Food, glorious food

Though planning a business luncheon or evening business event can be a daunting task, event planners say that with a proper timeline and a budget in mind, event preparation doesn’t have to be an overwhelming assignment. From booking the facility to creating a timeline to setting up a budget, the advance planning can make or break an event’s success

For Ken Barkey, owner of Prime Rib Restaurant in Gillette, Wyo., the planning process starts with a few questions and progresses from there. With a full-service restaurant with meeting rooms and a catering service that provides food for hundreds of events a year in the community, Barkey is well-versed in maneuvering clients through the meal-planning portion of their event.

“We accommodate whatever people need,” Barkey said. “It’s a good idea to be specific on everything.”

When he first meets with a client, Barkey starts discussing the budget. Knowing the budget can help determine the time of day an event will be held, with breakfast being a more affordable option and prime rib and seafood dinners being much more expensive.

“Really, we need to have an idea of what they want to spend,” Barkey said.

Chef Keith Smelser agrees that budget is a great place to start when planning an event. At Sunset Event Center and Catering in Downtown Fort Collins, Colo., Smelser guides clients through a variety of food choices and options from serving a meal buffet-style or plated.

“We ideally let the customer tell us about the event itself so we have an idea of the vision they have,” Smelser said. “Then we tailor it toward the type of event they want to have.”

One of the most important elements of an event includes choosing the food to be served. From budgets to special dietary needs, choosing foods for business events can be challenging, but working with an experienced chef or caterer can help alleviate some of the stress.

While buffet-style meals tend to be slightly less expensive, plated meals might appeal more to a formal function. More formal events and meetings tend to lend themselves to plated meals rather than a buffet.

“Some events are more conducive to a sit-down, more formal atmosphere,” Barkey said. “You wouldn’t want a bunch of people in tuxedoes standing in a buffet line.”

With more and more gluten-free and vegetarian diets, as well as increasing food-allergy awareness, providing alternative meal choices and options is critical, Barkey said. Typically, the person planning the event will check with guests prior to the event about special dietary needs, so the caterer can be prepared with alternative options.

“It’s better to know in advance so we can put together something better than a last-minute meal,” Barkey said.

For Smelser that has meant changing up some of his recipes in recent years.

“Some of my old signature items had nuts in them and I adjusted the recipes to eliminate them,” Smelser said. “As a chef, I need to be aware that’s a concern.”

In addition, Smelser said he really tries to determine what the client hopes to accomplish during an event, whether it’s a more focused business meeting or a more laid-back company holiday party.

“The food choice depends on the focus of the event,” Smelser said. “It really depends on the idea behind the function.”

While the function of the event plays into determining types of food services, national trends have also impacted the foods and services offered at business meetings and events. With more emphasis on lighter meals, serving hors d’oeuvre or tapas, which are appetizers in Spanish cuisine, have become popular. In addition, Barkey said wine bars or specialty cocktails are popular for events today.

“Wine bars, specialty cocktails – those are more in demand these days,” Barkey said. “We set up extensive wine bars at events.

According to both Smelser and Barkey, just having an understanding of what their clients need and helping them to plan a satisfactory menu is key to planning a successful event.

“We’re just flexible to people’s needs,” Barkey said. “The more detail people can give, the better job we can do for them.”

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