FOOD and

BEVERAGE
COMMITTE
Excerpt from Event Management Simplified
- Copyright 2002 by Judy L. Anderson

"I've
learned
there are
two words
that will
always
draw a
crowd
free foods
.
Live and Learn and
Pass It On, Volume
VI

Rare is the event without a

food or beverage element.
Food is one of the major
motivators
for
people
to
attend
eventsunless,
of
course, its an event built
around beverages! Because of
this, we want the food and/or
beverage
to
make
an
impression on our guests.

The food is often what

people remember most about
an event and is limited only
by the budget and your
imagination. Look at food as
an entertainment element
and how it can be
incorporated into the theme.
Add a new twist such as a
chili cook off or a barbecue to

The Food & Beverage

Committee determines
the food and beverage
needs and quantities
and negotiates prices.
This committee is
responsible for
providing an adequate
and timely supply of
food/drinks at the event.

Work closely with the

hotel to plan quality
menus that fit your
budget.
Also, be aware of your
attendees' backgrounds
and needs.

If they'll require special foods

for dietary or religious
reasons, you might want to
include a space on the
registration form for this
information. Be sure to check
the hotel catering staff of
these requests well in
advance and, when possible,
let the waiter or captain know
where the people with special

ITEMS OF
GENERAL
NOTES

Keep the audience in mind.

Be realistic about the type of foods
and beverages that are served.
Adapt the food to the
circumstances.
Events held at indoor facilities offer
more variety in the way food can be
served than outdoor venues do.
Ethnic, religious or group
considerations are also important!
The last thing an event manager wants
is for the guests to be mortified over the

Use common sense in

selecting the menu.
Dont serve alcohol or give bottles
of wine as gifts if the audience is
recovering alcoholics. Dont serve
several meat courses at an event
where most of the guests are
vegetarians or vegans. An entree of
chicken with wine sauce would
probably go untouched if served to a
group of children. You get the idea!

Try to be health conscious about

the menu.
Greasy foods like French fries or
hamburgers are expected at fairs or
festivals, not at more upscale events.
Lighter fare should always be served
for luncheons so that guests remain
alert. Food should be pleasing to the
eye and colorful, as well as taste good.

Dont forget about food for

volunteers! Events using volunteers
should provide food and beverage in some
form to the volunteers.
Start planning early. Youll need to start
planning for food and beverage at least
three months in advance, and more if
possible.
Make use of available resources. Talk
to the chef or caterer. Look at menus from
other events or recipes in cookbooks.
Better yet, invent your own menu using a
combination of methods.

SERVING
STYLES
The type of food service used at an
event should be in keeping with the
theme and the desired atmosphere.

Plated style

Preset style.

Buffet style.

FOOD STATION STYLE

CAFETERIA STYLE

FAMILY STYLE.

Receptions. Receptions (also

known as butler passed hors
doeuvres)

Russian style.

FRENCH STYLE

SEATING AND
SERVICES
Industry standards for table seating
are normally based on rounds
(round tables) seating from 2-12
people depending on size, or at
banquet tables (rectangular
shaped 6-8 tables) providing seating
on both sides and the ability to seat
between 6-8 people.

Head table. The use of a head table is

usually for the purpose of recognition. At
an event like a conference, the keynote
speaker or VIPs are included in the
seating.

USE OF SEATING CHARTS AND

FLOOR PLANS. These are mini
versions of a site plan that serve a
multitude of uses for food functions

Event managers should be

aware of the ratios of service
personnel to guests. At a sit
down meal, there should be at
least one waiter for every 25
guests at breakfast, and one
for every 20 guests at lunch
and dinner.

For buffets, the desired ratio is

1-to-40 for breakfast and 1-to-30
for lunch or dinner. If using a
venues service personnel, clarify
that there will be no extra charge
for these service ratios.
Depending on the venue, they
may have an even better ratio
than what is stated here.

THE FOOD
The Importance Of Presentation
Since food is such an elemental part of
events it should not only taste good, but
look good as well. Presentation is
important because it shows guests that
someone has not only thought about the
nutritional value of the food, but has
taken the time to ensure that it is
pleasing to the eye.

MENU
When it comes to creating menus,
the skys the limit. Just because a
caterer or banquet manager may
present a standardized menu doesnt
mean you have to use it. Base your
food choices on the type of event,
who will attend and the per-person
cost. This frees you to be creative in
the menu selection.

