Event Planning Research- Part 4 -Food

This is the fourth of a ten part post– Event Planning Research -Food

Food can most likely be the biggest expense incurred by your event. No matter the occasion the food is the one thing every guest will experience and talk about, good or bad. So, do plenty of research before you commit to any provider for assistance. Map out all of your options for pricing, quality, convenience, experience and variety beforehand. Based on the consultation with your client, start to narrow down the offerings. Work out what type of service will be appropriate for the gathering e.g. buffet, full service, food stations, pass around. Know who your guests are. What “types” of food would they prefer? Take into consideration age, ethnicity, culture, geography and trends. Establish an expense budget. How much are you willing to pay and how much can you pay? The percentage will depend on what type of event you’re coordinating. This is your research blueprint for the food aspect of the event. Explore each question and option profusely.

Some venues may require that you use their food services. This can be both a blessing and a curse. The blessing is the convenience and the curse may be the price and variety. When picking the venue, keep this into consideration. Hotels and convention centers will almost always have their own set up, and some museums and halls annex third parties to handle catering. Be prepared to compromise, but these places are geared for events and you can work with them just like any other outside vendor. If they have an established menu don’t be afraid to ask for a personalized bill of fare. With enough time and money they can get whatever you need, but it will depend on their willingness and policy.

Insist upon a tasting with your clients. This will give you a snapshot of what to expect, but don’t stop there. Attend one of the caterers’ events. You’ll be surprised how much the quality suffers from a tasting for four or five people to serving a hundred or more; from fresh to frozen, to great presentation and rushed plating. The better caterers will have consistency throughout and the not so great ones will seem like they are planets apart from tasting to banquet. Researching this will help reduce any quality and organizational surprises. Price all their options according to your needs. I like to use three options with the first being the premium and last being the most value added. Relate to what would suit your affair’s preference, high end or long lasting. If you can do both by all means go for it, people love the food experience at celebrations. Is the event’s focus on the meal or a sustenance break for an all day educational seminar? Alltop has a comprehensive index page regarding all things food.

Keep track of food pricing!! You may have the menu set up months in advance and California has a massive rain fall or drought, killing or damaging millions of dollars in crops. This will make the produce sky rocket in price along with inferior quality. If your acquiring food from an unaffected part of the country be warned the prices will go up anyway, because of demand. Stay attuned to any food related news. Foodborne illnesses are very tricky and time consuming to track down. Early news stories about foodborne illnesses are usually wrong, but perception is everything and this may seriously alter your events provisions. Have a contingency menu ready at hand if any unforeseen emergencies pop up. People will understand and wouldn’t want to consume anything feared to be tainted anyway. Check out all the latest food related news on FoodNavigator.com

Creativity will always set you apart from the rest, but use your intuitive decision making wisely. Exotic or unheard of cuisine may not be welcomed by some. Be true to the vision of the event, stay with the theme. Be prepared for any dietary requests. Try to get this information as soon as you can. Note, some folks will be very sensitive to vegetarian options, try to encompass a veggie choice in every event. Bone up on the ingredients in the food. Guests may have allergies and ask what’s in the meal. Some of the most common food allergens are peanuts, shellfish, milk (dairy), wheat, eggs and alcohol. Keep these in mind when choosing or explaining the offerings. Food is huge business and trends can be hard to evaluate. Just remember this; fresh is best, always has been and always will be.

What am I missing in this food portion of the series? How would you go about choosing a menu and caterer for your event? Write back, I would love to know.

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