Meeting Planner Tip Sheet - Beverages

Here’s the first in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.

Morning Beverages

Amount to serve:

• 1 gallon regular coffee per 75 attendees
• 1 gallon decaf coffee per 25 attendees
• 1 gallon hot water (for tea) per 100 attendees
• Provide soft drinks and bottled water for 30% of the group

Tips:

• 1 gallon fills 21 6-oz cups
• 1 gallon fills 16 8-oz cups
• 1 gallon fills 10 12-oz cups

Beverages For Breaks

Amount to serve:

• 1 gallon regular coffee per 50 attendees
• 1 gallon decaf coffee per 50 attendees
• 1 gallon hot water (for tea) per 100 attendees
• Provide soft drinks and bottled water for 70% of the group

Tips:

• Order bottled water and soft drinks by consumption

 Evening Banquet/Dinner Beverages

Amount to serve:

• 1 gallon regular coffee per 40 attendees
• 1 gallon decaf coffee per 40 attendees
• 1-2.5 alcoholic drinks per person, per hour at an open bar
• Provide soft drinks and bottled water for 50% of the group

Tips:

• 27 1.25-oz drinks in a 1 L bottle
• 4-5 glasses of wine per 750 mL bottle

Size of drinks can vary greatly among bartenders; ask bartenders to use a pouring-control system to contain costs.

Staffing

Service ratios:

• 1 bartender per 75-100 attendees
• 1 cocktail server per 50 attendees

Many hotels and venues will let you order half-gallons based on your meeting.

It is best to order bottled water and soft drinks on consumption instead. However, if you do, be sure to conduct an opening and closing inventory. (This may not be a great idea if your meeting location is not completely secure; you may be paying for someone else to be well hydrated)

The amount that you may get for your beverages vary based on several factors; the amount and length of breaks, the time of year, you male-female mix and the type of event you are doing.

Happy Serving!!!