Ready
Set
Tips for Planning a Reception on a Budget
Maximum Wow for Minimal Dough
by Emily O'Connell
Meetings Manager
Association of periOperative Registered Nurses
Planning meetings for an association quickly taught me how to maximize what I can offer guests with the limited amount of money I've been given to spend. The most important thing to keep in mind when maintaining your budget is to correctly calculate the actual final costs of food and beverage. Incorrectly figuring these amounts can be detrimental to your final budget numbers, because service charges and taxes increase final costs by at least 25 - 30%. In order to determine the actual cost of your function, I suggest tracking your food and beverage estimates in an Excel format using the below formula.
| Item | Price | Quantity | Price x Quantity Equals | Service Charge (20%) | Price x Quantity + Service Charge Equals | Tax (6%) | Final Cost (Price x Quantity + Service Charge x Tax) |
|---|---|---|---|---|---|---|---|
| A1 | B1 | C1 | D1 = B1*C1 | E1 = D1*.20 | F1 = D1+E1 | G1 = F1*.06 | H1 = F1 + G1 |
| Appetizer | $4.00/piece | 150 | $600 | $120 | $720 | $43.20 | $763.20 |
| White Wine | $8.50/glass | 75 | $637.50 | $127.50 | $765 | $45.90 | $810.90 |
| Red Wine | $8.00/glass | 75 | $600 | $120 | $720 | $43.20 | $763.20 |
| Liquor | $7.00/drink | 50 | $350 | $70 | $420 | $25.20 | $445.20 |
| Champagne | $9.00/glass | 25 | $225 | $45 | $270 | $16.20 | $286.20 |
| TOTAL | $3,068.70 |
Maximizing Your Budget Tips:
- Hire butlers to serve appetizers on trays. You will be charged a per hour fee for each butler, but given the decrease in consumption (people eat less when food is passed vs. set on a table), you will still spend less overall.
- If you choose to have buffet tables, ask for the tables to be set against a wall, allowing only 180 degree access to the food. A round table in the center of the room will also decrease consumption because lines can't form around the table.
- Use small plates for buffet receptions. Larger, dinner-sized plates encourage guests to take more food.
- Limit the amount of food options. The more choices given, the more people will eat. It's human nature to want to try everything, especially when it's free.
- Order bite-sized appetizers — is there anything worse than balancing small talk, a drink and an unruly piece of food?
- Only provide seating for about 25 – 50% of your guests. If you provide too many places to sit, people will eat more and network less.
- To ensure that you don't exceed your budget for beverages communicate to the banquet captain that they must check with you before replenishing beverages. For example, if you only have enough in the budget to serve 30 bottles of wine indicate that to the banquet captain and tell them that they must ask you before opening a 31st bottle of wine. Then it's your decision if going above the budget is necessary.
With the right planning and collaboration with your event manager, staying within a tight budget can be easy. Cheers!
