Association Conference Food and Beverage Checklist
One of the largest costs in hosting an association conference is the food and beverage. Food and beverage can also play a huge factor in an attendees experience and the overall success of your conference. Below is a checklist to assist you with planning the food and beverage for your next conference.
Records of Previous Functions
- Projected Versus Actual Attendance
- Number, Type of Functions
- Menus, Including Special Dietary or Religious Restrictions
- Number, Type of Drinks Served per Person at Meals
- Number, Type of Drinks Served per Person at Receptions
- Projected Versus Actual Budgets
- Guarantee, Deposit Figures
- Size and Setups of Rooms
- Gratuities Policy
- Room Service Patterns
- Hotel Outlet Usage
Schedule for Each Function
- Is function primarily business, social, hospitality?
- Are musicians, entertainers, emcee, ushers needed?
- Will timing conflict or overlap with other events at the facility?
- Is time allowed for movement of attendees?
- What is the expected attendance at each function?
- Who will handle which responsibilities?
Establish a Working Budget
- Room Rental Fees
- Food and Beverage Costs
- Services/Labor Costs
- Gratuities/Service Charges
- Extra Tips
- Entertainment Fees
- Union Requirements
- Maintenance
- Taxes
- Special Equipment
- Souvenirs, Awards, Gifts
- Decorations
Inquire About Local Laws and Regulations
- Union Regulations on Minimum Number of Waiters, Musicians, Bartenders
- Overtime
- Facility Setup Staff
- Liquor Laws
- Facility Policies on Outside Liquor Supplies
- Lounge, Room-Service Hours and Regulations
- Fire Codes
Inquire About Special Services
- Elevators/Escalators
- Checkrooms
- Transportation
- Traffic Control
- Garage, Valet Parking Service
- Telephone, Message Service
- Security
Contract for any Additional Services
- Audio/Visual
- Photographer, Videographer
- Entertainment
- Lighting
- Florists
- Security Guards
- Decorator-Designer
- Transportation
- Media Coverage
- Religious
- Host, Hostess
- Souvenir Supplier
Negotiating Cost
- Negotiate prices based on numbers of sleeping, meeting rooms,
exhibit space booked.
- When negotiating food costs more than six months out,
agree on a percentage to pay above present prices.
- Decide how you want to be charged: signed guarantee, number
of meal tickets collected, quantities consumed.
- Set Cut-Off Date
- Determine percentage above guarantees facility will supply,
and incremental price, if any, for latecomers.
- Negotiate Beverages Prices
- Determine minimum number of servers and bartenders for each
function, and charges for them.
- Clarify the Basis for Federal, State and Local Tax Charges
- Inquire About Any Other Surcharges: Ice, Corkage, Setups,
Minimum Labor Fees for Small Groups
- Plan Menus Accordingly
- Specify All Agreements in Contract
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