

o Include dates and timelines for the events o Prepare all quotes and briefing papers in a professional manner in a format that can be posted to the client.

x Include evidence of details for communication processes that took place to discuss and determine the event requirements including the formal approval to proceed with the event as per the proposed details.

Data:

Confirmation of Details:

Further information:

Customer:

Address:

Contact:

Number of customers:

Price:

Payment:

Date of Event:

Time of Arrival:

Location:

Service:

Special Dietary Requests:

Speeches:

Service flow:

Other considerations:

Set up:

Drinks:

Additional Information:

Signatures and date:

Approval:

Yes/

No

  1. Develop a feedback loop that can be used to obtain feedback from the main stakeholders of the event to evaluate the success post event.

Event 3 – Feedback to Student

Complete/

Not Complete

Event 4

  1. Include a description for the event including the brief which occurred with the customer to identify and determine the event requirements. Provide details for the event including at least the provisions set out in the template below.

Description of event:

Checklist item

Details

Date and time of the proposed event

Name and address of client

Duration of event

Guest numbers and profile

Budget

Capacity of facilities

Concept, style or theme

Consideration environmental impacts

Location of:

o Food production and service areas

o Service venue facilities

Type and parameters of the venue: o Internal or external setup o Delivery access and available storage

o Access to cooking and

service facilities

o Staffing requirements during preparation and service onsite and offsite

Resources required:

o Physical

o Human

o Food and Beverage

supplies

o Suppliers specifications and costs

o Special equipment needed. Hire or purchase?

o Transportation needs

  1. Write a balanced menu for the event to meet the needs of the customer.
  1. Cost all menu items using standard recipe cards or Business Analysis Sheets (templates attached) or appropriate software e.g. an existing database
  1. Define the total food order (and beverages as relevant) for the event including suppliers and delivery schedules.
  1. Provide an overview of the creative elements for the event that will occur in your workplace or external catering, outlining the theme that will be used and any decorations (for example a particular theme for an anniversary, a multicultural celebration or similar as relevant for the situation) and ancillary services to be included.
  1. Prepare the operational plan for each event highlighting specific requirements, transport, storage and staffing levels
  1. Write the Risk management issues pertaining to the event that will be implemented and which actions you will put in place to deal with any identified issues.

Checklist item

Details

availability and reliability of equipment

beverage dispensing system safety

cooking and service times

customer preferences and inherent risks

food safety issues

impacts of bad weather conditions on catering delivery

potential non-delivery of supplies from unknown supplier

power sources and back-up options

problems with maintaining food quality and safety during storage, preparation and display at the event

product price fluctuations

requirement for public liability and other insurances

seasonal fluctuations in food prices

seasonal non-availability of food and beverage ingredients

size and availability of on-site food preparation and storage areas

venue access and impacts on food preparation to meet deadlines

Existing procedures in the organisation:

x Food Safety

x Environmental Management x Risk Management

  1. Prepare the running sheet for each event highlighting the catering and service style used
  1. Write the workflow for kitchen and service staff specific to each event
  1. Prepare the full proposal using appropriate communication processes and software to compile professional documentation

o Include dates and timelines for the events o Prepare all quotes and briefing papers in a professional manner in a format that can be posted to the client.

x Include evidence of details for communication processes that took place to discuss and determine the event requirements including the formal approval to proceed with the event as per the proposed details.

Data:

Confirmation of Details:

Further information:

Customer:

Address:

Contact:

Number of customers:

Price:

Payment:

Date of Event:

Time of Arrival:

Location:

Service:

Special Dietary Requests:

Speeches:

Service flow:

Other considerations:

Set up:

Drinks:

Additional Information:

Signatures and date:

Approval:

Yes/

No

  1. Develop a feedback loop that can be used to obtain feedback from the main stakeholders of the event to evaluate the success post event.

Event 4 – Feedback to Student

Complete/

Not Complete

Event 5

  1. Include a description for the event including the brief which occurred with the customer to identify and determine the event requirements. Provide details for the event including at least the provisions set out in the template below.

Description of event:

Checklist item

Details

Date and time of the proposed event

Name and address of client

Duration of event

Guest numbers and profile

Budget

Capacity of facilities

Concept, style or theme

Consideration environmental impacts

Location of:

o Food production and service areas

o Service venue facilities

Type and parameters of the venue: o Internal or external setup o Delivery access and available storage

o Access to cooking and

service facilities

o Staffing requirements during preparation and service onsite and offsite

Resources required:

o Physical

o Human

o Food and Beverage

supplies

o Suppliers specifications and costs

o Special equipment needed. Hire or purchase?

o Transportation needs

  1. Write a balanced menu for the event to meet the needs of the customer.
  1. Cost all menu items using standard recipe cards or Business Analysis Sheets (templates attached) or appropriate software e.g. an existing database
  1. Define the total food order (and beverages as relevant) for the event including suppliers and delivery schedules.
  1. Provide an overview of the creative elements for the event that will occur in your workplace or external catering, outlining the theme that will be used and any decorations (for example a particular theme for an anniversary, a multicultural celebration or similar as relevant for the situation) and ancillary services to be included.
  1. Prepare the operational plan for each event highlighting specific requirements, transport, storage and staffing levels
  1. Write the Risk management issues pertaining to the event that will be implemented and which actions you will put in place to deal with any identified issues.

