When planning a corporate event, food and beverage (F&B) costs can quickly add up.
But here's the good news: you might have more flexibility than you think.
Several factors influence these costs, and understanding them can help you make smarter budgeting decisions and save your event money.
These nine key factors have the biggest impact on your corporate event’s food and beverage budget:
These stats show how important managing F&B costs are to your event:
Let’s dive into what factors influence your budget.
Where you choose to hold your event plays a role in determining your F&B costs.
For example, in Las Vegas, coffee could run you $150 or more per gallon, which is a lot more compared to places like Nebraska, where it could be half that.
Some places cost more because of higher rent, taxes, or demand.
If you’re planning your event in a high-value market like Vegas, be ready to pay a bit more for that premium experience.
On the other hand, smaller markets might offer more affordable options, especially for lower-ticket items like coffee or water.
Related: Explore the best conference locations in the U.S.
When it comes to event food, where it comes from matters.
Are you importing it? That’s extra transportation costs.
Choosing local? Sometimes that’s even pricier.
Let’s break it down.
If your event is on an island or in a remote area, get ready to pay a premium to bring in products.
Those fresh berries or specialty cheeses? They didn’t teleport there.
Even in a landlocked city like Las Vegas, that seafood buffet has to come from somewhere, and shipping it in isn’t cheap.
You’d think choosing local would always be the budget-friendly move, right? Not necessarily.
Locally sourced, organic, or farm-to-table menus often come at a higher price because they require more careful sourcing and may have limited availability.
Timing is everything.
If you’re hosting a winter event and have your heart set on an asparagus salad, expect to pay way more for it than you would in the spring.
On the flip side, holiday menus with items like prime rib or specialty cocktails can spike in price due to demand.
Always ask the chef what’s in season when planning your event menu.
Food costs vary by state, sometimes dramatically.
Understanding these differences can help you budget smarter and avoid sticker shock when the final bill arrives.
Related: 8 tips for customizing your food & beverage event menu.
The longer your event, the more food and drink you'll need.
If your event runs for five days instead of two, the costs are naturally going to climb.
You’ll need more meals, more snacks, and more coffee breaks to keep everyone going.
Be mindful of how long your event is, because it impacts everything from breakfast to dinner.
Take a look at what’s trending right now.
Is it simply soup and salad or a massive lunch buffet?
Trends can impact the food choices you make, and depending on what's hot, it could save or cost you a pretty penny.
If the in-demand option is a hearty, hot buffet with everything from roasted chicken to prime rib, it’s going to cost you more.
Keeping an eye on what’s in style will help you make more cost-effective decisions.
Related: 8 corporate event trends and conference themes for 2025.
The more people you’re feeding, the more your F&B budget grows.
If you're not on top of your registration numbers and get hit with a last-minute rush of attendees, you're probably going to pay for it.
Many venues charge a rush fee to accommodate extra people, which can add up.
Keeping your guest list locked down early on is one way to avoid that surprise cost.
Related: Understanding how F&B charges work for your corporate event.
How you serve your food directly impacts your budget.
A plated meal? That’s the VIP treatment, but it’s also the most expensive since it requires more staff, precise portioning, and careful timing.
Buffets and food stations offer variety and flexibility while keeping costs a bit lower.
If you’re looking to save, self-serve options or boxed lunches are your best bet—fewer staff, minimal setup, and no surprise labor fees.
The fancier the service, the higher the cost.
Related: 8 tips for customizing your food & beverage event menu.
Some venues are sticklers about using their in-house catering services, and while that can sometimes save you cash, it’s not always the best option.
For non-traditional venues—like museums, outdoor spaces, or quirky warehouses—using outside catering might be your only option, and it can push your costs up.
Always check if there’s a venue restriction on who can cater your event because that’ll have a huge impact on your overall budget.
Related: Accurately calculating your F&B guarantee for your corporate event.
Drinks can sneakily drain your F&B budget if you’re not careful.
Want premium liquor and a fully hosted bar? Get ready for a hefty bill.
A cash bar or drink tickets can help control costs—at least you’ll know exactly what’s being consumed instead of getting hit with an open-tab surprise.
Then there’s water. Bottled water racks up costs (and waste) fast.
The smarter move? Water cooler stations.
Tell your attendees to bring a reusable bottle or hand them out as event swag.
You save money, and the planet thanks you.
Specialty diets are especially pricey.
Unless the venue has a kosher kitchen on-site, those specialty meals are probably going to come with a hefty price tag.
Vegan, kosher, halal, or allergy-friendly options often need to be outsourced, and that’ll run you more than the standard fare.
It’s worth discussing these needs with your venue early on so you can plan accordingly and avoid sticker shock down the road.
Related: How to meet dietary needs at your next event.
Now that you’re aware of what goes into your F&B budget, here’s how to make it all work for you:
The earlier you book, the better the pricing.
Secure those contracts early, especially for popular venues or caterers, so you can lock in competitive rates.
All-inclusive packages can help avoid any surprise costs popping up on-site.
Bundle your food, drinks, and service for a clearer budget.
If you’ve hosted events before, use that data to predict costs more accurately.
What worked last time? What didn't?
Use that insight to improve your forecasting and fine-tune your budget.
Related: 8 steps to managing F&B costs of your meetings and corporate events.
Understanding these factors can help you make more educated decisions and keep your event on track without breaking the bank.
By planning strategically, negotiating well, and keeping an eye on the trends, you can save money while still delivering an unforgettable experience.
Related: How to negotiate your event F&B terms in your venue contract.
We hope this guide gives you a clearer picture of what impacts your F&B budget.
If you’re looking for expert help, GoGather is here to make the process smoother—from choosing the right venue to budgeting smartly and crafting the perfect menu. Let’s chat about how we can make your next event a success!