5 Ways to Optimize Your Off Season

The off-season is often seen as a time to slow down, but savvy catering professionals know it’s the perfect opportunity to invest in growth and future success. While the hustle and bustle of peak season can leave little time for strategic planning and operational upkeep, the off-season provides a quiet window to fine-tune your processes and explore new ways to increase profitability in the new year.

From streamlining operations to refreshing menus, there’s plenty to keep busy during the off-season (and still leave room for personal time!). Incorporate these five strategies into your off-season and set the stage for a successful year ahead.

Automate processes to boost efficiency

Streamlining your workflows means less “busy work” for your team, allowing them to focus their time and energy on higher-level, profit-driving tasks. Review your current processes and consult with your employees to learn what bogs them down the most. 

Is inventory management a hidden productivity killer? Does team scheduling and payroll eat up too much of your time? Identify the inefficiencies in your business and consider how you can automate these processes to free up everyone’s time.

Revamp your seasonal menus

The slower season affords an opportunity to reflect on market trends and evolving consumer demands, making it an optimal time to update your menus. Use this period to experiment in the kitchen, testing new flavors and ingredients to meet expectations. Can you offer more health-conscious or plant-based options? Is there room for more sustainable dishes on your menu? How can you incorporate more seasonal flavors?

With a quieter period in business, consider promoting limited-time offers as a way to test new meals in the market before launching the. You’ll gain valuable feedback to tweak your recipes so they’re perfect for peak season!

Freshen up your online brand presence

While you may post on Instagram or TikTok occasionally during peak season, the off-season is ideal for dedicating more time to your marketing efforts. Start by updating your website to ensure your offerings are up-to-date. Then, swap in new testimonials and imagery that reflects your best work from the past year.

It’s also worth focusing on thought leadership by developing educational content ahead of booking season. With tons of newly engaged couples entering the market in the new year, consider how you can create blog posts and video content that guide your prospective clients through the early stages of wedding planning. Many companies also start planning and budgeting for events and retreats for the year, so you might tailor content to corporate event planners and executives.

Invest in professional development

Want to celebrate your team’s accomplishments from the year? Invest in them by offering professional development opportunities during the off-season. Sign them up for industry conferences, workshops, and online courses that help advance their careers.

Use this time to revisit training modules on food safety, customer service, event execution, and other subjects that will enhance operations in the new year. But ask your team what they want to learn, too! Encourage them to explore education on topics that interest them, like mastering a specific cuisine or getting certified in vegan catering.

Join a GPO to save money

GPOs, or group purchasing organizations, help caterers save on essential supplies by combining their orders with thousands of other companies to secure discounted rates. If increased profitability is on your radar in the new year, joining a GPO is a no-brainer! 

In addition to cost savings, you’ll create more space in your schedule by simplifying procurement and streamlining the purchasing process. Since it does involve research and onboarding to get settled into GPO membership, the off-season is a prime time to find an organization that fits your needs.

By dedicating time to work on your business during the off-season, you’ll be ready to take on new challenges in the new year with more efficiency and creativity. And as the industry grows increasingly competitive, any edge is worth the effort!

Clint Elkins is the V.P. of Sales for SB Value, a Group Purchasing Organization that helps culinary professionals save an average of 17% on every food order. Membership is 100% free. No hidden fees. No extra work. Just extra profits. See how much you can save on your next food order when you become an SB Value member. Request a quote today.

What to Do When Ingredients Aren’t Available

Even the best-laid plans can get turned upside down by supply chain issues. From detrimental weather events to trade disputes, any number of factors can affect the quality and availability of food products. There isn’t much to do as caterers but roll with the punches. However, that doesn’t mean you have to figure out a backup plan on the fly.

Preparing for food shortages is wise for caterers and restaurant owners, providing a contingency for unforeseen events that could impact your business. Taking a proactive approach ensures you’re not left scrambling when key ingredients are unavailable. 

So, what can you do to navigate ingredient shortages? Keep reading for our best practices to stay adaptable in the face of supply chain disruptions.

Adjust your menu

Supply shortages can feel more severe when your inventory is spread thin by an extensive menu. Instead of trying to source a wide variety of hard-to-find ingredients, consider trimming back to a few reliable dishes that use ingredients you know you can procure consistently. This not only simplifies your operations but also allows you to focus on quality over quantity.

