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Your Top 12 F&B Questions Answered

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Good food and beverage has become imperative to events, and being on the same page as your caterer in terms of food selection, cocktails, service style and sourcing is central to the overall success of your programs. But how do you get to that place? Discover 12 key F&B questions you should be asking your partners and discover what answers make most sense to you and your event during this highly interactive session.


Learner Outcomes
• Discover why communication with your caterer is central to the success of your events.
• Discover key questions to ask any caterer when you are planning a meal or food function.
• Understand the value of a well-planned meal to the overall satisfaction of your attendees.

Published in: Food
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Your Top 12 F&B Questions Answered

  1. 1. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Your Top Food&Beverage Questions ANSWERED 12
  2. 2. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Common
 Ground Universal Experience WHAT IS FOOD? James Beard
  3. 3. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath How can meeting planners ensure the food being served is real and what it is supposed to be? 1
  4. 4. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath FOOD FRAUD The collective term used to encompass the deliberate and intentional substitution, addition, tampering, or misrepresentation of food, food ingredients or food packaging; or false or misleading statements made about a product, for economic gain. • Substitution • Tampering • Counterfeiting • Dilution • Mislabeling • Contaminant • Overruns • Gray Market/Theft/ Diversion • Unapproved Enhancement
  5. 5. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath FOOD FRAUD • Ask caterers from whom they buy their food • Ask if the keep the labels on food products • Avoid “to good to be true” prices • Buy products from short, visible supply chains • Order minimally processed Ways to Protect 
 Your Event
  6. 6. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath How can meeting planners get chefs to be creative with vegetables and add more overall color on plates? 2
  7. 7. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath • Seasonality • 3 colors • Preparation level • Premium pricing &Adding Vegetables Color
  8. 8. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath How can planners work with chefs to create better vegetarian and vegan meals throughout an event? 3
  9. 9. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath x Vegetarian (lacto-ovo) Vegan Pescetarian Vegetarian (lacto) Vegetarian (ovo) Flexitarian Pegan Grains ✔ ✔ ✔ ✔ ✔ ✔ Nuts/Seeds ✔ ✔ ✔ ✔ ✔ ✔ ✔ Legumes ✔ ✔ ✔ ✔ ✔ ✔ ✔ Fruits ✔ ✔ ✔ ✔ ✔ ✔ ✔ Vegetables ✔ ✔ ✔ ✔ ✔ ✔ ✔ Soy ✔ ✔ ✔ ✔ ✔ ✔ Milk ✔ ✔ ✔ ✔ Egg ✔ ✔ ✔ ✔ Honey ✔ ✔ ✔ ✔ ✔ Beef/Pork ✔ Poultry ✔ Seafood ✔ ✔ VEGETARIAN lifestyles
  10. 10. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath VEGETARIAN & VEGAN menu ideas • Quinoa Porridge • Tofu Omelets • Toast w/ refried beans or hummus & avocado • Smoothies • Granola w/ coconut yogurt • Oatmeal 
 w/ berries • Coconut 
 Tapioca 
 Porridge breakfast • Chickpea Quiche • Burrito Bowl • Quinoa Salad • Spicy Lentil Wraps • Coucous w/ Chickpeas, Fennel & Citrus lunch • Hot Pots • Linguine with Capers & Green Olive Sauce • Swiss Chard with Chickpeas 
 and Couscous • Curried Coconut Quinoa and Greens with Roasted Cauliflower dinner www.thekitchn.com www.realsimple.com
  11. 11. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath How can hotels and groups work better together to decrease waste & increase reuse of food? 4
  12. 12. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath food waste • 33% Globally • 40% United States • $21.6 Billion
  13. 13. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath food waste • 33% Globally • 40% United States • $21.6 Billion 15 tons of food waste was sourced from Expo Milano exposition’s pavilions and ultimately was turned into more than 10,000 meals Italian Chef Massimo Bottura
  14. 14. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath food waste • 33% Globally • 40% United States • $21.6 Billion 15 tons of food waste was sourced from Expo Milano exposition’s pavilions and ultimately was turned into more than 10,000 meals Italian Chef Massimo Bottura Rio Olympics: feeding the athletes 
 over 16 days is expected to produce 12 tons of food waste. RefettoRio can feed 108 in each setting and hopes to serve up 19,000 dinners during the games.
  15. 15. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath DONATERECYCLE |REUSE | REPURPOSE • Canadian Food Donation Act, 1994 • Forgotten Harvest Canada • Bill Emerson Good Samaritan Act • US Food Donation Act of 2008 • USDA Food Waste Challenge • Rock & Wrap It Up • Find A Composter
  16. 16. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Where does the F&B service charge go and 
 why does it exist? Is it taxable? 5
