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How can you determine the cost of catering for a corporate event?

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Catering is one of the most important and expensive aspects of planning a corporate event. Whether you are hosting a conference, a workshop, a product launch, or a celebration, you want to provide your guests with quality food and beverages that suit their preferences and dietary needs. But how can you determine the cost of catering for a corporate event without breaking the bank? Here are some tips to help you plan and budget for your catering needs.

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Kate Radcliffe-Reid??????

I plan sustainable events and weddings + help entrepreneurs grow their businesses

1 Know your audience

The first step to determine the cost of catering for a corporate event is to know your audience. How many people are you expecting to attend? What are their dietary restrictions and preferences? Do they have any special requests or allergies? Knowing your audience will help you narrow down your catering options and avoid wasting food or money on items that won't be consumed. You can use surveys, RSVPs, or feedback forms to gather this information before the event.

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Kate Radcliffe-Reid??????

I plan sustainable events and weddings + help entrepreneurs grow their businesses
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Great to use RSVP's to find out regarding Allergies in advance. These days I would expect every event to have a table for Gluten Free and Dairy Free attendees.

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Cassandra Christopher

Executive Assistant
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RSVP websites are so, so useful. I like to use RSVPify. You can account for allergies and dietary restrictions, obviously know your headcount, and be able to communicate with just the people who accepted the invite. The more you know, the better!

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Gustavo Herrero. Rutas Turísticas ?

CEO. Formación, gestión y proyectos turísticos.
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Los eventos que organizamos en Rutas Turísticas 4x4 siempre van de la mano organizadores, clientes y empresa de restauración. De esta forma presentamos las distintas opciones posibles a fin de determinar la mejor opción posible desde las tres vertientes. Así no tenemos sorpresas inesperadas de última hora. ?Exito garantizado!

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2 Choose your service style

The second step to determine the cost of catering for a corporate event is to choose your service style. How do you want to present and serve the food and beverages? Do you want a buffet, a plated meal, a cocktail reception, or a combination of these? The service style will affect the cost of catering in several ways, such as the amount of food, the staff requirements, the equipment and utensils, and the waste management. You should consider the type, duration, and purpose of your event, as well as the venue and the space available, when choosing your service style.

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Cassandra Christopher

Executive Assistant
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For larger groups and more casual settings, I think buffet style is the way to go. Have the food set out nicely and in a place that controls the flow of traffic, but let everyone choose what they're going to have for themselves. Buffet style is also easier on people with allergies and dietary restrictions, as you can have multiple options for many people. For more formal events, renting a room at a local restaurant or bar for a cocktail hour is a great option. Your budget will need to be higher, but the flip side is that you don't have to set up or clean up afterwards.

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3 Compare your options

The third step to determine the cost of catering for a corporate event is to compare your options. Once you have a clear idea of your audience and your service style, you can start looking for potential caterers that can meet your needs and expectations. You should request quotes from at least three different caterers and compare them based on their menu, quality, reputation, availability, and flexibility. You should also ask about any hidden fees, such as delivery, setup, cleanup, taxes, and gratuities, that may affect the final cost of catering.

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Vanessa E. Bass, CMP, MMP, HMCC

Smart Meetings Innovator Award Recipient | 3x LinkedIn Top Voice | Speaker & Thought Leader | Data-Driven Storyteller | Event Strategist | Delivering Transformative & Impactful Solutions
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Leverage technology like catering cost calculators or event planning software for monitoring budget. Engage in early planning and booking, as last-minute arrangements often come at a premium - if possible. Explore in-house catering options if your venue provides it, potentially reducing costs. Consider the format of the event; for instance, stand-up receptions often require less food than sit-down dinners. Experiment with seasonal or locally-sourced menu items, which can be more cost-effective and add a unique touch. Include a detailed breakdown of costs in your contracts to avoid hidden fees. Post-event, gather feedback on catering to assess cost-effectiveness and attendee satisfaction, providing valuable insights for future planning.

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4 Negotiate your contract

The fourth step to determine the cost of catering for a corporate event is to negotiate your contract. After you have selected your preferred caterer, you should review the contract carefully and make sure that it covers all the details and terms of the service. You should also try to negotiate the best possible price and value for your catering needs. You can ask for discounts, freebies, upgrades, or substitutions that can help you save money or enhance your catering experience. You should also be prepared to make a deposit and pay the balance according to the contract.

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5 Monitor your expenses

The fifth step to determine the cost of catering for a corporate event is to monitor your expenses. Even after you have signed the contract, you should keep track of your catering expenses and make sure that they stay within your budget. You should also communicate with your caterer regularly and inform them of any changes or updates that may affect the cost of catering. For example, if the number of guests changes, the menu needs to be adjusted, or the event schedule is modified, you should notify your caterer as soon as possible and confirm the new cost of catering.

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6 Evaluate your results

The sixth step to determine the cost of catering for a corporate event is to evaluate your results. After the event is over, you should review the catering invoice and make sure that it matches the contract and the services provided. You should also collect feedback from your guests and your team about the quality, quantity, and satisfaction of the catering. You should use this feedback to assess the performance of your caterer and the value of your catering investment. You should also thank your caterer for their service and establish a long-term relationship for future events.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Kate Radcliffe-Reid??????

I plan sustainable events and weddings + help entrepreneurs grow their businesses
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It's a balance, a fine line of trusting your catering team to deliver the best outcome to for attendees and event type while also providing some direction without micromanaging. I prefer to let the experts do what they do, with some guidance only if need be.

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How can you determine the cost of catering for a corporate event?

1

2

3

4

5

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1 Know your audience

2 Choose your service style

3 Compare your options

4 Negotiate your contract

5 Monitor your expenses

6 Evaluate your results

7 Here’s what else to consider

Event Planning

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How can you determine the cost of catering for a corporate event?

1

2

3

4

5

6

7

1 Know your audience

2 Choose your service style

3 Compare your options

4 Negotiate your contract

5 Monitor your expenses

6 Evaluate your results

7 Here’s what else to consider

Event Planning

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