When adjusting your menu, think about the versatility of your ingredients. Can they be used in multiple dishes? The more you can streamline your menu with overlapping ingredients, the easier it is to maintain consistency and reduce waste.

If desired, you could also test out new menu options with sustainable ingredients to supplement your remaining meals. For example, if local farms have a lower output due to avian flu, consider replacing poultry-based meals with seafood and vegetarian options.

Swap in alternatives

You may hold your recipes near and dear, but don’t be afraid to switch things up if an ingredient is unavailable. Consider alternative ingredients that can deliver similar flavors or textures. For instance, if you’re dealing with meat shortages, you might prepare your prized Wagyu burger recipe with ground seafood, like salmon patties or crab cakes. It won’t be your original dish, but you may discover that you’ve created an all-new dish that is just as tasty!

This kind of flexibility ensures that your kitchen continues to operate smoothly while also keeping your menu fresh and exciting. Plus, experimenting in the kitchen is a great way to hone your creativity and stand out from competitors! Just be sure to give yourself time to develop and tweak your new creations before officially adding them to the menu.

Communicate with your customers

Transparency with customers is crucial when navigating ingredient shortages. Tell them about the changes to your menu and why they may not see their favorite dish for a while. Most customers will appreciate the honesty and understand the bigger picture, so don’t worry about losing business. If anything, you can use this opportunity to highlight any new dishes you’re offering and ask your patrons for feedback.

Leverage GPO membership

When in doubt, ask for help! As part of a group purchasing organization (GPO), you can consult with the member success team for recommendations that fit your menu style and budget. Your local representatives are knowledgeable about the market and can guide you in making the best purchasing decisions to maintain the integrity of your offerings.

GPOs often have access to a broader network of suppliers, allowing them to source alternative ingredients quickly and cost-effectively on your behalf. This can be especially beneficial during times of high demand when prices are high and ingredients are hard to find. By going through a GPO, you’ll access wholesale discounts that can soften the impact of food costs.

Supply chain challenges shouldn’t derail your business. With a proactive approach and strategic adjustments, you can continue delivering the top-notch dining experience that keeps your customers coming back — even when unexpected situations arise!

Clint Elkins is the V.P. of Sales forSB Value, a Group Purchasing Organization that helps culinary professionals save an average of 16% on every food order. Membership is 100% free. No hidden fees. No extra work. Just extra profits. See how much you can save on your next food order when you become an SB Value member.Request a quote today.

How Data Insights Drive Better Decision Making for Caterers

Staying ahead of the competition and keeping customers happy can be quite a juggling act. But what if you could make decisions with confidence, knowing you're set up for success, even during the busiest seasons? By harnessing the combined power of catering management software and the purchasing strength of Group Purchasing Organizations (GPOs), caterers can do just that. Let's dive into how data-driven catering strategy can help you make smarter choices and keep your business thriving. 

Understanding Customer Preferences 

Today’s catering customers are more discerning than ever, and understanding their preferences is crucial for success. Whether it’s catering to specific dietary needs, personalizing menus, or keeping up with seasonal trends, knowing what your customers want is key. 

Catering management software, like Total Party Planner (TPP), is a game-changer in this regard. With TPP, you can track customer preferences, monitor dietary restrictions, and adapt to popular trends effortlessly. By analyzing this data, caterers

can create customized experiences that not only meet but exceed customer expectations. After all, who wouldn’t appreciate a menu tailored specifically to their tastes and dietary needs? 

Enhanced Marketing and Sales Strategies 

Data insights don't just stop at the menu; they extend to your marketing and sales strategies too. Catering management software like Total Party Planner provides a suite of tools that make understanding your customers and your business operations a breeze. 

With features like customer history tracking, customizable reports, and fast proposal generation, TPP helps caterers streamline their operations. Imagine having all your customer interactions and preferences stored in one place. You can quickly access past event details, tailor proposals to specific needs, and use data-driven insights to market more effectively. The result? Happier customers, more bookings, and a more organized calendar. That’s what a solid catering strategy looks like! 

Optimize Purchasing 

A critical aspect of any catering business is optimizing purchasing to maximize profits without sacrificing quality. This is where the synergy between catering management software and GPOs like SB Value comes into play. 

