How to plan food and beverage for your event

How to plan food and beverage for your event

Food and beverage planning at events are delicate and crucial tasks. Bad choices may affect the organizer’s performance. To help with this task, we have some important tips to make the right choices for the success of your event.

Estimate the number of attendees

Start with the estimated audience who will be in the event. This is key to have no mistake in the planned amount of food and drink. Social networks are crucial to help with these estimations: create events on Facebook, spark interest with Stories on Instagram and use your contacts network. They will give you an estimated number of people interested in your event.

An alternative to the calculation of participants is the sale of tickets online in advance. More than securing discounts, it serves to assist you in organizing the event, whether for food calculation, for security, number of bathrooms, as well as lighting and physical structure.

Get to know your audience

Another important tip is to know the audience that will be present at your event. Understand your needs and be connected to the food and beverage trends in the event industry. The average age of the attendees, region of the event and season of the year directly influence the choice of the menu. Young people will prefer quick snacks; while a more adult audience, will prefer a slightly healthier and more balanced diet.

Time and duration of the event are also fundamental to the calculation of food. Events that occur in the morning require food linked to breakfast (sandwiches, fruit, cakes, juices, coffee, etc.). Events that last a whole day require more attention, since people will spend the whole day in the same environment. Besides the usual coffee breaks, is important to offer fruits, biscuits and drinks (water and coffee) throughout the day.

Consider the type of the event

The type of event also impacts directly on this calculation. If people go around the stands and lectures, they tend to eat more; people will feel less hungry. Male and female audiences also have their differences. While some men prefer steaks and sandwiches, women tend to prefer lighter foods. Remember that everything depends on the general public of your event and the feeding trends of these groups.

Have a variety of options

Do not forget to have the most varied options in food, especially in large events. Vegetarian / vegan, healthy and fit foods are very well viewed by the general public and should be on the menu of your event. Also offer gluten-free and dairy-free options.

Another option for large events is food court. With the food court you do not have to worry directly about the food, however you must make the selection of suppliers with strict criteria and have options to please all the attendees. Remember to have enough tables and chairs for busy schedules as well as making bins available and keeping the place clean. Guide suppliers so they have enough supplies to serve the audience with quality.

Remember to add the value of the food and beverage to the ticket pricing if you do not offer a food court. It is better to have a higher ticket price and to offer a good food, than to miss in this important item.

Use an app to communicate the event menu

Another suggestion we have to you to increase the level of satisfaction of participants is to pre-announce the event menu. People like to know in advance about what will be served, so that they can be planned in case of food restrictions. You can use our Eventelis event management app to let your attendees aware of everything happening on your event. Notify them about food, coffee break times and any information updates from your event.


Leave a Reply

Your email address will not be published. Required fields are marked *