Meeting Space

When you plan meetings for your corporate clients, is there a general rule or advice you can offer regarding menu selections, food choices and quality? I am having difficulty trying to strike a good balance for my meeting participants.

Thanks for the great question! Food is definitely an important element in hosting a successful event. And, it really does feed the soul.

As we plan our meetings and events, it is so critical to understand the demographics of our invited guests. Too many times, I have attended an event and was appalled by the food selections. One occasion in particular stands out in my mind.

I was invited to attend a luncheon event for a nonprofit organization that helps to assist women who are victims of domestic violence. The invitation was designed in an interesting way, showcasing fabulous golf courses and beautifully manicured grounds. I thought it odd that the invitation seemed to be geared toward a male demographic, given that the majority of the attendees would be women, but didn’t spend much time pondering it.

I decided to go with my best friend and an award recipient, Gladys Ambers. On the day of the event, we arrived and were greeted by staff who handed us golf shorts, shirts and shoes. As instructed, we changed clothes and proceeded to the ballroom. Once we arrived to the ballroom, we were instructed to go to the outside pavilion. There, the host welcomed us and thanked us for our dedication to the association. We were allowed to spend the rest of the day using the golf facilities and course. To our surprise, the food selections were grilled burgers, bottled root beer and cigars.

This may not seem so shocking to you, but keep in mind that the participants were almost all women and that the invitation had given us the impression that we would be attending a fabulous dinner gala.

Needless to say, it was an unhappy experience. The impression that the organizers gave was that they did not care enough about their honorees to look into their tastes and needs. It was a good lesson for all planners: We must be careful and sensitive to the needs of our clients.

Matching Food Selections to Demographics

First off, it’s important to provide a variety of items for your participants.

As you prepare the menu, you should consider providing a minimum of two food functions for a six-hour or less meeting and three food functions for a full day (eight hours).

In particular, when participants are arriving for an early-morning start, it’s our responsibility to care for a breakfast function ranging from a light continental to a full hot and cold breakfast buffet.

Additionally, if you provide a balanced, healthful breakfast, attendees will be able to participate at a greater level.

Indeed, providing the appropriate amount of food functions can sustain energy levels and participation almost as much as the content you are providing!

New Food and Beverage Trends

According to MotivAction.com, a strategic sales and marketing program provider, consumers are less likely to implement diets like the South Beach Diet, since they are difficult to maintain. Although we shouldn’t necessarily design our menus around the diet fad du jour, we can take away a few key points from the most current understanding of health and nutrition.

It is clear, for instance, that protein is a good source of energy. Accordingly, more planners are incorporating high-protein snacks to help boost energy and mental stamina. It’s important to offer quality foods that can help offset the effects of traditional high-salt or high-fat items such as candy bars, chips or cookies. You should consider offering healthier options such as whole fruit, nutritional bars, oatmeal bars, raisins and bottled natural spring water.

Additionally, some hotel properties are offering guests the option to customize appetizer and dessert choices during the actual event by providing a shortlist of prepared items.

In conclusion, here are few nuggets I want to share:

• Match the demographics of your guests with appropriate food selections.

• Visit with the local chef and request a customizable menu. Don’t accept “no” for an answer.

• Ask attendees about food selections at the point of registration.

• Seek feedback through formal surveys to ensure the food and beverage selections were well received.

• Be aware of the season and know what foods are more available during different times of the year.

• Consider serving smaller portions during lunch and dinner to allow for a larger selection of sides.

• Consider serving foods with “good” carbohydrates.

• Request that all foods be prepared without trans-fat.

Thanks for reading. Until next month, love what you do and do what you love!