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FOOD AND BEVERAGE TIPS

This is a very helpful section with pulling together numbers on amount of coffee needed, or amount of food and drinks to have on-hand.



Timeline for Ordering Food and Beverages

Contract Stage Provide hotel with F&B estimates/history; Give them the big picture for your event
Planning Stage Keep hotel updated with changes and estimated attendance
1-2 Months Prior Send food/beverage order to hotel (can specify quantities 1-2 weeks prior).
Hotel will then send you Event Orders to sign & return
48-72 Hours Prior Provide hotel with your final guarantee for food/beverage events


Timeline for Ordering Food and Beverages

Contract Stage Provide hotel with F&B estimates/history; Give them the big picture for your event
Planning Stage Keep hotel updated with changes and estimated attendance
1-2 Months Prior Send food/beverage order to hotel (can specify quantities 1-2 weeks prior).
Hotel will then send you Event Orders to sign & return
48-72 Hours Prior Provide hotel with your final guarantee for food/beverage events


Hotel Terms

Sales Manager Hotel contracts
Convention Sales Manager (CSM) Contact person throughout planning process and on-site
Banquet Manager Contact person that is assigned to oversee your event & hotel staff
Banquet Staff Hotel staff actually working your event
Set up Staff/Facilities Hotel staff responsible for setting up tables, chairs, etc.
Event Orders (EO) Banquet Event Orders (BEO's) or Banquet Prospectus (BP)- event sheets hotel staff works from; includes your F&B orders, timing of events, etc.
F&B Food and beverage
Host Bar Drinks paid for by the "host" organization
Cash Bar Drinks paid for by the individuals
**Can have a bar that is a combination of cash and host
Charged on Consumption Only charged for items consumed (soda, indiv. wrapped snacks, etc.)

 
Beverages and Coffee Breaks
Morning Regular Coffee: Attendance x 60%
  Decaf Coffee: Attendance x 25%
  Tea: Attendance x 10%
  Soda: Attendance x 25%

 

Afternoon Regular Coffee: Attendance x 35%
  Decaf Coffee: Attendance x 20%
  Tea: Attendance x 15%
  Soda: Attendance x 70%

 

Coffee: 12-20 cups per gallon (check with hotel to see what size coffee cups they use….8oz, 10oz, etc)
128 oz in a gallon, so if coffee cups are 8 oz then you will get 16 cups per gallon.

 

EXAMPLE: 500 people × 75% = 375 people
  375 cups / 16 cups = 23.5 gallons
         
  23.5 gallons × $75/gal = $1762.50
  $1762.50 × 27% = $ 475.88

$2238.38 for morning coffee break


Tips:

Receptions

Tips for Food

Tips for Bars:


Guidelines

On average, guests will eat seven hors d'oeuvres during the first hour of a reception. Additional Guidelines:

Type of Reception
Type of Eaters
# Hors d’oeuvres per person
2 hours or less
(dinner following)
Light
3-4 pieces
Moderate
5-7 pieces
Heavy
8+ pieces
2 hours or less
(no dinner following)
Light
6-8 pieces
Moderate
10-12 pieces
Heavy
12+ pieces
2-3 hours
(no dinner)
Light
8-10 pieces
Moderate
10-12 pieces
Heavy
16+ pieces

 

Bars (Host and Cash) Guidelines
Number of Drinks per Bottle:

    1 ounce 1 ¼ ounce 1 ½ ounce
Liter 33.8 ounces 33 27 22
750 milliliters 25.4 ounces 25 20 16