Let's Talk About F&B Minimums: Why Playing the Long Game Matters

You know that feeling when you're staring at your calendar, seeing an empty Saturday night six months out, and a potential client is sitting across from you ready to book – but their budget isn't quite what you'd hoped for? I've been there more times than I can count, and I've learned some hard lessons about these moments.

The other day, I was chatting with a fellow venue manager who was agonizing over whether to hold out for a "better" booking or close the deal with an enthusiastic client whose budget was slightly below their typical minimum. It brought me back to my early days in the industry when I made the mistake of playing the waiting game – and sometimes ended up with an empty room and a learning experience I'll never forget.

Here's the thing about food and beverage minimums that took me years to really understand: they're not just numbers on a contract. They're the beginning of a relationship, and how we handle them can make or break not just one event, but years of potential business.

Remember that old saying about a bird in hand being worth two in the bush? Well, in our industry, it's more like a bird in hand being worth an entire flock of maybes. I can't tell you how many times I've seen venues hold out for that perfect client who never materializes, while turning away good business that was ready to sign on the dotted line.

But let's get real for a minute about why this matters so much. A few years ago, I had a client – let's call her Sarah – who came to us with a modest budget for her company's quarterly meeting. My initial instinct was to stick to our standard minimum, which would have been a stretch for her. But something told me to work with her. We adjusted our minimum, got creative with the menu, and you know what happened? Sarah's quarterly meeting turned into her company's go-to venue for everything from client dinners to their annual holiday party. That "modest" client ended up bringing us more business than some of our highest-paying one-off events.

This brings me to something I feel incredibly passionate about: never, ever let a client feel like they're your second choice. I've seen the look on people's faces when they sense they're being kept on the hook while a venue fishes for better options. Trust me, that's not a look you want to see, and it's definitely not the kind of reputation you want to build.

I've learned that setting clients up for success means being honest about what they can actually achieve with their budget. If someone's working with $5,000, giving them a $10,000 minimum isn't doing anyone any favors. You're not just setting them up for stress and potential failure – you're setting yourself up for a strained relationship and the kind of word-of-mouth that no venue wants.

Here's what I've found works: When a client sits down with me, I try to understand their vision first, their budget second, and then we talk numbers. Sometimes, that means getting creative with timing, menu options, or service style. Other times, it means having an honest conversation about what's achievable. But it always means treating their event like it's the most important booking on our calendar – because to them, it is.

I'll tell you something that might sound counterintuitive: some of my most successful months have come from working with clients whose initial budgets were below our standard minimums. Why? Because when you help someone create a successful event within their means, they remember that. They come back. They tell their friends. They grow their events with you as their business grows.

The events industry is really about playing the long game. Sure, that higher minimum might look good on paper for one night, but the relationships we build by being flexible, understanding, and supportive? That's where the real value lies.

So the next time you're tempted to hold out for that perfect booking, remember this: every client walking through your door is an opportunity to build something lasting. Sometimes the best business decision isn't about getting the highest minimum for that one night – it's about creating a client relationship that fills your calendar for years to come.

What's been your experience with F&B minimums? I'd love to hear your thoughts and stories in the comments below.