Checklist item

Details

availability and reliability of equipment

beverage dispensing system safety

cooking and service times

customer preferences and inherent risks

food safety issues

impacts of bad weather conditions on catering delivery

potential non-delivery of supplies from unknown supplier

power sources and back-up options

problems with maintaining food quality and safety during storage, preparation and display at the event

product price fluctuations

requirement for public liability and other insurances

seasonal fluctuations in food prices

seasonal non-availability of food and beverage ingredients

size and availability of on-site food preparation and storage areas

venue access and impacts on food preparation to meet deadlines

Existing procedures in the organisation:

x Food Safety

x Environmental Management x Risk Management

  1. Prepare the running sheet for each event highlighting the catering and service style used
  1. Write the workflow for kitchen and service staff specific to each event
  1. Prepare the full proposal using appropriate communication processes and software to compile professional documentation

o Include dates and timelines for the events o Prepare all quotes and briefing papers in a professional manner in a format that can be posted to the client.

x Include evidence of details for communication processes that took place to discuss and determine the event requirements including the formal approval to proceed with the event as per the proposed details.

Data:

Confirmation of Details:

Further information:

Customer:

Address:

Contact:

Number of customers:

Price:

Payment:

Date of Event:

Time of Arrival:

Location:

Service:

Special Dietary Requests:

Speeches:

Service flow:

Other considerations:

Set up:

Drinks:

Additional Information:

Signatures and date:

Approval:

Yes/

No

  1. Develop a feedback loop that can be used to obtain feedback from the main stakeholders of the event to evaluate the success post event.

Event 5 – Feedback to Student

Complete/

Not Complete

Event 6

  1. Include a description for the event including the brief which occurred with the customer to identify and determine the event requirements. Provide details for the event including at least the provisions set out in the template below.

Description of event:

Checklist item

Details

Date and time of the proposed event

Name and address of client

Duration of event

Guest numbers and profile

Budget

Capacity of facilities

Concept, style or theme

Consideration environmental impacts

Location of:

o Food production and service areas

o Service venue facilities

Type and parameters of the venue: o Internal or external setup o Delivery access and available storage

o Access to cooking and

service facilities

o Staffing requirements during preparation and service onsite and offsite

Resources required:

o Physical

o Human

o Food and Beverage

supplies

o Suppliers specifications and costs

o Special equipment needed. Hire or purchase?

o Transportation needs

  1. Write a balanced menu for the event to meet the needs of the customer.
  1. Cost all menu items using standard recipe cards or Business Analysis Sheets (templates attached) or appropriate software e.g. an existing database
  1. Define the total food order (and beverages as relevant) for the event including suppliers and delivery schedules.
  1. Provide an overview of the creative elements for the event that will occur in your workplace or external catering, outlining the theme that will be used and any decorations (for example a particular theme for an anniversary, a multicultural celebration or similar as relevant for the situation) and ancillary services to be included.
  1. Prepare the operational plan for each event highlighting specific requirements, transport, storage and staffing levels
  1. Write the Risk management issues pertaining to the event that will be implemented and which actions you will put in place to deal with any identified issues.

Checklist item

Details

availability and reliability of equipment

beverage dispensing system safety

cooking and service times

customer preferences and inherent risks

food safety issues

impacts of bad weather conditions on catering delivery

potential non-delivery of supplies from unknown supplier

power sources and back-up options

problems with maintaining food quality and safety during storage, preparation and display at the event

product price fluctuations

requirement for public liability and other insurances

seasonal fluctuations in food prices

seasonal non-availability of food and beverage ingredients

size and availability of on-site food preparation and storage areas

venue access and impacts on food preparation to meet deadlines

Existing procedures in the organisation:

x Food Safety

x Environmental Management x Risk Management

  1. Prepare the running sheet for each event highlighting the catering and service style used
  1. Write the workflow for kitchen and service staff specific to each event
  1. Prepare the full proposal using appropriate communication processes and software to compile professional documentation

o Include dates and timelines for the events o Prepare all quotes and briefing papers in a professional manner in a format that can be posted to the client.

x Include evidence of details for communication processes that took place to discuss and determine the event requirements including the formal approval to proceed with the event as per the proposed details.

Data:

Confirmation of Details:

Further information:

Customer:

Address:

Contact:

Number of customers:

Price:

Payment:

Date of Event:

Time of Arrival:

Location:

Service:

Special Dietary Requests:

Speeches:

Service flow:

Other considerations:

Set up:

Drinks:

Additional Information:

Signatures and date:

Approval:

Yes/

No

  1. Develop a feedback loop that can be used to obtain feedback from the main stakeholders of the event to evaluate the success post event.

