The Issue of Food: To Serve or Not To Serve?

When I am planning any event, the issue of food always arises. Should I serve a meal or offer beverages and appetizers? Does food even need to be offered at all? These questions need to be addressed. There are some guidelines that I go by when concerning ordering food for any meeting or event that I am planning.

How Long is the Meeting?

First, I address the duration of the meeting or event. If it is a window of time lasting at or around 2 hours, it is in your best interest to offer a beverage service. If the meeting is at a time of day that doesn't fall around a "meal time," and it is only set to last a couple of hours, serving only ice water is acceptable, but you may also choose to offer a wider variety of beverages.

Does the Meeting Fall During a Meal Time?

If your meeting will take place in the region of a "meal time," you will most likely need to provide food (unless the meeting is only scheduled for an hour or less). At this juncture, you will need to acquire a head count and decide which type of cuisine you are going to choose. This largely depends on the number of attendees, the nature of the meeting and your budget.

How Much Money Do You Have?

I always treat the budget as if it were my own money (this is also true when I am purchasing any item for the company). This is a good idea because when the company makes money, you make money and by saving the company money, you are allowing it to be spent in other places. It is necessary, however to provide a suitable meal, especially if it is to cater to potential clients. Your judgment and experience in working with your budget will guide you through this part of the process and oftentimes the executive will have an idea of what he would like to provide.

Find an All in One Caterer (if possible)

If possible, go with a caterer who will deliver, provide all condiments, plastic ware and clean-up. The goal of the meeting is not for you to play housekeeper or housewife. The food is there to stifle distractions brought on by hunger and to be courteous to those who are in attendance. Always go with what is easiest and most convenient in this respect. Many places will deliver for free with larger orders; feel free to suggest this when placing your order, if it is sizeable.

Serve at an Appropriate Time

You want to make sure you announce that the food is available at an opportune time. This could be prior to the official initiation of the meeting or during a designated break. Either way, you will want to make sure you include time restraints in your announcement; suggesting what is available and making mention of what time you will reconvene.

Consider the Location

It seems to be one of those "after the fact" realizations to think about the food you are ordering with respect to your venue. If your space is not conducive to people sitting while they eat, make sure you offer items that can be eaten while standing and by hand (in other words, don't choose chicken parmesan alongside linguine if your venue is not equipped with a dining area conducive to such a meal).

The decision of providing food at any event concerns a level of professional etiquette. If people are going to take time out of their busy day to attend your event, then providing them with food when they might not have had time to eat, is the proper thing to do.