When trying to save money on your event’s food and beverage, there are many creative and easy ways to reach your budget requirements. When you are making your selections, crunch the numbers, and record everything. Paying attention to the little things will benefit your budget for your event. Below are suggestions to help you reach your goals:
Deal with the hotel’s chef
A great way to save on your menus is to work with the hotel chef. Talk to the chef and provide your budget and the menu you desire. Challenge them to create a top-notch menu that will fit within your budget.
Create sponsorship packages to off-set your menu prices
Organizations are always looking for opportunities to market their products and services. Create food and beverage sponsorship packages as a way to off-set your menu costs.
Talk to the hotel chef about creating smaller portion sizes
Smaller portions offer two benefits. By switching to a 6-ounce filet versus a 10-ounce filet, you’ll reduce your costs. By reducing portion size, you’ll provide a healthier option to your attendees.
Switch things up with small plates
A great way to save on your menus is to offer small plates to curtail food consumption.
Reduce the length of your event
The longer the event goes, the more costly it is due to increased food, beverage, and staff. A good option is to cut the length of the event. For example, you could shorten a reception by 30 minutes as a way to bring your costs down.
Use stand-up tables at cocktail receptions
Use tables where attendees have to stand. This set-up encourages them to mix and mingle and not overindulge in food and beverage.
Be accurate with your meal counts
Many times, attendees schedule off-site business breakfasts, lunches, or dinners. If attendance isn’t a requirement at your meal functions, people may not attend them. During registration, ask attendees which meal functions they plan to attend. This approach will provide you with the most accurate count possible.
Think about the location of your food tables
To save on costs, put reception food tables along the wall versus the room’s middle. With less access to the table, this will mean less food consumption at the event.
Negotiate a food & beverage discount
In your RFP to the hotel, add a request for a food and beverage discount. During your final negotiations, you may want to ask the hotel if they’d offer an even higher percentage discount on the cost of your food and beverage.
Save on the first meal of the day, breakfast
There are several ways to save on breakfast costs. Skip the hot breakfast. With concerns with COVID-19, a good option might be a boxed grab and go breakfast option. By doing this, you’ll be able to safely provide the meal and put less strain on your budget.
Reduce your costs for lunch and dinner
Lunch and dinner are the most important meals and, many times, the costliest. There are several ways to cut costs on these two meals:
- Have a sit-down meal rather than a buffet. You’ll spend less on the labor costs if you have a plated meal.
- Skip dessert at the end of the meal. Instead, serve dessert during a break, so it’s once a day versus serving dessert at lunch and dinner.
- Try boxed lunches. This approach also leads to more socialization and networking and less consumption.
Here are a few tips for reducing your costs on beverages:
- Determine which is more cost-effective – by the person, by the beverage, or by the container. Get the details. If one drink gets poured from a container of iced tea, what is the charge? Will you be charged for one drink or the entire container?
- Ask about discounted wine labels and house brand liquors over premium labels.
- Station your event with five-gallon water dispensers instead of water bottles. Or have companies hand out reusable water bottles or cups that display their brand.