How to "Trim the Fat" Off Your Food and Beverage Budget

You were provided with the task of organizing a large meeting or event. As most events go, organizing includes working within a fixed budget. Sticking to a budget can prove to be very difficult, especially when your responsibility as organizer includes food and beverage. Not knowing everyone's diet, tastes and allergies can make you wish you could just order everything and be on the ‘safe side'. When you are restricted financially, satisfying everyone is not always possible - but not always impossible. Below are steps to ‘trimming the fat' on your meeting or event's food and beverage budget.

Bulk is Always Best

When ordering breakfast or lunch for everyone, don't order per person. Ordering per person will only get complicated and often packages include more food than necessary. If it's breakfast you are serving, order a variety of fruits, bread, sausage, eggs (scrambled is also best) and some sweets like Danishes and donuts. When ordering beverages, make sure you order a variety. This would include: water bottles, juice and soda. Coffee and tea can also be done in bulk by ordering large coffee pots. Many banquet halls have access to them and can be rented for a small fee. Don't forget the cream and sugar as well.

Back of the Room

Place the food table at the back of the room rather than the middle. By doing this, the food will not be as accessible to guests. Most people will mingle in the middle of the room. By placing the food at the back, it is still very accessible, however it's just out of reach in case someone decides the food table is his or her own personal buffet.

Get Some Help

If you are working with a banquet hall or caterer, be honest with the manager and let him or her know your budget ahead of time. A full-time banquet staff that caters to large groups know the ins and outs of food and beverage preparation and serving. They have seen all kinds of budgeting needs and yes they will know tips on saving without pinching quality! Listen to their knowledge.

Use the House Brand

Many events, especially evening affairs, often include alcoholic beverages. One main point to remember when ordering the drink menu (especially wine and beer) is to avoid ordering premium brands. Using house brands can cut your alcohol bill in as much as half. Also don't think your company has to foot the bill for this part, consider providing two free drink tickets per person and once used up, allow guests to purchase their own drink as needed.

Standing Room Only

Many events don't have to involve a sit down formal meal. Consider setting up bar tables rather than dining room type tables. This way, people will nibble on the appetizers as they socialize amongst coworkers and friends. Have some chairs available around the room for those who require a seat. It is perfectly acceptable to have standing room; there is usually no need to host a sit-down dinner party when it comes to work events and meetings.