Food and beverage (F&B) is one of the most talked-about elements of any conference.
People love food—it brings them together, sparks conversations, and creates natural networking moments.
F&B is a key part of the attendee experience, yet it’s often one of the most overlooked budget factors.
In this article, we’ll walk through eight key steps to help you manage F&B costs for your meetings program or corporate event.
Quick summary: 8 steps to smarter F&B budgeting.
- Set a realistic budget.
- Work with F&B professionals.
- Plan smart menus.
- Manage guarantees and reduce waste.
- Keep beverage costs in check.
- Accommodate dietary needs without overspending.
- Watch out for hidden fees.
- Negotiate with your venue.
Let’s dive in.
Why F&B costs matter.
F&B is typically the second-largest expense after A/V, making strategic planning important to staying on budget.
Hidden fees, minimums, and surprise charges can add up quickly, so you have to be smart with your F&B management.
Here’s how to keep costs in check.
1. Set a realistic budget.
Before you start dreaming about gourmet buffets and pricey cocktail bars, establish a clear F&B budget for your event.
Hotel and venue pricing can be surprising if you’re not familiar with the fine print.
- Start by understanding the per-person cost for meals, snacks, and beverages.
- Factor in service charges, taxes, and gratuities (which can add 25% or more).
- Consider F&B minimums—many venues require you to spend a certain amount, or you’ll face penalties.
Knowing your numbers upfront helps you make informed choices without blowing your budget.
Related: Understanding how F&B charges work for your corporate event.
2. Work with F&B professionals.
If you’re not experienced with the intricacies of F&B, reading a venue menu can feel overwhelming.
The number of options, package deals, and customization possibilities can make your head spin.
- Lean on event planners, hotel catering managers, or consultants who know the ins and outs.
- Ask for a breakdown of pricing, including hidden costs like corkage fees, labor charges, and waste disposal fees.
- Get quotes in writing and compare multiple options before locking anything in.
The more knowledge you have up front, the fewer surprises you’ll face down the line.
Related: What factors affect your corporate event's food and beverage budget?
3. Plan smart menus.
With a little creativity, you can design menus that maximize value without sacrificing quality.
- Choose seasonal ingredients—they’re fresher and often cheaper.
- Opt for plated meals instead of buffets to control portion sizes and reduce waste.
- Skip extravagant add-ons like elaborate desserts and specialty coffee bars unless they’re a must-have.
- Consider dual-purpose items (e.g., breakfast pastries that can double as afternoon snacks).
A well-thought-out menu keeps costs in check while still impressing attendees.
Related: 8 tips for customizing your food & beverage event menu.
4. Manage guarantees and reduce waste.
F&B guarantees—the number of meals you commit to paying for—can have a significant impact on your budget.
Order too much, and you’re paying for wasted food.
Order too little, and you risk running out.
Here’s how to nail your F&B guarantee:
- Confirm attendance numbers as close to the deadline as possible.
- Work with the venue to set a reasonable cushion (e.g., committing to 90% of expected attendees and increasing if needed).
- Monitor actual consumption at your events to refine future estimates.
- Donate leftover food when possible—some venues partner with local food banks.
Less waste means lower costs and a more sustainable event.
Related: Accurately calculating your F&B guarantee for your corporate event.
5. Keep beverage costs in check.
Alcohol is where F&B budgets often spiral out of control.
Instead of an open bar free-for-all, consider these cost-saving options:
- Drink tickets: Give each attendee a set number of drinks before switching to a cash bar.
- Signature cocktails: Limit liquor options to a couple of pre-selected drinks instead of a full bar.
- Beer & wine only: Skip the hard liquor and keep things simple.
- Self-serve stations: Offer non-alcoholic beverages in dispensers rather than paying for staff to pour each drink.
With a few tweaks, you can provide a great experience without overspending.
6. Accommodate dietary needs without overspending.
Gluten-free, vegan, nut-free—the list of dietary requests grows every year.
While inclusivity is important, specialty meals can add up quickly.
- Ask attendees about dietary restrictions early so you can plan efficiently.
- Offer versatile dishes that accommodate multiple needs (e.g., dairy-free and vegan options that overlap).
- Work with your caterer to see if they can make minor adjustments to existing dishes instead of creating entirely separate meals.
- Avoid over-ordering specialty meals—confirm exactly how many are needed rather than guessing.
You want to find a way to cater to all attendees without unnecessary expenses.
Related: How to meet dietary needs at your next event.
7. Watch out for hidden fees.
If you don’t read the fine print, hidden fees can quickly add up and throw off your budget.
Some common ones to watch for:
- Service charges & gratuities (often 20–25%).
- Corkage fees (if you bring your own alcohol).
- Labor charges (for bartenders, servers, and setup/tear-down crews).
- Waste disposal fees (for leftover food and beverages).
- Late-night or overtime charges (if your event runs past a certain hour).
Always ask for a detailed breakdown of costs and negotiate where possible.
Related: Concessions to ask for in your hotel contract.
8. Negotiate with your venue.
You have more room to negotiate than you think—especially if you’re booking a large event or multiple meetings at the same property.
- Ask for F&B minimums to be lowered or spread across multiple events.
- Request complimentary coffee breaks or snacks as part of your package.
- Negotiate waivers for service fees or corkage fees.
- Look for package deals that bundle meals and AV to save costs.
A little back-and-forth can save thousands on your F&B bill.
Related: How to negotiate your event F&B terms in your venue contract.
Conclusion.
F&B costs don’t have to be a budget nightmare.
With smart planning, creative menu choices, and strategic negotiations, you can serve great food without overspending.
Attendees will remember how they felt at your event, including how well-fed they were.
Ready to plan your next corporate event?
Our team has +60 years of experience in F&B management, we know how to maximize your budget while keeping your attendees happy. Let’s chat about how GoGather can help you plan your best event yet.
