A Meeting Planner's Guide to Catered Events

Food and beverage is the largest portion of a meeting budget, but most meeting and event planners have no formal background in purchasing and managing this expense. This guide helps event, meeting, and convention planners save money, negotiate contracts, deal with catering managers, and successfully manage the food and beverage aspect of their event. Covering everything from styles of service to on-premise and off-premise considerations to food and beverage contract negotiation, this book is a comprehensive and accessible reference for event planners and students.

Preface vii

Chapter 1 The World of Catering 1

TYPICAL CATERERS YOU WILL DEAL WITH 5

CATERING STAFF YOU WILL GET TO KNOW 6

HOW CATERERS PRICE FOOD AND BEVERAGE EVENTS 9

CATERERS’ OBJECTIVES 16

HOW CATERERS EVALUATE IF THEY ARE ACHIEVING THEIR OBJECTIVES 17

CREATIVITY 18

SCAMPER 20

WHICH CATERER IS RIGHT FOR YOU? 22

Chapter 2 Meal Functions 25

PURPOSE OF THE MEAL FUNCTION 26

MENU PLANNING 26

STYLE OF SERVICE 43

TYPES OF MEAL FUNCTIONS 49

Chapter 3 Beverage Functions 66

PURPOSE OF THE BEVERAGE FUNCTION 67

TYPES OF BEVERAGE FUNCTIONS 67

MENU PLANNING 70

ESTIMATING THE AMOUNT OF BEVERAGE ALCOHOL NEEDED 73

HOW MOST BEVERAGE FUNCTIONS ARE SOLD 75

BEVERAGE FUNCTION CHARGES 76

LABOR CHARGES 79

Chapter 4 On-Premise and Off-Premise Catering 83

ON-PREMISE CATERERS 84

OFF-PREMISE CATERERS 90

Chapter 5 Room Setups 103

APPEARANCE 104

LOCATION 106

UTILITIES 106

SPACE REQUIREMENTS 107

PLANNING THE FUNCTION ROOM SETUP 120

DINING ROOM LAYOUT 123

BAR LAYOUT 128

COFFEE STATION AND REFRESHMENT BREAK LAYOUT 130

BUFFET LAYOUT 131

TABLESCAPES: THE TABLETOP LAYOUT AND DECOR 139

WALL AND CEILING TREATMENTS 145

EMPLOYEE UNIFORMS 146

ROOM TEMPERATURE 146

ROOM SCENT 147

LECTERN OR PODIUM? 147

FLAG PLACEMENT 147

RESTROOM FACILITIES 148

PROPS AND OTHER DÉCOR 148

TENTS 149

Chapter 6 Staffing the Events 154

PAYROLL EXPENSE 156

FOOD PRODUCTION PLANNING 157

SERVICE PLANNING 160

DEPARTMENTS THAT SUPPORT THE CATERER 172

Chapter 7 Low-Cost Events 192

MARKET SEGMENTS 193

BUDGET CONSIDERATIONS 195

OTHER BUDGET OPTIONS 197

Chapter 8 Deep-Market Events 211

ELABORATE THEME PARTIES 212

ELABORATE THEMED REFRESHMENT BREAKS 222

ELABORATE OUTDOOR PARTIES 224

Chapter 9 Using Outside Suppliers 228

PROVIDING OTHER CLIENT SERVICES 229

AUDIOVISUAL 234

ENTERTAINMENT 239

LIGHTING 241

GROUND TRANSPORTATION 243

GOVERNMENT AGENCIES 244

COOPERATING WITH OTHER CATERERS 245

RENTAL COMPANIES 245

Chapter 10 Contracts and Negotiations 248

BANQUET EVENT ORDER 250

RÉSUMÉ 254

CONTRACT 255

NEGOTIATIONS 279

Appendix 285

Glossary 291

Index 305

Patti J. Shock is a Professor in the Tourism and Convention Administration Department of the William F. Harrah College of Hotel Administration at the University of Nevada, Las Vegas.

John M. Stefanelli is a Professor in the Food and Beverage Department of the William F. Harrah College of Hotel Administration at the University of Nevada, Las Vegas.

Create the best possible catered events with this unique resource

Food and beverage costs represent one of the biggest expenses in most event budgets, yet meeting planners often do not know enough about catering and foodservice to make informed choices in this area. A Meeting Planner's Guide to Catered Events is the first book to address food and beverage management techniques and tactics specifically for meeting and event professionals. Its main purpose is to help you create the best possible catered events by obtaining maximum value for your available budget.

A Meeting Planner's Guide to Catered Events provides information that applies to any type of event—from low-cost to extravagant. Information for specific event types is included as well. The coverage gives you a working understanding of:

• The basics of catering and typical catered events

• On-premise and off-premise catering

• How to set up a room for catering

• How caterers approach staffing

• Catering for low-cost vs. elaborate events, themed events, outdoor events, and more

• Using outside suppliers

• Contracts and negotiating procedures

Useful as both a comprehensive manual and a go-to guide, A Meeting Planner's Guide to Catered Events features helpful learning tools including "Professional Advice" text boxes throughout, end-of-chapter summaries and review questions, a glossary, and more. Whether you're an event planning student or a professional, this thorough and accessible resource will give you an edge to create that successful and memorable event, all while ensuring the best choices are made to meet your budget.