FOOD & BEVERAGE
Making Cost-Effective Choices
* Evaluate the cost and time savings for a small group to eat in a private section of the meeting area, as opposed to having a catered meal in the ballroom.
* Write out the due dates for guarantees. Typically, guarantees are due 48 to 72 business hours prior to the event.
* Specify the "overset" in the contract. An overset is the number of people beyond the guaranteed number for which the facility will set tables and places. This amount varies from 0 to 5% or more; the industry average is 3%.
* You will usually be billed for the guaranteed number or the number served, whichever is greater.
* Find out what service charges and/or gratuities will be added to the price of the meal and taxed, to avoid any surprises.
* Don't compromise on quality. However, if your budget is restrictive, consider reducing the number of food functions you are planning for your meeting or event.
* Consider flowers, decorations and entertainment. Your facility manager can provide ideas for floral arrangements, table and room decor and quality entertainment.
planning the meals
* At events offering food and beverage service, allow enough time for guests to eat leisurely, network or socialize with colleagues or friends and family, and enjoy all presentations or ceremonies, if there are any involved.
* Generally allow 30 to 40 minutes for breakfast, 45 to 60 minutes for lunch, and 20 minutes per course for dinner. For refreshment breaks, allow a minimum of 15 minutes for up to 100 people, 30 minutes for up to 1,000 people and 30 to 45 minutes for groups larger than 1,000.
* Plan on two cups of coffee or tea per person for a morning break and one cup of coffee/tea or one soda per person during an afternoon break.
* Consider a luncheon buffet for small group working sessions. Buffets offer variety and faster service.
* Consider requesting one server for each table, for more formal meals and/or VIP tables.
* Most facilities allow one server for every two tables, for standard, three- or four-course meals. Check with the facility to determine if there will be additional labor charges for the extra servers.
* Always plan to serve a variety of foods during cocktail receptions. The food should be healthy, appetizing and visually appealing.
* Provide one bartender for every 75-100 people.
* Offer nonalcoholic beverages in addition to beer, wine and premium liquor.
* Consider donating leftover food to homeless shelters or distribution organizations for the needy.
WHERE DO I START?
* Negotiation Techniques [PDF] 
THE ABC's OF EVENT PLANNING:
Created as a Step–By–Step to Special Event Planning over fifteen years the ABC's of Event Planning is a wealth of information for planning a Legendary event. Everything you’ll need – including event planning timelines, other event planning guides and banquet planning services – all at your disposal.
* Booking
* Preparing for Unexpected Situations
* Post-Meeting/Follow-Up
Whether you are planning a cocktail reception, a corporate function or an elegant sit-down dinner, the Legends Banquet & Special Event Center makes the planning easy. We excel in accommodating the unique needs of each and every client, from a small business meeting to a banquet serving up to 500+ people. Request For Proposal Form or click this link to request more information on our variety of services.