MENU DEVELOPMENT
Theres nothing wrong with using
standardized menus for those who
want a no-hassle way to make a
selection. You may be able to mix
and match the side dishes, change
sauces and the like within the
established price structure for
entrees. Desserts are normally
priced separately.

 HEALTH CONSCIUOS

CHOICES
With todays emphasis on a more
healthy lifestyle, we need to pay
attention to what were asking our
guests to eat. Event managers
should attempt to provide health
conscious food choices regardless of
the venue.

Vegetarian and vegan options.

A great number of folks these days
are vegetarians or vegans, and even
people who arent may enjoy these
menu options.

BEVERAGES

In selecting beverages, event

managers need to keep in mind those
that best fit the event and the site.

NON-ALCOHOLIC
As a general rule, people drink
more non-alcoholic than alcoholic
beverages. At the very least, water
and other beverages such as coffee,
tea or soft drinks should be offered. If
conducting beverage service outside a
standard venue, dont forget the ice!

ALCOHOLIC
The serving of alcoholic beverages at
any event is serious business and
your event may be required to obtain
a special event permit through the
state alcohol jurisdiction.

Wine.
It used to be that serving wine with a
meal was a real treat. Changing times
have caused a shift to more sophisticated
tastes and wine is now considered an
added accompaniment to everyday life.

Beer.
The serving of beer lends itself
extremely well to outdoor events, but is
also a good choice for indoor venues,
especially those that are sports-related.

Hard liquor.
Also known as distilled spirits, most
hard liquor is 80 proof or more in
potency.

OTHER COMMENTS IN
REGARD TO ALCOHOL
Mark ups.
Corkage fees.
Use trained servers!
Inebriated guests.

THE BUDGET
Food and beverage costs are
normally one of the largest expenses
in an event budget. Food focused
events typically spend 60-75% of
their total budget on food and
beverage costs
Here are a few ways to save
money on food and beverage
.
costs:

Provide smaller
portions

Less quantity, less expense

Serve cultural
cuisine

Many choices for inexpensive,

foods

Substitute menu
items

Serve fish or chicken instead of

pasta instead of meat

Beverage
purchases

Coffee by the gallon, liquor by

the
opened bottle, sodas on
consumption
using a soda
machine instead of by the
bottle

Eliminate courses

Soup or salad instead of soup

salad or a similar course

Bar service

No-host (cash) bars as opposed

hosted bars

Keep it light

Serve luncheon items for dinner

Accurate
guarantees

Develop the art of estimation

tasty
beef,

and
to

D.I.Y. CATERING
Not all events choose to use
contracted catering services and
many opt to do it themselves.
With this choice come various
needs that may or may not be
available at the event site.
Outdoor events are particularly
subject to these variables and
present their own unique
challenges.

Check into legal

requirements or permits.
Doing it yourself may require
obtaining special permits from the
local jurisdictions health department
(especially for outdoor events).

GETTING ORGANIZED
Develop a menu.
Develop the recipes and ingredients lists.
Keep it simple.
Avoid labor intensive foods.
Increasing quantities also increases cooking
and preparation times.
Time saving hints.
Check equipment needs.
Identify jobs and schedules.
Shopping.
Estimating amounts.

FOOD PREPERATION
Do as much of the preparation in
advance as possible. Maintain order
in transporting foods/ingredients and
assembling them at the event site.
Keep things together that belong
together. Label ingredients, dishes
or pans so they dont get used for
something else.

Prepare each food and conduct a

taste testing before the day of
the event.
Post numerous copies of
schedules, floor plans or seating
charts.
AFTER THE GUEST DEPART
Leftovers.
Clean as you go.

STEPS TO FOOD AND

BEVERAGE
MANAGEMENT
Determine the type of catering desired
Match the budget to the menu
Develop a list of potential caterers
Narrow the choices down to three
Make a final selection based on price,
quality and service
Designate the style of service
Choose a menu based on the audience
Select the beverages
Negotiate a contract

 Check into permits required for selfcatered events

Develop a menu, recipes and
ingredients lists
Check equipment needs
Identify volunteer jobs and schedules
Recruit enough
help
Do the shopping
Prepare the food
Design a floor plan and/or seating
chart