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Last updated on 2024年8月2日

You're faced with conflicting feedback on catering choices. How do you satisfy all stakeholders' preferences?

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When planning a conference, you're bound to encounter a smorgasbord of opinions about the catering. It's a pivotal aspect that can please palates or provoke displeasure. Ensuring everyone's tastes are catered to—quite literally—can seem like a daunting task. But fear not! With a sprinkle of creativity and a dash of diplomacy, you can satisfy the diverse cravings of your stakeholders. From dietary restrictions to flavor preferences, balancing these elements is key to a successful event where the food is remembered for all the right reasons.

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1 Gather Data

First, collect detailed feedback from your stakeholders about their catering preferences and dietary requirements. This step is crucial for understanding the scope of the conflicting opinions you're dealing with. Create a survey or a feedback form that asks specific questions about food preferences, allergies, and dietary restrictions. This will help you gain a comprehensive view of what your attendees expect and require. It's important to remember that you won't be able to please everyone completely, but with this information, you can aim to satisfy the majority while providing options for those with specific needs.

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Mary Shillue-Goldberg

Farm fresh catering for Boston offices & special events
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When I gather information from stakeholders on what they value in catering, I ask if they have any guests with allergies, cultural / religious requirements, or other dietary concerns. Any catering partner should be able to identify the top 9 common allergens on their menus (milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, soybeans, and sesame), and provide menu choices that are safe for these guests. They should also be able to respond to less common allergen concerns. I also ask about the importance of sustainability to their organization. Sustainability in catering involves choice of ingredients as well as how they are sourced, steps the caterer takes to reduce food waste, as well as greener packaging.

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2 Prioritize Needs

Once you have all the feedback, prioritize the needs and preferences. Identify common themes and dietary restrictions that are non-negotiable, such as vegetarian, vegan, gluten-free, or kosher options. These are essential to accommodate because they often relate to health or ethical considerations. Preferences based on taste, while important, can be ranked lower in priority. Your goal is to ensure that everyone has something they can enjoy, with a focus on meeting the essential dietary requirements first.

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Maria Vareshina

Expert in event coordination, project management and marketing.
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When prioritizing needs, try to have a clear understanding of what parameters are the most important for each particular event: cost of catering, it`s delivery timeframe, menu flexibility, deadlines for submitting the final headcount/final meals selection, or their responsiveness. One of my clients is notorious for adding last-minute attendees to their events. Therefore, when selecting a caterer for this client, I always pay attention to caterers` deadlines.

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3 Flexible Menus

Designing a flexible menu is key. Work closely with your caterer to create a variety of dishes that can appeal to different tastes and dietary needs. Offer a balance of vegetarian, meat, and fish options, and include dishes that can be easily modified to be gluten-free or dairy-free if needed. A build-your-own station, such as a salad bar or taco stand, allows guests to customize their meal to their liking, which can be an effective way to address diverse preferences.

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4 Communicate Clearly

Effective communication with your attendees about the catering options is vital. Clearly label all dishes with ingredients and potential allergens. Additionally, provide detailed menus ahead of the event, so attendees know what to expect and can plan accordingly. If possible, allow them to select their preferred meals in advance. This not only helps in managing expectations but also aids the caterer in preparing the right quantities of each dish.

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Maria Vareshina

Expert in event coordination, project management and marketing.
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We usually include the "dietary restrictions" question in the event registration form. This way, we know from the offset, how many guests with special dietary needs we will have, and what these needs are.

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5 Feedback Loop

Implement a feedback loop during and after the event to continue improving your catering choices for future conferences. Set up comment cards on tables or send out post-event surveys asking for opinions on the food provided. This ongoing collection of data will help you refine your approach and better understand the preferences of your attendees over time, which is invaluable for planning subsequent events.

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6 Adapt and Evolve

Lastly, be prepared to adapt and evolve your catering strategy over time. Dietary trends and preferences change, and what works for one conference may not suit another. Stay informed about new catering trends and be open to trying different approaches. Your flexibility and willingness to evolve can set you apart as an event organizer who truly cares about attendee satisfaction.

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You're faced with conflicting feedback on catering choices. How do you satisfy all stakeholders' preferences?

1

2

3

4

5

6

1 Gather Data

2 Prioritize Needs

3 Flexible Menus

4 Communicate Clearly

5 Feedback Loop

6 Adapt and Evolve

Conference Organization

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You're faced with conflicting feedback on catering choices. How do you satisfy all stakeholders' preferences?

1

2

3

4

5

6

1 Gather Data

2 Prioritize Needs

3 Flexible Menus

4 Communicate Clearly

5 Feedback Loop

6 Adapt and Evolve

Conference Organization

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