The decision as to what type of beverages to provide, in what quantities,
and with what level of service should be decided at the start of the
event planning process and factored
into the budget. For almost all day-time events, especially if work
related, alcohol should be avoided because it may induce sleepiness,
lack of focus and, of course, drunkenness. Alcoholic
beverages are appropriate for evening events,
especially those with a social component (providing that guests are
not Muslims, Mormons, or underage—in some areas of North America
the legal drinking age is 18, but in most it is 21).
Beverage service will have a high glass and china turnover, especially
at a non-seated event that encourages mingling. The event
coordinator should talk to the venue or caterer’s food and
beverage manager to determine that there is an adequate supply of glasses,
coffee cups, and
associated utensils on hand—make these numbers part of the contract.
The level of staffing should be appropriate to the event. Even a small
meeting featuring a coffee/tea/water table should have a staff member
assigned to regularly refresh the thermoses, top up the cream, milk,
and sugar supplies and remove any dirty cups and garbage. At a cocktail
party, especially one where most guests arrive at once, there should
be plenty of beverage stations and, for the first 30-45 minutes, waiters
circulating with pre-poured drinks on trays will create the always desirable
impression of smoothness and efficiency. Bussing staff and “set-down”
areas are often overlooked in the planning. When a guest’s glass
is empty, there should be a spot close at hand that they can set it
down, and sufficient bussing staff to ensure that these set-down areas
do not become unsightly.
| Ottawa Conventions.com
Event Planning 101
Chapter 3: Food & Beverage
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