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Catering for ETF events with Union Café (Assessment COMM+IBF+Sawa …
Catering for ETF events with Union Café
Kick off with Facilities+Sawa
September + October 2017
Q4 pilot events (include GB + EU support)
Provide Sawa with event plan + No pax
Draft proposal of Menus and Tariffs
Quality + quality assurance
Products
Services
Coordination within Sawa
Frame of delivery of the service
ETF meeting room
Coordination during implementation in Q4
Technical equipment and storage sapce needs/solutions
Establish price conventions for all options (include additional waiter cost)
Corporate approach Director decision to use the FWC for events catering
Assessment COMM+IBF+Sawa
20022018
Communication between IBF/Sawa is working well
Direct contact of IBF PMs with Sawa - contact person is Walter
Menu and Tariffs table
TVA: clarify for all services and tariffs
add coffee break Health (cereals, fruit, no protein milk, yogurth = 7 Euro)
we keep in open to monitor in the progress
Timeline for replying to requests (for both sides, IBF and Sawa):
max 2 working days
Special diets
Last minute request management: if possible yes, if not possible, it is important that the participant is properly informed and accomodated as best as possible
Service cancellation: max 2 working days in advance
Spaces allocation
LUNCH
Union Café (in contemporary with ETF staff self service): max 35 pax
Training Room: max 50 pax (seating arrangements)
COFFEE BREAK
Foyer Sala EUropa: max 2 plance + tavolo d'appoggio
No COMM Rotonda
Service vs No. pax
Served lunch
Average 30/33 pax, 2 waiters + 1 cuoco
Buffet
1 waiter + 1 cuoco
Coffee break
No additional staff unless special requests (for example: set up the coffee break during lunch time, when the ETF self service is open)
Assessment mtg COMM+Facilities+IBF+Sawa 06122017
Spaces & materials
Sgabuzzino Training Room shall be freed, Facilities to find another solution
More "plance" and tables are needed
Pilot
Overall feedback
In general the organisation of catering for the four events were well managed and well received
Feedback from EU support mtg very positive (good news since the event owner was very sceptical about using UC)
Positive feedback from GB mtg (only issue: bistrot tables were too small, but that was ETF decision)
Corrective feedback
Set up Europa Foyer for open bar:
missing cups
in the foyer, two tables were different than the others
better using tissue than paper cloth table
Staffing:
at the open bar, staff was a little in trouble, not able to follow up everything
during the lunch break, staff was not sufficient to refresh Sala Europa (busy in serving lunch in the Training Room)
some staff was not able to communicate in EN (stagiaire?)
imp to keep cool under pression
Food presentation:
Pay attention to the way dishes are presented
Raw meat may have an impact on some guests
Dessert was presented with the buffet main dishes
Sustainability
Bio materials (stoviglieria)
Food & water recovery (with Mensa di Sant'Antonio)
ETF self service
RVE: Contractor shall ensure the quality service level as requested by the contract
To do so, Sawa claims they need space to keep self service/event catering equipment & materials separeted
Staff
Dress code (uniform/hair tied) + familiarity with service rules (use of mobile...)
Menu
UC may give guidance in the choices to avoid mistakes
Cards with food ingredients
Additional staff cost
When lunch is not served: no additional cost for ETF
When lunch is served at table: additional cost is charged to ETF
Set up cost
If standard set up (ex. Sala EUropa Foyer), no cost are charged to ETF
If special request, the renting of materials is charged to the ETF