Set Ballroom Article

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Around the Ballroom in 80 Minutes:
How to set a dining room for 200 in
less than 2 hours

Total quality management is a Japanese concept focused on achieving excellence. Applied to catering, this concept outlines the most effective way to set a room using concepts borrowed from engineering and manufaturing industries.  Included in this system is dropping the tables, arranging the chairs, dressing the table, and finally ending with the "final touches".  Follow this formula, and you'll be setting tables faster in no time.

1.  Tables
Tables are the key to ensuring that you have enough room for guests and staff to move around comfortably.  First, open the banquet tables (round or rectangle) and place them relatively where you need to.  Then adjust them perfectly by squatting in between two tables and spreading your arms out.  The palms of your hands should just touch the edges of the table.

2.  Chairs
If the chairs are set right, each setting around the table can be spaced perfectly.  This will also create a very clean, organized look in the dining area.  First, place a chair at the 12 o'clock position on the table.  Put another chair directly across, at 6 o'clock.  Space the rest of the chairs evenly around the table between these two pieces.  Repeat with all tables.

3.  Linen
Now that the floor is laid out, the next step is the tabletops.  Grab as many tablecloths as you can fit in your arms, then welk throughout the ballroom placing one on each table. Then go back to the first table and (ideally with the help of one other person) open up each tablecloth and spread it on each table.  Next, set a pre-folded napkin on the table at each place setting, positioned in the center of the chair.

4.  Flatware/Glassware
The key to setting these items is to assign each person on your team to do one type of equipment.  In order to do this efficiently, you'll need to make "flatware folds" for the flatware.  To do a flatware fold, take a basic linen napkin and tie two opposite corners together.  Then, tie a single knot on the third corner.  This should give you a cornucopia- shaped pouch.  Wet the open corner of the napkin with warm water, and stuff as much flatware as possible into the pouch.  You should be able to get about 100 pieces in. Using the chairs as a guide, place the dinner fork to the right of the napkin.  Do this throughout the entire ballroom.  The next person behind you will place the salad fork, the person behind them will place the dinner knife, etc.  Remember to use the wet end of the napkin to wipe each piece before setting it on the table.

5.  Final Touches
The final touches could range from floral centerpieces to individual party favors, salt and pepper shakers to designer menu cards.  The easiest way to place these on the tables is again to assign one type to one person.

A quick glance at the numbers will tell you that you should spend no more than 5 minutes per table.  For 20 tables, this would be 100 minutes, or 1 hour and 40 minutes.  And... voila!  200 guests under 2 hours.  Now all you have to worry about is... well... everything else.  But at least you have the time to do it.