How can you negotiate a better deal with a caterer for your conference?

1 Know your needs

Before you contact any caterer, you need to have a clear idea of what you need for your conference. How many people will attend? What are their dietary preferences and restrictions? How long will the conference last? What kind of food and beverages do you want to offer? Having these details ready will help you compare different options and avoid paying for unnecessary extras.

2 Do your research

Don't settle for the first caterer you find. Do some research and compare at least three different caterers in your area. Look at their menus, prices, reviews, and references. Ask them about their experience, availability, and flexibility. Find out what they include and what they charge extra for. For example, do they provide staff, equipment, delivery, setup, cleanup, and taxes? Do they have a minimum order or a cancellation policy?

3 Negotiate smartly

Once you have narrowed down your choices, it's time to negotiate a better deal with your preferred caterer. Don't be afraid to ask for discounts, especially if you have a large or repeat order. You can also try to bundle services, such as getting a free dessert if you order a full meal. However, don't compromise on quality or safety. Make sure the caterer can meet your standards and expectations. Also, don't forget to get everything in writing. A contract should specify the terms and conditions of the agreement, such as the date, time, location, menu, quantity, price, payment, and liabilities.

4 Communicate effectively

After you have signed the contract, you need to maintain a good communication with your caterer. Confirm the details of your order a few days before the conference. Inform them of any changes or special requests as soon as possible. Provide them with the contact information of the person in charge of the event. On the day of the conference, check that everything is delivered and set up according to your instructions. If you encounter any issues, address them promptly and politely.

5 Review and reward

Finally, after the conference is over, you should review and reward your caterer. Give them honest feedback on their performance. If you were satisfied with their service, let them know and thank them. You can also write a positive review online or refer them to other clients. If you were unhappy with their service, let them know and ask for a resolution. You can also withhold or reduce the tip or demand a refund. Either way, be respectful and professional.

By following these tips, you can negotiate a better deal with a caterer for your conference and ensure a smooth and successful event.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?