By Christy Y. Jenkins, Associate Director

Few things spark more anxiety among event planners than food and beverage. Running out of meals, overspending on alcohol or missing dietary needs can leave attendees frustrated and budgets strained. Fortunately, with careful planning, these challenges are among the most preventable.

Catering Shortages or Mix-ups

The fear of running out of food is real, especially with plated meals. One way to minimize this risk is to ask attendees to indicate on their registration form whether they plan to attend the meal, even if it’s already included in their ticket price. The only thing worse than having not enough food is having food left over (and paid for) that someone didn’t really need.

On-site, I use a simple system: attendees who RSVP’d for a plated meal receive a brightly colored raffle ticket on the back of their badge. When they check in at the registration desk, staff confirms their intent to attend the meal and will take back the ticket if they plan to skip. This way we can accommodate folks who forgot to RSVP, while ensuring accurate counts and minimizing waste.

Buffets are another great option when attendance numbers are uncertain. They allow for more flexibility and reduce the stress of matching exact headcounts.

Managing Food and Beverage Costs

Food and beverage can quickly become one of the largest budget items and one of the easiest places for costs to spiral. We review Banquet Event Orders (BEOs) with extreme care, paying close attention to whether alcohol is billed per person or on consumption. That one detail alone can dramatically shift the bottom line.

Another critical step is the on-site pre-conference (Pre-Con) meeting. Sitting down with the catering staff to walk through the BEOs, line by line, catches potential issues and ensures everyone is aligned before the first meal is served.

Planning for Special Diets

Dietary needs are another source of last-minute stress. I always order a few extra vegetarian or alternative meals, above and beyond what is requested. It’s a simple step that makes attendees feel cared for and keeps service smooth. And as a rule of thumb: staff always eat last to ensure every attendee is accommodated first.

Feeding Success

Food and beverage can make or break the attendee experience. While shortages, costs, and mix-ups are common worries, they can be managed with careful preparation and clear communication. At the end of the day, meals are more than just food. They are moments of connection, conversation and community. By making them seamless, we help create events that feel both personal and professional.

Planning Your Next Event?

Throughout this series, we’ve explored the kinds of challenges that can arise during event planning. From speaker cancellations to tech issues and catering concerns, one thing is clear: preparation, flexibility, and experience are key to keeping everything on track.

At Easter Associates, we’ve seen just about everything that can go wrong, and we know how to prevent problems before they start or step in quickly when they do. If you’re ready to work with a team that brings calm, expertise and creative solutions to every detail, reach out to our team today. We’ll help make your next event seamless from start to finish.