12 Things to Consider Before Deciding on F&B for Your Reception

At FUSION Performance Marketing, we believe that food and beverage are nearly as important to an event as the purpose of the event itself.  And as the event planner, you will select each item for your group.  Overall, the choice of food and the manner in which it is presented can say a great deal about your professionalism and attention to detail.  Here are several factors to keep in mind for your reception to make cost-effective choices:  

1. Your audience – the more accustomed they are to hors d’oeuvres, the fewer they will consume. 
2. Purpose of your event – consumption at a welcome reception is usually lower because it is the first time people have seen each other in a while. 
3. Time of the event – receptions at 5 or 6p.m. are not assumed to take place of dinner, but 7 or 8p.m. is expected to be dinner.
4. Location of the event – receptions held off-site drop attendance.
5. Passed butter-style service –waiters wearing white gloves conveys an upscale atmosphere, in reality, it’s the least expensive way to serve them.  Guests eat much less when passed butter-style than when a guest can help themselves to a buffet.
6. Buffet setup – how accessible the food is affects guest consumption.
7. Plate size – bread and butter plates make it more difficult to pile on food.  Salad plates are the most commonly used for receptions
8. Variety of food – most people like to sample a little of everything, so large quantities of fewer kinds of hors d’oeuvres will help feed more guests and make it less likely to run out of food.
9.  Distractions – consumption is less when music, entertainment and dancing distract attendees.
10. Tables and chairs – tables and chairs encourage people to sit and eat, chairs for 25-30% of guests is enough for a comfortable reception.
11. What kind to order – start with a variety for all tastes – vegetarian, protein, carbs.
12. Liquor consumption – cocktail receptions rack up high liquor prices for meeting.  The average per person liquor consumption will increase if:

• The event is on the final night of the meeting
• The event is scheduled between 6p.m. and 7:30p.m.
• The event is outdoors in a warm climate
• The event is held during major sports event where large video screens are used
• Dry, salty snacks are the only type offered
• The group is predominantly male