You will be surprised at the number of decisions you need to take when booking conference venue catering. By finding out how it all works you can avoid some of the costly mistakes that can be made.
Day-Rate Bundles Versus Separate Items
Venues often operate on a ‘delegate day rate’ basis that includes refreshments throughout the day. This typically includes arrival refreshments, mid-morning and afternoon break refreshments, and a working lunch. Many venues also offer ‘a la carte’ packages that enable clients to pick and choose from a variety of options. These can work very well for smaller events and for events that do not follow a traditional timeline. However, they can be more expensive than a ‘day rate’.
Collecting Dietary Requirements
When there are guests with specific dietary requirements, you are responsible for ensuring that their needs are met. Under the food labelling requirements for provided food (allergen labelling), venues will provide information on the ingredients used in the food and drink served. It is therefore essential that you collect any relevant information from your guests prior to the event and pass this on to the venue in writing.
Timing Your Refreshment Breaks
For refreshment breaks held during the day, it is typical to hold a mid-morning break around 10:30 and an afternoon break around 15:00. It is then best to schedule these into your agenda and ensure that your speakers and facilitators are aware of the timing as well as the reason for the break, as the kitchen will be working to a schedule and any delays will affect the quality of the food served.
Buffet Versus Seated Lunch
A buffet is generally best for larger groups of people as it enables them to break up for refreshments more quickly. A seated lunch is best for conferences where networking is a key part of the purpose of the event as it provides a reason for delegates to sit down and talk. Most Gloucester hotel conference venues will be able to offer both a buffet and a seated lunch and will be able to advise on the best option for your numbers.
Confirming Final Numbers
The final delegate numbers are required by the venue 3-5 working days prior to the event date. It is essential to remember to confirm the final numbers to avoid overpaying for additional delegates.
A useful reference for Gloucester Hotel Conference Rooms is https://tewkesburypark.co.uk/hotel-conference-rooms/gloucester/.
Getting the catering for your event right is generally a case of good communication with the venue and asking the right questions early on.
