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Table of contents for PYM Knowledge Series

  1. Introducing the PYM Knowledge Series
  2. How to save time and money with CVBs
  3. Team-building tips and ice breakers
  4. Where has the relationship gone? How meeting planners and suppliers can best work together
  5. Better planning through technology
  6. Contract tips and traps
  7. Food and beverage: The good, the bad and the ugly, Part I
  8. F&B: The good, the bad and the ugly, Part II
  9. Joan Eisenstodt’s Meetings Beyond Logistics: Principles, Practices & Play
  10. PYM Knowledge Series

The first area planners tend to trim money from is their food and beverage budget. But how do you save money without sacrificing the experience for your attendees, avoid getting hit by hidden banquet fees and best work with the director of food and beverage and catering manager to create exceptional events?

In this PYM Knowledge Series video, Plan Your Meeting’s Editorial Director Kristi Casey Sanders talks with Rx for Catering‘s culinary negotiation specialist Claire Gould and One Ocean Resort‘s Director of Food and Beverage Hans Ritten about these and other topics, including culinary logistics, menu planning, event timelines, banquet staffing, guarantees and budgeting challenges. Sponsored by Visit Jacksonville.

Visit the PYM Knowledge Series page for more instructional, educational videos about meeting planning best practices.

In this video:

0-2:00: Intro
2:00-5:00: Logistics!

  • Your event isn’t always the only one
  • Tables, chairs, linens
  • Staffing
  • Equipment and innovatory

5:00-5:30: Watch the menu
5:30-7:50: How to estimate F&B min.

  • Keep track of your history
  • Work with event captain
  • Min is usually in contract
  • What they include

7:50-9:50: Don’t underestimate to save money

  • Usually doesn’t include gratuity
  • Laws in destination

9:50-10:35: Are service charges negotiable?

  • Be specific

10:35-11:55: Sample timeline
11:55-15:30: What can planners do to make logistics easier?

  • Timeline, timeline, timeline!

15:30-18:00: What about special needs? How to get staff to meet expectations
18:00-20:00: Buffet Tips
20:00-22:30: Kosher 101
23:00-28:00: Bad menu example 1

  • Don’t be afraid to ask for custom menu
  • Piggy back
  • Lunch and dinner are not the same

29:45-30:51: Bad menu example 2
30:51-32:30: Good menu example
32:30-36:00: Great menus should include:

  • Presentation
  • Stick to the menu
  • Themes

36:00-38:00: Food Safety
38:00-43:45: Saving money with custom menus

  • meat options
  • hors’ doeuvres are not always cheaper

43:45-46:00: Food trends and predictions

  • Pickled foods
  • Budgets
  • Less coffee break foods
  • Healthier

46:00-47:20: Get what you pay for
47:20-End: Final words

  • Fun food
  • Non-traditional menus
  • Attendees should be comfortable
  • History helps the future
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