Getting Creative with F&B Costs

By Ronnie Wendt

Imagine an event with food centered on Wisconsin cheese curds in a variety of flavors. The cheese curds are paired with local wines, one red and one white, and a charcuterie of fresh fruits, chocolates, crackers, olives and nuts.

Soft music fills the air, while guests mingle and savor the flavors of Wisconsin amidst striking floral arrangements on tall cocktail tables.

Cheri Denise Lang, owner of Cheri Denise Events, feels this may be an option as an appetizer or grazing table. It’s a food and beverage (F&B) option that will delight attendees. That also may be more cost effective, she says.

“The cost of everything has gone up – from paper clips and scissors to food and beverages,” Lang says. “Get creative and think of ways to create memorable experiences that offers excitement and engagement.

Planners must think outside the box, especially with F&B where expenses have soared, adds a spokesperson for The Bartolotta Restaurants. “The entire food and beverage industry has seen and acknowledged increased costs over the past few years, including labor costs, food costs, and all aspects of the supply chain,” the spokesperson says.

The challenge for planners is to satisfy attendees while staying within budget. That task, Lang says, is easier said than done. “Planners must tap into their creativity and think of other ways to host an event, if their budget cannot digest the increased food and beverage costs,” she says.

To ensure your lower F&B budget doesn’t mean boredom, consider these six strategies shared by local experts:

1. Understand the Why

Before diving into mitigation strategies, planners must grasp the underlying dynamics contributing to escalating F&B expenses, Lang stresses.

The pandemic dramatically impacted F&B pricing, she says. Supply chain issues, high demand and labor shortages made everything more expensive. Shine a spotlight on the importance of managing F&B while delivering memorable experiences, she adds. No matter the food item, it must be tantalizing to the palate. Creative presentation, service and flavor are all key components of F&B.

“I don’t see costs changing,” Lang says. “I don’t see food costs being cut 25 to 50%. They will stabilize, but food will still cost more because everything else has increased in cost.”

Lang explains that, behind the scenes, expenses associated with shipping and trucking, insurance, fuel and labor have seen a significant spike. She points out that “all of these things play a role in driving up food costs.”

2. Maximize Value

Planners can adopt several strategies to derive maximum value from their F&B offerings, reports Bartolotta’s spokesperson. “Our restaurants view value as creating great ambiance, F&B offerings and service — aspects that should never be compromised,” she says.

Bartolotta’s spokesperson advises choosing sit-down events over buffets. Sit-down meals allow for precise ordering, minimize waste, and ensure guests receive tailored experiences without compromising on quality or satisfaction.

Collaborating with local purveyors and growers also can trim costs, Bartolotta’s spokesperson adds. Planners can leverage Wisconsin’s rich culinary landscape, incorporating regional specialties into F&B offerings. From artisanal cheeses to farm-fresh produce, showcasing local flavors adds authenticity and uniqueness to events while supporting the community, the spokesperson concludes.

3. Trim Costs Without Sacrificing Quality

While cost-cutting measures are inevitable, they need not detract from attendee satisfaction, according to Cheri.

Crafting budget-friendly yet irresistible menus requires strategic planning and close collaboration with F&B providers. The culinary teams at The Bartolotta Restaurants, for example, curate diverse menus tailored to different budgets and preferences.

Cutting the beverage budget may also rein in costs, but Cheri says it doesn’t have to be boring. She recommends offering a signature cocktail, white and red wine, and beer instead of a full beverage menu. “By having a signature cocktail and pairing it with some special appetizers, you’re providing an experience around the food, but limiting your expense,” she says.

4. Make it Memorable

Pay attention to details and creating immersive experiences that resonate with attendees, while keeping costs under control, advises Cheri.

Personalized greetings, unique entertainment and impactful post-event follo w-ups foster a sense of appreciation and leave a lasting impression, while taking the emphasis off the food, she says. “Incorporate art or a performance to ensure the event isn’t solely centered around food,” she recommends.

Lang also advises being creative with the menu to dish up a unique experience without busting the budget. “Set up a burger station with all the amenities that go with burgers,” she says. “Maybe do a chicken burger, a beef burger and a bean burger with fries, and include a bottle of Coca Cola.”

5. Timing is Everything

“When an event is scheduled after 5 p.m., people come hungry and expect to be fed,” she says. “If you decide you only want to serve appetizers or desserts, then make sure the timing aligns with those things. You do not want people showing up famished, and then serve them an appetizer.”

Cheri has hosted events that included appetizers from 3 to 4 p.m., a short program, and branded dessert boxes as a closing treat. “I’m trying to redesign events where people can have a little food to eat vs. a full meal,” she says. “Chicken may be less expensive, but how many ways can you do chicken?”

Another way to shrink expenses is to trim the guest list, Lang adds. “Instead of having 150 guests, maybe you only invite 75 people,” she says. “Then offer a couple of other types of corporate events over the year that do not involve food.”

6. Past Learnings Unlock Insights

“Research what has been done in the past, what has worked, what has not worked, and look at final breakdowns to understand levels of consumption,” Bartolotta’s spokesperson adds.

Planners who grasp event metrics can unlock valuable insights that can help them stick to a budget and have open and honest conversations with clients to manage expectations, Bartolotta’s spokesperson concludes.

Soaring F&B expenses demands planners to perform a delicate dance between fiscal responsibility and memorable experiences. Planners can set the stage for success by effectively managing costs through strategic planning, collaborating with community partners, and creating authentic experiences.