What does maintaining history have to do with cutting food & beverage costs? It has a lot to do with it, actually. Here is some historical data you might want to start tracking, if you don't already. You decide which ones are the most useful for your group—some pertain more to plated meals than buffets or receptions. Then, the next time you have a similar function, you'll have historical data to guide you through location selection, menu selection, ordering method selection, service style selection, and amount to guarantee.
Demographics of group
Day of week, date, and time of event
Location/room setup/staging of event
Size of ballroom—the more crowded the reception, the less food/drink consumed (the more crowded, the larger the number who won't stay and eat)
Theme/entertainment/décor/linens
Type of food served (some may not stay due to menu selection)
Number of guests invited
Number of RSVPs—whether YES or NO
Number who actually showed up
Number of onsite registrants (those who didn't RSVP)
Number of "no shows." I've noticed more "no shows" on the West Coast than the East Coast—perhaps weather is a factor in this
Number of guests guaranteed
Number of places set
Number of guests served—if the group is less than 400, it's easy to count empty chairs—identified by unused napkins
Type of beverage service
Number of drinks consumed per person (split up by type of beverage)
Reception prior to dinner and/or wine with dinner
Was there enough food at the function—or was the buffet empty long before the event ended?
Any complaints you may have heard or read in evaluations about the food
Final budget
Do you have any examples of how historical data related to the amount of money you saved on F&B? Send them to
[email protected] and we'll post them on www.MiMega site.com.