How to budget your food requirements while planning
conferences and other events
At most events, food and beverage is the most expensive item on the
budget. Therefore it makes sense to think through how you'll optimize
your expenses on this item.
Here are some questions to ask and issues to consider at the event
planning stage.
- How many meals will be included in the registration
price and how many are attendees expected to take care of on their own?
- What's the total cost of food and beverages? Remember
to include tea, snacks, soft drinks, etc served while the conference is
underway.
- Do attendees have access to other reasonably priced,
quality restaurants within walking distance of the venue? This might
not be the case at resorts.
- How much time will you budget for meals and breaks?
- Remember that meals at the end of the event usually
have fewer people attending than those during the event.
- A useful rule of thumb is to find out what the buffet
costs at the hotel and add a bit to it because yours will be a catered
event.
- Another way out is to give the hotel a budget and ask
them to work out a menu to fit that. They'll usually do it. But you've
to be doubly careful you don't get shortchanged, particularly at some
resorts.
Food is actually a major contributor to the overall success of an
event. It deserves careful consideration all through the event planning
process.
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