By utilizing centralized data from TPP, caterers can make more informed purchasing decisions. The software helps track inventory, forecast needs, and reduce waste, ensuring you’re buying just what you need. 

Pairing this data with the purchasing power of a GPO like SB Value can result in significant savings. In fact, nearly 25 percent of food purchasing in the industry is done through a GPO. By joining a GPO, caterers can leverage collective buying power to secure better deals on supplies and food. It's a smart way to cut costs while maintaining the high quality your customers expect. Plus, GPOs can often source similar quality products from more affordable vendors, giving you more options to choose from. 

Improve the Customer Experience 

Ultimately, all these strategies come together to enhance the customer experience. By using data insights to inform every aspect of your business—from menu planning to purchasing—you’re not only streamlining operations but also delivering a superior service.

When caterers can focus less on logistics and more on creating memorable experiences, everyone wins. The technologies available today, like Total Party Planner and the cost-saving benefits of joining a GPO, enable caterers to offer personalized, high-quality services that keep clients coming back for more. Whether it’s a wedding, corporate event, or a special celebration, these tools help caterers create lasting memories that clients will cherish. 

Conclusion 

Incorporating data-driven insights into your catering strategy can significantly impact your business's success. By using Total Party Planner’s comprehensive catering management features and joining a GPO like SB Value, caterers can make smarter decisions, optimize their operations, and improve customer satisfaction. 

Ready to take your catering business to the next level? Learn more about how TotalParty Planner can revolutionize your operations and discover the benefits of joining a GPO like SB Value to maximize your purchasing power and savings. Let’s set your business up for success, no matter the season!

2025 Food Cost Predictions: How to Prepare Your Catering Business

As of July 25, 2024, the U.S. Department of Agriculture (USDA) predicts that food prices in the United States will increase by 2% in 2025, with a prediction interval of -3.7% to 8.0%. This means uncertainty is on the horizon, but with the right preparation, caterers can turn potential challenges into opportunities. The thought of rising costs can be daunting, but don't worry – we've got some tasty tips to help you navigate these changes with ease. Imagine the peace of mind you'll have, knowing your business is ready to thrive in 2025. 

Start Thinking Ahead Now 

Planning ahead is crucial for saving money and ensuring smooth operations in the catering business. Start by forecasting your event calendar for 2025 and identifying peak seasons. Early planning allows you to lock in prices with suppliers before any anticipated increases. By purchasing non-perishable items in bulk during sales, you can save significantly.

Consider menu planning that leverages seasonal ingredients, which are often cheaper and fresher. Having a well-thought-out procurement strategy can reduce last-minute purchases that tend to be more expensive. 

Use the Power of Catering Software 

Solutions like Total Party Planner (TPP) are a game-changer for caterers. TPP helps you centralize food and menu planning, sourcing, and cost management, making it easier to create menus that fit both your budget and your clients’ desires. With TPP, you can track inventory, manage recipes, and automate ordering processes, reducing waste and ensuring you only buy what you need. This efficiency not only saves money but also frees up time to focus on delivering exceptional events. It's like having a personal assistant who never takes a day off! 

Join the Forces of a GPO 

Joining a Group Purchasing Organization (GPO) like SBValue can provide significant cost savings. SBValue, in partnership with Premier, uses the collective purchasing power of its members to negotiate discounts from vendors. This means you save big on your food and kitchen orders without extra research or price shopping. SBValue members save an average of 17% on their kitchen orders, making it a smart move for any caterer looking to optimize their budget. With the power of the group behind you, you can access better prices and terms than you could negotiate on your own. 

Have a Business Plan 

Effective business planning extends beyond just cost savings. Regularly review and update your business plan to reflect market changes and growth opportunities. Invest in staff training to improve service quality and efficiency. Use data analytics to track performance metrics and identify areas for improvement. Building strong relationships with reliable suppliers can also provide negotiation leverage and ensure you have access to the best products. Lastly, focus on marketing efforts to attract and retain clients, as a steady stream of business is crucial for long-term success. It's the gift that keeps on giving!

