A Meeting Planner’s Guide to Catered Events

1. A Meeting Planner’s Guide to Catered Events Chapter Seven Low-Cost Events

2. Market Segments Shallow Market • Low-budget functions • Limited resources • Cost conscious • Government (per diem) • SMERF

3. SMERF • Social • Military • Educational • Religious • Fraternal

4. Market Segments Mid-level Market • Most Associations • Many Corporations • Mid-level events are usually planned well in advance.

5. Market Segments Deep Market • Fancy, upscale functions • Price takes a backseat to quality and service. • This segment will plan and purchase the extravagant events discussed in Chapter 8.

6. Budget Considerations • Budgets are tighter • It is estimated that the average meeting planner’s budget per person has dropped by about 25% in the past few years, and that the typical caterer’s total costs have escalated by about 25%. • But expectations are the same as they were in the latter part of the twentieth century. • All market segments still want the same level of freshness, quality, service, and creativity, consistent with what they are able and/or willing to pay.

7. Themes • Creative, low-budget themes to the rescue. • Themes can divert attendees’ attention from the modest menu offerings they can afford.

8. Ricky Eisen, a special events producer, said in an article in Event Solutions magazine: • “Where we used to use 12/16 jumbo shrimp, we now offer 26/30 'blackened shrimp' for New Orleans night or 'coconut breaded shrimp' for Tropical Nights.” • Smaller shrimp = lower food cost • (12/16 refers to the number of shrimp per pound. The smaller the number, the larger the shrimp).

9. Themes With Low Food Cost: Old Mexico • Taco bars, chili bar with toppings, interactive fajita bar, chips and guacamole. • Think of how many shrimp guests could eat in the time it takes them to construct and eat a taco.

10. Themes with low food cost: Ethnic cuisines • Ethnic cuisines have a low end and a high end. • When trying to save money, go for the low end. • Serve inexpensive cultural foods, such as beans, rice, pasta, tacos, and wraps. • Forget sweet and sour shrimp; serve lo mein and stir fry. • Serve spaghetti instead of veal scaloppini. • Pasta is an excellent, inexpensive alternative for a hot lunch. • Asian foods generally use less meat.  

11. Budget Cutting Options • Use American service. • Strategize with the caterer and/or chef. • Gang menus. • Use dualing menus. • Reduce the number of courses. • Secure a sponsor. • Reduce product quality. • Reduce portion sizes. • Use substitute products

12. More Budget Cutting Options • Use small-plate receptions. • Purchase prepackaged products on a consumption basis. • Avoid using mass-consumption bowls to display bulk products. • Use products in season. • Put your money into a spectacular dessert. • Use the same room setups for all functions. • Serve only finger foods. • Reduce floor space at receptions. • Spread out food stations. • Serve lighter foods.

13. More Budget Cutting Options • Avoid fancy napery and skirting. • Cheese trays are wasteful; don’t order too much. • Use only butler service for receptions. • Serve preset meals. • Serve only small portions of pricey items. • Dress up inexpensive foods. • Use trade-outs. • Do some of the work yourself. • Ask for discounts. • Carry in your own audiovisual equipment. • Schedule your event on Tuesday