Checking Your Cover

Check your organisation’s own insurance policy and establish the situation regarding the venue’s insurance policy. The items left uncovered by either of these are what you now need to look at. There are several specialist insurance companies who can provide flexible packages, so discuss your situation and obtain quotes from them. You may be surprised at how reasonable the premium can be.

Controlling The Catering Costs

Every venue you visit will be able to supply you with an assortment of menus that can be provided in a range of budgets. You may be offered a day delegate rate which includes lunch and refreshments or you may be offered a room hire rate with catering costs separate. This is often the case with civic and more unusual buildings, where the facility is leased to a catering company and all payments relating to catering costs are made directly to them.

If offered a day delegate rate check exactly what it includes. How many servings of tea and coffee does it include? It may only be two, in which case you may need to order another serving for registration. Is the lunch price for a finger buffet, fork buffet or a more formal seated meal? How many courses?

Considering Drinks

Are soft drinks included in the price? If not, what are the costs? Very often the soft drinks such as mineral water and orange juice are charged per bottle or carton used, so you only pay for what you use. If this is the case it is important to give the caterers a limit so that they notify you when it has been reached. The amount can add up very quickly and work out very costly if you do not control it.

These days delegates tend not to expect wine with their meal as was traditionally the case. Hotels may have their own bar as well as having a temporary bar facility in the conference area. Many organisers opt to let delegates purchase their own drinks at the hotel bar rather than having the temporary one opened. Sober delegates make for much happier delegates and the after-lunch slump is made many times worse if delegates have been drinking alcohol.

If wine is to be served it will be charged at premium rates and it can be false economy to provide your own. The corkage charge made by the venue for every bottle opened may result in you paying even more.

Reducing Catering Costs

Some organisers have the luxury of working with a large budget and minimum restriction on catering and other costs. More common, though, is the organiser with a limited budget who is still required to provide the best of everything.

If you are working to a restricted budget and are finding it difficult to make ends meet there are a few compromises that can be made.

• Question whether you need to serve biscuits with each serving of tea and coffee. If not, this could be a worthwhile saving and is especially practical if a sweet is being included in the lunch.
• A buffet lunch will always be more cost effective than a seated lunch. Select the items carefully, e.g. a wholesome lasagne and jacket potato will be both filling and cost effective.
• Check whether you are to be charged room hire for the use of the lunch room. Often if you are having catering there will be no room hire charge, however this is not always the case and it is an area that may be open to negotiation.
• Issue delegates with vouchers to exchange for tea/coffee and lunch. Agree to pay the caterers according to the number of vouchers collected. This ensures you only pay for what is consumed and can represent a significant saving.
• Consider if packed (boxed) lunches might be acceptable