29th September 2007

No matter what the ‘Core’ purpose of the event, conference or exhibition many organizers and attendee believe that the ‘Right Food’ can change an ‘OK’ event into a ‘Superb’ one. This belief makes selecting your event food an important process. But, at the same time, it should not complete devastate your budget.

Here are some steps you can take to ensure your serve great food at your event:

Cuisines: Selecting the Right One
Knowing your Attendees:
Is this an international event? Are your attendees coming from all across the globe?

Understand the type and objective of your event:
What is the purpose of the event? Is it a Conference for like-minded individuals? Is your event a luxurious one where you award your attendants with a sumptuous sit-down dinner or a buffet where it is more informal that the attendants can mingle and interact with each other? Are you planning a cocktail reception that is less demanding compared to a full meal with different courses?

Determine which type of cuisine will be most appropriate:
Will they appreciate a traditional meal? Are their any religious restrictions that you need to consider before setting your menu?

Important: Always include a vegetarian menu. Not all of your guests eat meat.

Caterers: Quality and Price
Finding the right caterer:
Does the caterer offer the type of cuisine you want to offer? What kind of reputation he/she has? What are his/her specialties? Is the caterer within your price range? Where is the caterer located?

Knowing this information is vital because this will give you a peace of mind. A food disaster on the day of the event is not easily fixable and is definitely disastrous on your budget.

Important: Always ask for and check references.

Negotiation:
Start on a clear, frank and realistic note about the budget that you have. Your caterer will be more effective and able to propose better options that fit your budget rather putting together a fabulous menu that is not realistic to your budget.

Do not take the first proposal as final. There is always room for negotiation in the offering. Aim for a win-win situation, you do not want to dilute the quality while at the same the caterer still needs to be able to make his profit margin.

Important: A flexible date and time will give you the maximum negotiating power.