While these are not as costly as alcoholic beverages and, hence, will
normally make less of an impression on guests, a wow factor can still
be introduced with some forethought and the willingness to spend a little
more. Fresh squeezed juices, upscale still and sparkling bottled water,
freshly roast and ground coffee, and high end teas will create an impression
of luxury and being “treated” for attendees. Even without
upscaling, generous amounts of fresh, hot coffee and tea will be appreciated
by event-goers and will prevent a loss of guests from mid-morning and
afternoon coffee runs outside the venue. Always provide bottled water
of some variety, and pop and juice are also well-received.
Coffee/Tea/Bottled Water
Select the area for the beverage station during the site walk-through
(unless, of course, it is a sit-down meal, in which case the waiters
will usually provide it at the end of the meal). Make sure that it does
not block traffic flow and that it is easily accessible. If the coffee
station will be stocked throughout the event, allow for guests going
to refill coffee cups and create flow corridors that will not impact
on speakers or any event
activities.
The venue/caterer contract should specify the number of coffee
and tea urns being provided, if bottled water will be chilled, and how
often and under what conditions the beverage stations will be restocked.
Is it necessary to have staff on hand pouring coffee and hot water for
tea, or will a restock/clean up visit at regular intervals meet the
event’s needs?
Mocktails/Juices/Pop
Make these available at the same stations that will serve coffee
and alcoholic beverages. Decide whether to use soda fountains, cans,
or bottles. Is it appropriate to serve in bottles and cans (a picnic,
for example), plastic cups, or glassware? All will require disposal
areas and bussing staff. At an elaborate event, add value by having
a signature nonalcoholic mocktail for those who do not consume alcohol.
At any event where alcohol is served, have pop, water and one or two
juice varieties (usually orange and cranberry) available.
| Ottawa Conventions.com
Event Planning 101
Chapter 3: Food & Beverage
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