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.
Let’s dive in.
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.
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.
Knowing your numbers upfront helps you make informed choices without blowing your budget.
Related: Understanding how F&B charges work for your corporate event.
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.
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?
With a little creativity, you can design menus that maximize value without sacrificing quality.
A well-thought-out menu keeps costs in check while still impressing attendees.
Related: 8 tips for customizing your food & beverage event menu.
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:
Less waste means lower costs and a more sustainable event.
Related: Accurately calculating your F&B guarantee for your corporate event.
Alcohol is where F&B budgets often spiral out of control.
Instead of an open bar free-for-all, consider these cost-saving options:
With a few tweaks, you can provide a great experience 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.
You want to find a way to cater to all attendees without unnecessary expenses.
Related: How to meet dietary needs at your next event.
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:
Always ask for a detailed breakdown of costs and negotiate where possible.
Related: Concessions to ask for in your hotel contract.
You have more room to negotiate than you think—especially if you’re booking a large event or multiple meetings at the same property.
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.
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.
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.