Event 6 – Feedback to Student

Complete/

Not Complete

What will be assessed – Performance Evidence

The purpose of this assessment is to check your ability to complete tasks outlined in elements and performance criteria of this unit in the context of the job role, and:

prepare practical operational plans for each of the above events and functions that specify arrangements for all basic requirements for catering delivery as specified in the knowledge evidence

ensure above operational plans include consideration of the different operational factors that affect catering delivery as specified in the knowledge evidence

implement above operational plans through the delivery of catering for three of the aboveevents and functions

Place/Location where assessment will be conducted including timeframes

RTO to complete or students workplace.

Resource Requirements

Refer to the Assessment conditions attached to the Futura Group Mapping Document located in the teacher support tools folder or the Assessment Conditions for this nit in the SIT 1.0 Training Package.

3 completed operational plans from any of the six events planned in assessment 1, Project.

Event and function venues where catering is provided

Operational teams as set out in the operational plans and associated documents for the relevant events.

Instructions for assessment including WHS requirements

Assessment 2 consists of 3 Practical observations where you will be observed implementing 3 of the six operational plans you have prepared for assessment 1, Project.

The marking criteria in the checklist below provide an indication of the key requirements for assessment.

Assessment 2

Observation of 3 Service Instances

Assessment 2 consists of 3 Practical observations where you will be observed implementing 3 of the six operational plans you have prepared for assessment 1, Project.

The key tasks set out below the observation instances table below provide an indication of the tasks you need to complete for the implementation of each operational plan for the 3 events/functions.

Date of Observation:

________

_______

Place of Observation:

________

______

Time frame (must include a full service period/shift):

_________

Trainer Signature

_____ Date ________

Student Signature

_____ Date

________

Date of Observation:

________

_______

Place of Observation:

________

______

Time frame (must include a full service period/shift):

_________

Trainer Signature

_____ Date

________

Student Signature

_____ Date

________

Date of Observation:

________

_______

Place of Observation:

________

______

Time frame (must include a full service period/shift):

_________

Trainer Signature

_____ Date

________

Student Signature

_____ Date

________

Your Tasks:

  1. Confirm all orders are available in storage
  2. Check that all beverages are chilled in readiness for the event
  3. All equipment is operational and checked.
  4. Brief the kitchen team and allocate tasks according to workflow plans and run sheets.
  5. Invite questions as to operational processes and clarify these.
  6. Determine systematic checks and reference these to workflow plan and completion lists as relevant
  7. Brief the service staff for any set-up requirements including positioning of special tables for foods or displays.
  8. Provide a brief to service staff for service times and special requirements for service
  9. Review the accepted proposal and check against every agreed provision.
  10. Review the risk analysis document and check against any criteria that were established in the planning processes.
  11. Check and record the food safety aspects which must be complied with and make adjustments as required.
  12. Check food production progress and monitor and test quality.
  13. Review production progress at determined intervals and implement actions to remain on schedule as required.
  14. Complete final check of food and garnishes for service.
  15. Check readiness and temperature requirements for service vessels.
  16. Prepare sample dishes as suitable and establish presentation and service requirements.
  17. Conduct final brief for kitchen and service staff prior to start of service.
  18. Monitor scheduled service times and take prompt action in case of delays to ensure quality of food is maintained.
  19. Communicate changes or service requirements in a professional, clear manner.
  20. Where suitable, enquire with customer to obtain feedback as to satisfaction of products and services.
  21. Debrief with service staff and obtain feedback on the event overall and any issues that may have arisen.
  22. Debrief kitchen staff as relevant
  23. Provide suggestions for improvement based on feedback received from client, kitchen and service staff as applicable.
Observation Checklist

1.Instan ce

2.Instan ce

3.Instan ce

Criteria

S

NY

S

S

NY

S

S

NY

S

Comment

1. Confirms all orders are available in storage

2. Checks that all beverages are chilled in readiness for the event

3. All equipment is operational and checked.

4. Briefs the kitchen team and allocates tasks according to workflow plans and run sheets.

5. Invites questions as to operational processes and clarifies these.

6. Determines systematic checks and references these to workflow plans and completion lists as relevant

7. Briefs the service staff for any set-up requirements including positioning of special tables for foods or displays.

8. Provides a brief to service staff for service times and special requirements for service

9. Reviews the accepted proposal and check against every agreed provision.

10. Reviews the risk analysis document and checks against

any criteria that were established in the planning processes.

11. Checks and records the food safety aspects which must be complied with and makes adjustments as required.

12. Check food production progress and monitor and test quality.

13. Reviews production progress at determined intervals and implements actions to remain on schedule as required.

14. Complete final check of food and garnishes for service.

15. Checks readiness and temperature requirements for service vessels.

16. Prepares sample dishes as suitable and establishes presentation and service requirements.

17. Conducts final brief for kitchen and service staff prior to start of service.

18. Monitors scheduled service times and take prompt action in case of delays to ensure quality of food is maintained.

19. Communicates changes or service requirements in a professional, clear manner.

20. Where suitable, enquires with customer to obtain feedback as to satisfaction of products and services. (23)

21. Debriefs with service staff and obtains feedback on the

event overall and any issues that may have arisen. (23)

22,23 Debriefs kitchen staff as relevant and invites

and provides suggestions for future improvements

The implementation processes and procedures managed by the student improve from the 1st to the 3rd event

Feedback mechanisms are employed effectively and applied for subsequent events as applicable

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