  17. 17. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath F&B CHARGES • Service charge — taxable in many states • Income line in the P&L statements • Produces a percentage of profit after payroll to the employees • Food, beverage, alcohol and service charges all taxed individually at different tax percentages +$$+
  18. 18. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath How can planners successfully manage requests for special dietary meals? What are planners obligated to provide? 6
  19. 19. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Check the food functions you plan to attend REGISTRATION © April 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath
  20. 20. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Check the food functions you plan to attend Pursuant to the ADA, do you have any disabilities? REGISTRATION © April 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath ADA Disabilities Mobile Vision Auditory Medically-necessaryDietary Need Other
  21. 21. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Check the food functions you plan to attend Pursuant to the ADA, do you have any disabilities? REGISTRATION © April 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Medically-necessary Dietary Need Food Allergy Diabetes Celiac Disease / Non-celiacgluten-sensitivity Other
  22. 22. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Check the food functions you plan to attend Pursuant to the ADA, do you have any disabilities? Eggs Wheat Milk Soy Crustaceans Fish Tree Nuts Peanuts Mollusks Gluten Mustard Sesame Lupin Celery Sulfites Tomatoes Buckwheat Peaches Pork Barley Bee Pollens Royal Jelly Other _______________ REGISTRATION © April 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath
  23. 23. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Check the food functions you plan to attend Pursuant to the ADA, do you have any disabilities? REGISTRATION Is there treatment or accommodation you want us to be aware of to ensure your health and safety at the event? Please complete this emergency action plan for yourself © April 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath
  24. 24. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Check the food functions you plan to attend Pursuant to the ADA, do you have any disabilities? Indicate Your Dietary Preferences REGISTRATION Vegetarian Vegan Halal Kosher Gluten-free Other________ None © April 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath
  25. 25. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Check the food functions you plan to attend Pursuant to the ADA, do you have any disabilities? Indicate Your Dietary Preferences REGISTRATION I require a CERTIFIED Koshermeal. I require a CERTIFIED Halalmeal? I require a meal without pork,shellfish and meat and dairytogether. Only finned fish. A vegetarian meal is acceptable. A vegan meal is acceptable. © April 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath
  26. 26. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Check the food functions you plan to attend Pursuant to the ADA, do you have any disabilities? Indicate Your Dietary Preferences Disclaimers REGISTRATION Dietary restrictions must be indicated here to receive a special meal for the food functions. Special requests cannot be provided at meal functions without a ticket. We strive to work with our food service vendors to provide safe and delicious meals for those with dietary restrictions. Despite taking every precaution, we cannot guarantee that menu items are free of trace amounts of allergens or other ingredients. © April 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath
  27. 27. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Dietary Need “Locations” • RFPs • Contracts • Registration • Reports • BEOs • Meal Tickets • Menus • Apps • Labels • Surveys ©December 2015 | Thrive! Meetings & Events | @tstuckrath Methods of Communication
  28. 28. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Dietary Need “Locations” • RFPs • Contracts • Registration • Reports • BEOs • Meal Tickets • Menus • Apps • Labels • Surveys CONTRACT CLAUSES Hotel agrees to use reasonable efforts to work with its food and beverage vendors and staff to procure, prepare and serve a large selection of food products for Group’s event participants, vendors, volunteers and staff who have certain food allergies, follow special diets or prefer special ingredients. In the event of negligence by Hotel or any of Hotel's representatives, Hotel shall be responsible for all expenses reasonably incurred by the attendee in the defense of such liability or claim of liability. ©December 2015 | Thrive! Meetings & Events | @tstuckrath Methods of Communication
  29. 29. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Dietary Need “Locations” • RFPs • Contracts • Registration • Reports • BEOs • Meal Tickets • Menus • Apps • Labels • Surveys ©December 2015 | Thrive! Meetings & Events | @tstuckrath Methods of Communication CONTRACT CLAUSES Group and Hotel acknowledge that the Hotel is not an allergen-free environment, alas, Hotel agrees to initiate due diligence both in the back and front of the house to ensure the safe production and service of acceptable meals. Hotel currently maintains: ____ Health inspection score ____ Culinary staff with a ServSafe Food Protection Manager Certification ____ Certified Food Handlers. ____ Staff members who have taken and passed the ServSafe Food Allergen training program
