Event Planning - Catering/Food & Beverage (Part I)

Food is undoubtedly a crucial component of event planning and can also be among the costliest. Therefore, it is essential to focus carefully and make the best possible decisions in this regard.

Often, the venue you select will mandate the use of their in-house catering services (this is nearly always the case for hotels).

Choosing a Caterer

Selecting a caterer nowadays is relatively straightforward. Generally, you can simply search online to review menus and compare a few local restaurants based on their offerings and prices. If you're unfamiliar with the local dining options, you can ask for recommendations on Facebook and consult friends who are knowledgeable in that area.

As with all other decisions, ensure that your choice aligns with your budget and complements the aesthetic of your event.

How much should a caterer cost?

Consider the cost per person when planning catering. For a fundraising event, aim to keep food and drink expenses within 10-20 percent of your expected revenue. For other events, allocate 10-60 percent of your total budget to these costs, especially if the objective is enjoyment, as food plays a significant role in that.

Below are some pricing guidelines (noting that larger cities generally have higher costs):

• Continental breakfast

  • $7 - $12 / person++

• Full Breakfast

  • $8 - $20 / person++

• Hot Lunch

  • $15 - $25 / person++

• Box Lunch

  • $9 - $15 / person++

• Dinner

  • $18 - $40 / person++

Note that "++" means "plus tip/plus tax" - this is a common notation on catering menus.

The Essential Rules of Food

At an event, few elements hold as much significance as the food. Bearing this in mind, there are several considerations to take into account.

• Present food that is visually appealing

• Opt for food that remains attractive after being left out.

• Select food that complements the event's theme and atmosphere

• Offer food that attendees are generally familiar with

• Understand that "familiar" doesn't equate to "dull" - make it intriguing; include something unique

Full meal or something lighter?

There are numerous options regarding how you manage the food. The initial choice is whether you will have a full meal or something lighter.

Spence, Sean. Eventology: Lessons from 20 Years of Event Planning. Purple Squirrel Productions LLC. Kindle Edition.

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