It’s the nature of meeting planning that if the budget is reduced, the first area to be scrutinized for cuts is food and beverage.

Bonnie Wallsh, CMP, CMM, a chief strategist with 30 years of experience as a consultant, trainer and educator specializing in the meetings and hospitality industry and Sean Curry, executive chef at the Renaissance Harborplace Hotel in Baltimore, have collaborated to develop a list of cost-savings tips.

“From hotel negotiations to food presentation, there are endless ways you can reduce your food and beverage costs without sacrificing quality,” says Wallsh.

Here’s a sampling of tips:

• Dutch treat networking dinners – attendees join together for dinner according to topics of interest

• Evaluate costs savings of small groups eating in the hotel restaurant rather than a catered function with minimum charges

• Negotiate complimentary reception or refreshments at registration

• Give attendees hotel vouchers instead of a closing luncheon – many attendees may not use them

• Order any individually packaged items such as soda, bottled waters, juices, individual yogurts, by consumption, not by person

• Shorten time of reception or provide inexpensive entertainment – guests will eat less if their attention is diverted – and avoid salted snacks which make people thirstier

• Have wait staff ask if refills are wanted before refilling wine glasses

• Consider a cash bar

• Use history to determine guarantees and order by consumption, not per person

• Investigate sponsorship of meal functions – serve dessert near sponsor’s booth if trade shows follows lunch

• Cut down on portions, reduce number of courses, serve continental breakfast instead of full American breakfast, use boxed lunches if appropriate and serve light lunches, such as salads, rather than heavy entrees

• Take advantage of “dead wine” – wine in inventory — and use opened bottles of liquor and wine for hospitality or VIP suite

• Piggy back off other groups’ events

• Use meal tickets

• Use butler service instead of buffet tables

“There are no limits to how creative you can get while cutting corners,” says Wallsh. “Just with centerpieces — you can use an innovative way to put the buffet lunch on a Lazy Susan as the centerpiece, you can use fresh fruit or vegetables which can be consumed or donated to the homeless or consider a ‘do your own party’ theme where attendees work in groups to make their own centerpieces.”

Bonnie Wallsh Associates, LLC works in tandem with clients to develop outstanding programs and meetings. The company can be reached by email at bwacmp@carolina.rr.com and by telephone at 704-491-0921.