7 tips for hosting value-driven events P By Keri Laman
lanning an event is a business transaction. Even if it’s as emotionally charged as a wedding reception, clients owe it to themselves to work with a budget. Budgeting for your event will provide your catering team a road map that begins with understanding what might be (or isn’t) possible. Engaging a catering professional can save you money and keep you within those guidelines. Hosting value-driven events allowed me to grow Tidewater Catering Group these past 20 years. It starts with being honest with clients, sharing my feedback and drilling down to what is really needed to bring their vision to life. So, as you prepare for your next event, consider these tips.
Decide what the important elements (must-haves) of your event are On some occasions, if your event is very small in scale, service staff may not be required to stay at your event. I oftentimes recommend a “set up/return to breakdown” scenario. When appropriate, this uses the budget for mostly food and lessens the labor costs. Food and labor costs are drivers, and there are many ways to masterfully navigate those costs while still enjoying a fantastic event.
Be open to options that might save you money It is OK to ask “what can I do to trim back costs” without sacrificing the overall experience. A catering professional will have many recommendations and, once armed with those, you can decide which you are most comfortable with. When collaborating with my clients, I ensure they understand the financial impact of their decisions and offer alternatives when appropriate. For example, requesting passed hors-d’oeuvres or a plated meal to a large group of guests requires more service staff and culinary staff than doing stationary appetizers and a buffet. It’s an efficiency curve, and that labor fee would certainly be in your proposal.
Don’t try to fit a round peg into a square hole If the venue you’re selecting has a lot of restrictions that encumber the catering team and has limited resources (water and electricity on-site and nearby), inadequate workspace, and unreasonable unloading and loading access, be prepared to pay more for their services. Set-up and breakdown logistics can add to labor costs as well. If the service team is unable to efficiently unload and access the ultimate event site, considerations should be made to simplify. Similarly, choose a caterer local to your venue site. 6
MEETINGS & CONVENTION PLANNER 2022
