Here are some tips on how meeting planners can save money on food and beverage (F&B). Click here to add your own tips, or to edit any of these.

• Know your history. Chances are, not everyone who registers for a meeting is going to eat every meal. By looking at historical patterns of how many people actually attend food functions, and how much they consume at breaks and at cocktail parties, you won’t pay for meals and drinks that aren’t being consumed.
• Control what’s served. On breaks, food service workers will often refill empty coffee urns to the top, even if there’s only five minutes left in the break period. At some $90 a gallon, that’s a lot of coffee going to waste. Make sure they check with planning staff first before refilling, particularly in the last few minutes of the break. Instead of filling up a full 10 gallons, maybe you authorize another gallon or two instead. Same thing with wine. Tell food service personnel to open one bottle of red and white per table and fill glasses only on request because many people don’t even drink wine. If a table requests more wine, have the servers check with the planner before opening another bottle. There may be half empty bottles unused at other tables.
• Bulk breakfasts. For continental breakfasts, order in bulk, not per-person packages. The packages often include two bagels, three cups of coffee, two juices—in other words, more food than is necessary. By ordering in bulk, you can cut it in half, figuring people will eat one bagel, two cups of coffee, one juice, etc. And if it’s a full breakfast, offer buffet meals, not plated.
• Use house brands. Use house brand cocktails and wine instead of premium brands.
• Negotiate bartender fees. If you agree to a beverage minimum, negotiate to eliminate the bartender fees if you meet the minimum.
• Stand-up tables. For cocktail receptions, use stand up tables instead of sit down tables. People are more likely to network, which is good, but also, they are less likely to hang around and drink and eat all night—saving you money.



More Cost Saving Tips

• Lines are OK, to a point. At cocktail receptions, don’t be afraid of having medium-sized lines at the bar. Long lines are a no-no, but lines that are 5 or 6 deep encourages networking and discourages over-indulging on cocktails.
• Ask the chef. Meet with the chef or catering personnel before the meeting to see if you can use the same menu as a group that was meeting in the facility. Asking the chef to preparing more of the same food in advance can result in cost savings. Also, check with the chef for seasonal or regional specialties, which may be less expensive.
• Don’t pay more for drinks. Whether it’s a cash bar or hosted bar, don’t pay more for drinks than you pay in the hotel outlets (bars and restaurants).