It’s Never Too Early To Begin Planning with TPP and SBValue 

By starting your planning for 2025 now, you can ensure a smooth and successful year. With the right planning, the support of SBValue for all your supply needs, and the organizational power of Total Party Planner, your catering business will be ready to handle the new year with confidence. Cheers to a year of savings and success! 

Ready for a free sample of TPP? Book a demo today! 

Don’t wait to join in on the savings! Request a quote with SB Value!

Essential Ways to Prep for the 2024 Holiday Season in July

Ah, Christmas in July! It’s a time when we can indulge in a bit of festive cheer halfway through the year. For caterers, it’s also the perfect moment to start planning for the upcoming holiday busy season. Early preparation is key to ensuring a smooth and successful holiday rush. Here are some essential ways small catering businesses can get a head start on the 2024 holiday season, with a little help from Total Party Planner.

Why Early Prep Matters for Caterers

Early preparation is not just a nice-to-have; it’s a must for caterers. Here’s why:

1. Avoid Last-Minute Scrambles: The holiday season is always hectic. Starting early allows you to plan meticulously, reducing stress and avoiding last-minute scrambles.

2. Secure Better Deals: Suppliers tend to offer better deals during the off-season. Early prep can help you lock in these deals, saving you money.

3. Schedule Staff Efficiently: With enough lead time, you can better manage staff schedules, ensuring you have enough hands on deck for all your events.

Catering Management Software Can Simplify the Process

Organizing everything for the holiday season can feel like juggling flaming torches. That’s where catering management software like Total Party Planner (TPP) comes in. TPP centralizes all your holiday event planning, helping you stay organized and efficient regardless of how many events are on the books.

How TPP Software Helps Caterers:

• Centralized Planning: TPP brings all your holiday planning into one place. From menu templates to food and staff planning, everything is easily accessible.

• Automation: Say goodbye to being buried in spreadsheets. TPP automates many of the tedious tasks, giving you more time to focus on creating amazing culinary experiences.

• Detailed Records: Keep track of client preferences, past events, and special requests, ensuring personalized service for every event.

Early Holiday Planning Can Help You Save Money

Planning ahead isn’t just about reducing stress; it’s also about saving money. Partnering with a Group Purchasing Organization (GPO) like SB Value can bring significant benefits.

Benefits of Partnering with a GPO:

• Bulk Purchasing Power: GPOs can negotiate better prices with suppliers due to their large purchasing volumes.

• Exclusive Deals: Get access to exclusive deals and discounts that you wouldn’t be able to secure on your own.

• Streamlined Procurement: Simplify your procurement process, saving you time and money.

By leveraging these benefits, you can cut costs on ingredients and supplies, increasing your profit margins for the holiday season.

How You Can Begin Planning Holiday Menus Now

Starting your holiday menu planning in July gives you plenty of time to perfect your holiday offerings. Here are some steps to get started:

• Research Trends: Keep an eye on upcoming food trends for the 2024 holiday season. Think about incorporating plant-based options, exotic spices, and comfort foods with a twist.

• Test Recipes: Use the off-season to test new recipes and perfect your holiday menu.

• Gather Feedback: Get feedback from trusted clients or do a small tasting event to see which dishes are a hit.

• Plan Ahead: Use TPP to create and store menu templates, making it easy to customize and adjust as needed.

Menu Ideas to Consider:

It’s never too early to start thinking about what your holiday menu can look like (even if it’s 90 degrees outside!). Here are some ideas that we love: 

• Plant-Based Delights: With the growing trend towards plant-based eating, consider offering delicious vegan and vegetarian options.

• Global Flavors: Spice up your menu with flavors from around the world. Think Middle Eastern spices, Asian fusion, or Latin American flair.

• Classic Comfort Foods: Put a modern twist on classic comfort foods like mac and cheese, roast turkey, and pies.

Treat Yourself This Christmas in July to New Catering Strategies

Starting your holiday prep in July may seem early, but it’s the key to a successful and stress-free season. With tools like Total Party Planner software and strategic partnerships with GPOs like SB Value, you can streamline your operations, save money, and delight your clients with well-planned, delicious menus. So, embrace the spirit of Christmas in July and get a head start on your holiday planning today!

For more information on how Total Party Planner can help your catering business thrive, visit totalpartyplanner.com or book a free demo to sample the software for yourself.