Why Heavy Appetizers Won’t Save You Money

When planning a fundraising event with a group of volunteers, committee members or new nonprofit professionals, I often hear the suggestion of offering heavy appetizers instead of a meal. When I ask why they feel this is the right choice for the event, people typically respond with the idea that serving only appetizers will be a cost savings so more funds raised can go toward the mission.

Well, I hate to burst anyone’s love of those cute, photo-worthy appetizers (or hors d'oeuvres), but those tiny bites of food are very expensive to make. When selecting a menu for your next fundraising event, consider this hierarchy below that is typical for MOST event venues and caterers.

Talk with your event manager or caterer to find out the best budget-friendly option for your event. Don’t be afraid to review many options and ask for alternatives. Consider that the more individual items that need to be made, plated and individually served, the higher the cost will be.

When selecting the right menu and service style for your event, don’t forget to consider:

• The cost of wait staff serving and clearing.

• Extra costs for dinnerware – do you want China or disposable plates, utensils and cups?

• Dietary friendly food options (vegetarian, vegan, gluten free, kosher, etc.)

• Foods that are easy to eat while walking around carrying a drink and plate vs. sitting at a table.

• Time of day and the expectations of your guests. If your guests are paying a high ticket price, will they expect a full meal? If you’re offering a luncheon, will your guests prefer a lighter meal?

• Cater to the feel and theme of your event. If your event is more casual, consider picnic or BBQ-style foods and if your event is formal, consider traditional meals.

• Most importantly, the experience you want your guests to enjoy.

Anytime you plan a fundraising event, the venue, bar and food are typically the most expensive elements. Build your budget around these line items first, then review your anticipated net revenue to see if you need to further trim the venue/banquet order or find in-kind donors to help with cost savings elsewhere.