  30. 30. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Dietary Need “Locations” • RFPs • Contracts • Registration • Reports • BEOs • Meal Tickets • Menus • Apps • Labels • Surveys ©December 2015 | Thrive! Meetings & Events | @tstuckrath Methods of Communication
  31. 31. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Dietary Need “Locations” • RFPs • Contracts • Registration • Reports • BEOs • Meal Tickets • Menus • Apps • Labels • Surveys ©December 2015 | Thrive! Meetings & Events | @tstuckrath Methods of Communication
  32. 32. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Dietary Need “Locations” • RFPs • Contracts • Registration • Reports • BEOs • Meal Tickets • Menus • Apps • Labels • Surveys ©December 2015 | Thrive! Meetings & Events | @tstuckrath Methods of Communication
  33. 33. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Dietary Need “Locations” • RFPs • Contracts • Registration • Reports • BEOs • Meal Tickets • Menus • Apps • Labels • Surveys ©December 2015 | Thrive! Meetings & Events | @tstuckrath Methods of Communication
  34. 34. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Dietary Need “Locations” • RFPs • Contracts • Registration • Reports • BEOs • Meal Tickets • Menus • Apps • Labels • Surveys ©December 2015 | Thrive! Meetings & Events | @tstuckrath Methods of Communication
  35. 35. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Dietary Need “Locations” • RFPs • Contracts • Registration • Reports • BEOs • Meal Tickets • Menus • Apps • Labels • Surveys ©December 2015 | Thrive! Meetings & Events | @tstuckrath Methods of Communication
  36. 36. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Who owns the responsibility for managing attendee’s dietary needs? 7
  37. 37. Meeting 
 Planner Line
 Cooks Executive Chef Sous Chefs Banquet Chef Catering Services Manager Banquet 
 Captain Banquet Server Sales Manager Attendee ©December 2015 | Thrive! Meetings & Events | @tstuckrath EVERYONE! in the Event Food Chain
  38. 38. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath How do we reduce our carbon footprint with smaller portions of meat, more vegetables/grains while meeting attendee (chef) expections? 8
  39. 39. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath FLOSS •Fresh •Local •Organic •Seasonal •Sustainable
  40. 40. © June 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Beef 106.28 gal/oz Agriculture Production 92% Globally 80% California 8% Canada Meat Production 30% UnitedStates Chicken 16.61 gal/oz Lamb 84.68 gal/oz Pork 41.25 gal/oz Lentils 71.28 gal/oz Chickpeas 76.07 gal/oz Goat 41.35 gal/oz Soy Burger 21.84 gal/oz Egg 11.73 gal/oz Peas 44.53 gal/oz Sources:WaterFootprintNetworkviaLATimesandHuffington Post Water
  41. 41. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Vegetarianism MEATLESS MONDAY Grains Legumes Soy Fruits Vegetables Milk Egg Honey Beef/Game Seafood Poultry Pork ✗ ✗ ✗ ✗ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓
  42. 42. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath What are ways that meeting planners can save on F&B? 9
  43. 43. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath WAYS TO SAVE • Know your F&B history • Ask about dietary needs • Notice attendee eating patterns • Know arrival/departure schedules • Clearly communicate with chefs • Determine service levels
  44. 44. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath 10How does the same gallon of coffee cost $30 in one city and $145 in another?
  45. 45. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath COFFEECOSTS • Market & Demand • Tight supplies • Labor • Brands • Competition • Surroundings
  46. 46. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath What are meeting planners NOT asking for (and should receive) as part of food and beverage pricing?  11
  47. 47. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath SERVICE levels © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath • Room Refreshes • Lemons • Facility Standards • Waste Control • Menu Cards
  48. 48. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath Caring about food servers' lives, how can meeting planners protect their jobs and avoid robots? 12
  49. 49. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath • Planner interaction • Set expectations • Recognize & praise • Communicate intel • Smile, appreciate Staffing
  50. 50. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath “A meal is the whole experience of getting together and sharing with friends. It is more than food.” Jinny Fleischman
  51. 51. © August 2015 | Proprietary and Confidential | Thrive! Meetings & Events | @tstuckrath (404) 242-0530 tracy@thrivemeetings.com www.thrivemeetings.com @tstuckrath thrivemeetingsevents Tracy Stuckrath CSEP CMM CFPM CHC

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