Having good food during an event is important since most of your guests would either complain or compliment the food that you served. Allocating a great amount of your budget for food is recommended. If this is your first event and you have no idea how to budget for catering, read below for tips and tricks.
Prepare in advance
What separates a great party from a good party is excellent planning. Of course, it does not mean that a party planned only a week in advance would not be successful but if you are not used to planning a party, you might end up overwhelmed. When you plan a party in advance, you would have the time to look around for a supplier who could turn your vision for your event into reality.
You might also be able to get a discount or score some freebies especially if you attend any open house or marketing event hosted by the supplier. When you plan in advance, you could even sample the caterer’s food or try their alcoholic mixes and beverages if you are planning to rent a corporate event alcohol cart. When you plan well in advance, you would not be forced to make a decision because you are running out of time. You have the time to think and make an informed decision.
Confirm the number of guests
If possible, know the exact number of guests before you even start talking to caterers so they could give you the correct quote. As a rule of thumb, give some wiggle room since late respondents are unavoidable and you would soon find yourself in trouble because there are guests who confirmed late and you weren’t able to include them in the head count. It is better to have extra food than hungry guests especially if and when your event took longer than usual. Your guests might still be lurking around the serving table looking for food even when the time to eat has already passed.
Anticipate other costs
Even if you have already planned everything in advance and you managed to prepare a spreadsheet for all the expenses and you have budgeted all the party costs to a tee. Still, you must anticipate other costs and set a budget for unexpected expenses. This way you would not be surprised and you would not have trouble looking for extra funds and you would not have to penny pinch on some aspects of your party.
Have a Plan B
No matter how much you plan, there are still things that could go unexpectedly and you better prepare for what might go wrong. You have set money for unexpected expenses; you should also set an emergency fund. For example, the bartender you hired might suddenly call in sick. They told you they would reimburse you for the payment but not on that day. When you have an emergency fund, you could hire another one the day of your event.
Planning an event costs money but it does not mean you have to spend thousands of dollars just to make it successful. You only need to plan and be on a constant lookout for ways on how you could save costs.