15 F&B Hacks Planners Can Use to Cut Costs

F&B is one area where planners can make budget-saving alterations that are virtually invisible to attendees. And as more people strive for healthier lifestyles, many of the old norms (such as serving steak at dinner, or stocking a full-service bar) are fading away, opening up more opportunities to trim costs

Here are 15 planner suggestions for shrinking your F&B budget:

1. Skip the sit-down breakfast.

Attendees gravitate toward grab-and-go options since they tend to arrive at breakfast late. They’re also often healthier than a plate heaping with eggs, fried potatoes, and breakfast meat.

2. Think small.

Use smaller plates to limit what people take. Most people will take less and won’t continue repeatedly going to the buffet. Or try individualized ready-to-eat servings in cups or bites.

3. Re-evaluate the full bar.

Instead of a full bar, serve a signature drink and mocktail, or two. This limited selection will save you money, and offering only wine and beer is also becoming common.

4. Limit appetizers during cocktail hour.

Choose just two or three different appetizers. Attendees won’t be able to finish their dinners if they bulk up on hors d’oeuvres, and you will have overspent on the first part of the evening.

5. Use food as decor.

Instead of pricey florals, use a platter of small specialty desserts or a basket of artisan breads as your centerpiece.

6. Rethink pricey multiples.

Select add-ins instead (for instance, shrimp and grits vs. shrimp cocktail).

7. Go meatless.

For one meal, go vegetarian or vegan, as plant-based options are typically less expensive. Many Thai, Indian, and Mexican dishes are vegetarian and rice- or noodle-based, and can help trim costs.

8. Gang special meals.

Select meals that satisfy as many of your attendees’ dietary needs as possible.The chef can help recommend a menu. This will reduce the number of special meals to be served.

9. Use fruits and vegetables that are in season.

Work with your chef to build the menu around what is in season (such as a tomato buffet, with a variety of tomato-based specialties) to keep costs down. 

10. Change up your proteins.

Choose a secondary meat, like a sirloin or flat-iron steak, instead of a tenderloin or filet. Pork shoulder or tenderloin is another option. Add a tasty sauce, like a fig demi-glace, for a hearty entrée.

11. Limit soda consumption.

Coffee is a must-have for most attendees, but you can replace soda with fruit-infused water, which be ordered by the gallon for less money. Have soda available on demand for those who can’t live without it.

12. Include DIY options.

Have guests build their own plates, make their own smoothies and create their own quinoa bowls. This minimizes the need for additional staff and controls portion sizes.

13. Track your history.

Look for year-over-year trends, such as what percentage of attendees skip breakfast, as well as food expenses after each event, to identify areas where you can save.

14. Negotiate with caterers.

Share spend data from previous events, and open the door to repeat business when you hold future events in that location.  

15. Rethink dessert.

Fewer attendees are seeking out dessert these days, so switch out bigger portions for creative sweets (a cake pop instead of a slice of cake). Also, skip dessert at lunch altogether, and use it for your afternoon break instead.