Learn how to train your restaurant staff to handle large parties and special events with confidence and professionalism. Follow these tips to ensure customer satisfaction and repeat business.

Training a team to manage large parties and events goes beyond regular training and reviews. It's crucial for leaders to be actively involved, setting a strong example. A leader's presence and hands-on approach during training demonstrate practical skills and instill confidence and a sense of security in the team. This leadership style helps the team feel supported and capable of handling the demands of large-scale events. By leading by example, a leader can effectively communicate expectations, foster a proactive mindset, and build a team that's not just skilled but also confident and prepared to handle any challenges of hosting large gatherings with poise and efficiency.

How can you train your restaurant staff to handle large parties and special events?

Hosting large parties and special events can be a great opportunity for your restaurant to increase revenue, attract new customers, and showcase your culinary skills. However, it can also pose many challenges for your staff, such as managing reservations, coordinating orders, delivering quality service, and handling special requests. To ensure that your staff can handle these situations with confidence and professionalism, you need to train them properly and provide them with the right tools and support. Here are some tips on how to train your restaurant staff to handle large parties and special events.

1 Assess your capacity

Before you accept any large party or special event booking, you need to assess your restaurant's capacity and availability. Consider factors such as the size and layout of your dining area, the number of tables and chairs, the equipment and supplies, the menu options, and the staff schedule. You want to avoid overbooking or underutilizing your resources, as this can affect your service quality and customer satisfaction. You also want to communicate clearly with your potential customers about your policies, fees, and expectations, and confirm their reservation details in advance.

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Zulkeifli Ayob

DOO
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Emphasize effective communication, listen actively, ask clarifying questions and repeat orders. Stressing the importance of coordination among different roles servers, kitchen, and hosts have in-depth knowledge of the menu. Time management and handling high-pressure situations. Upselling skills techniques. Conduct pre-event briefings and allocate responsibilities, be flexible and adaptable may involve last-minute changes. problem-solving skills to handle issues or customer complaints. proficient in using any specialized equipment. Conduct rehearsal, allowing the practice of their roles. After each event, gather feedback from staff and guests to identify areas for improvement and celebrate successes, creating a continuous learning loop.

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M Agung, CPHR

Passionate HR, Industrial Advisor and HRBP at Accor Indonesia
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Stage 1 ensure they are healthy, passionate & ready to serve Stage 2 ensure they are familiar with area, people, all equiped support Stage 3 deploy extrodinary product knowledge & its mice en place Stage 4 deliver a good leader (not manager) who has lots of success and learned failed ons to be a mentor, coach and trainer ( failure is success to posthoned then become the winner is the one who never give up and quitter) Stage 5 create workshop/built in area for create & discuss any scenario that possible happen in event, open interactive discussion . Use pareto/delphi technique Stage 6 Commitment and send them to do "HALO Jump" to winning the assignment Stage 7 appreciation and thanks giving. Don't forget PDCA continue improvement .

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2 Assign roles and responsibilities

Once you have a confirmed booking, you need to assign roles and responsibilities to your staff. Depending on the size and nature of the event, you may need to designate a lead server, a host, a runner, a busser, a bartender, and a chef. Each staff member should know their tasks, their timing, their communication channels, and their backup plans. You should also provide them with a detailed event sheet that outlines the customer's name, contact information, number of guests, arrival and departure time, menu selections, special requests, payment method, and feedback form.

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Jacques Chevasson

Retired Hotelier & Hotel Consultant
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Just think that you are in the army. Essential is a correct planning and than everything will go smoothly if you have for the D day ,the right number of requested staff, service tools and right environment. No secret or at least it was for me handling large events being at time much easy than small ones as long as every one knows is task and is trained for.

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3 Train and review

Before the event, you should train and review your staff on the specific aspects of the event, such as the menu items, the service standards, the customer preferences, and the potential issues. You should also conduct a pre-event briefing to go over the event sheet, the roles and responsibilities, the equipment and supplies, and the emergency procedures. You should encourage your staff to ask questions, clarify doubts, and share ideas. You should also monitor and evaluate your staff's performance during and after the event, and provide them with constructive feedback and recognition.

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4 Anticipate and accommodate

During the event, you should anticipate and accommodate your customer's needs and expectations. You should greet them warmly, confirm their reservation details, seat them promptly, take their orders accurately, serve them efficiently, check on them frequently, and thank them sincerely. You should also be prepared to handle any special requests, such as dietary restrictions, allergies, substitutions, additions, or cancellations. You should also be flexible and adaptable to any changes, such as delays, no-shows, or complaints. You should always maintain a positive and professional attitude, and resolve any issues quickly and courteously.

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5 Follow up and follow through

After the event, you should follow up and follow through with your customer. You should ask them for their feedback, either verbally or through a survey, and thank them for their business. You should also invite them to return to your restaurant, or offer them a loyalty program or a referral incentive. You should also follow through with any promises or commitments you made, such as sending them a receipt, a confirmation, or a thank-you note. You should also update your records, and analyze your results, such as your sales, your costs, your profits, and your customer satisfaction.

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6 Improve and innovate

Finally, you should use the feedback and the results from the event to improve and innovate your staff training and service delivery. You should identify your strengths and weaknesses, and look for areas of improvement and opportunities for growth. You should also seek out best practices and trends in the industry, and learn from your competitors and peers. You should also involve your staff in the improvement and innovation process, and solicit their suggestions and opinions. You should also reward and motivate your staff for their efforts and achievements, and foster a culture of excellence and teamwork.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Terence T. Lee

Passionate Hotelier | COO at Hotel Indonesia Group
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Training a team to manage large parties and events goes beyond regular training and reviews. It's crucial for leaders to be actively involved, setting a strong example. A leader's presence and hands-on approach during training demonstrate practical skills and instill confidence and a sense of security in the team. This leadership style helps the team feel supported and capable of handling the demands of large-scale events. By leading by example, a leader can effectively communicate expectations, foster a proactive mindset, and build a team that's not just skilled but also confident and prepared to handle any challenges of hosting large gatherings with poise and efficiency.

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How can you train your restaurant staff to handle large parties and special events?

1

2

3

4

5

6

7

1 Assess your capacity

2 Assign roles and responsibilities

3 Train and review

4 Anticipate and accommodate

5 Follow up and follow through

6 Improve and innovate

7 Here’s what else to consider

Hospitality Management

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How can you train your restaurant staff to handle large parties and special events?

1

2

3

4

5

6

7

1 Assess your capacity

2 Assign roles and responsibilities

3 Train and review

4 Anticipate and accommodate

5 Follow up and follow through

6 Improve and innovate

7 Here’s what else to consider

Hospitality Management

Rate this article

Thanks for your feedback

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