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. 

Beating the Heat: Navigating Food Service in Summer Temperatures

School is out, days are long, and temperatures are up — it’s summertime! This year, we’re on track to experience one of the hottest summers ever, which will significantly impact the catering and events industry. Historically hot destinations, like Florida and Arizona, typically quiet down during the season due to the weather, but record temperatures may also have a greater effect on other regions.

Fortunately, with enough forethought, high temperatures don’t have to get in the way of top-notch service and food quality. Keep these summer-friendly catering tips in mind as you work with the weather instead of against it.

Get familiar with the venue layout

While most venues are well-equipped for indoor events, some properties may require an extra dose of creativity for outdoor setups, especially in the thick of summer. Uneven terrain or a lack of power outlets can negatively impact everything from food safety to presentation quality. When working with a new-to-you venue, schedule a walkthrough to inspect the grounds and confirm that you’ll have everything you need to store, chill, prepare, serve, and dispose of food safely and efficiently.

Develop a reliable backup plan

From triple-digit temperatures to summer showers, there’s no denying that Mother Nature is unpredictable. However, that doesn’t mean you can’t plan for weather surprises. Contingency plans are essential for a successful event, even if you never have to use them. Consider how you would handle sudden changes like moving venues due to flooding or losing power from a thunderstorm. Once you’ve established a plan B (and possibly a plan C), discuss the game plan with your team to ensure everyone is prepared for anything.

Prepare menus to beat the heat

The ideal summer menu is filled with light dishes to keep guests comfortable in the heat. Avoid rich, creamy dishes and carb-heavy meals, which can leave people feeling sluggish. Caterers must also find a balance between cooling foods and those that can withstand high temperatures. For instance, raw bars are a refreshing option but are prone to spoilage when served in a hot outdoor setting. In such cases, extra preparations should be made, such as using ice troughs or pre-frozen granite serving platters.

Protect your team from the weather

Outdoor celebrations often have longer guest lists than their indoor counterparts, so you’ll need to staff summer events wisely to ensure full coverage. Hiring additional help also allows more time for team members to take breaks from the heat and humidity. Beyond that, you must take precautions to keep your staff cool and comfortable. Encourage them to dress for the heat and avoid setting up tables in the direct sun. It’s also worth setting up a beverage station with water, iced tea, or lemonade for guests and employees to stay hydrated throughout the door.

We may be in for a scorcher this year, but that doesn’t mean you have to be a victim of the summer! A proactive approach to menu design, onsite setup, and personnel management will keep the adverse effects of heat at bay so your clients’ guests will feel refreshed and ready to have some fun in the sun.

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 Caterers Can Navigate the Increasing Cost of Food in 2024

Cutting the cost of offering catering services is always great, but it can be even more so during the catering busy season. Caterers are constantly faced with the challenge of providing exceptional, memorable service for their client’s special day, but sometimes this can be difficult to do without breaking the bank. Food cost is one area where caterers might not be taking full advantage of the tools at their disposal. In 2024, technology and GPOs make it possible for caterers to lower the cost of planning their events so that they can focus on what really matters: creating tasty, lasting memories. 

Let’s take a look at how caterers can combat the rising cost of food in 2024.

Understanding the 2024 Food Cost Landscape

Catering feels more expensive now than ever before. Why is this? It’s a combination of several factors, some long-term and some short-term, that makes putting together an event feel much pricier than in years past. These include:

1. Supply Chain Disruptions: Global events and natural disasters continue to impact the availability and price of ingredients.

2. Inflation: The general rise in prices affects everything from raw materials to packaging.

3. Labor Costs: Increased wages for food production and transportation workers add to the overall expense.

4. Consumer Trends: A growing demand for sustainable and organic products often means higher costs.

Using Technology to Lower Food Costs

For caterers, the ability to meticulously plan a catering event without having to keep track of a mountain of papers and spreadsheets can work wonders for reducing food costs. An all-in-one catering management software, like Total Party Planner, allows caterers to centralize their planning and make observations about past catering events to better visualize where costs are increasing.

Catering management software helps caterers reduce food cost through:

1. Recipe Management: Calculate precise food costs and adjust ingredient quantities easily. This helps you understand the cost of each dish down to the last ingredient.

2. Inventory Control: Keep track of what you have in stock and avoid over-purchasing. Automated alerts can notify you when stock levels are low, ensuring you never run out of essential items.

3. Reporting & Statistics: The ability to collect, analyze, and present numerical data helps you understand patterns and trends in your operations. Generating detailed reports allows you to identify cost-saving opportunities and make informed decisions to improve profitability.

Implement Smart Purchasing Strategies

Understanding where costs are increasing is a crucial first step. So, how can caterers action those insights to build sustainable, low-cost practices? This is where purchasing strategies come into play. Don’t underestimate the power of networking! Groups, like SB Value, harvest the power of collective buying power to bring caterers and food professionals lower kitchen costs. In fact, SB Value members save on average 17% on their kitchen orders! 

SB Value negotiates prices on behalf of caterers to secure the most affordable option. Joining a GPO can help reduce the cost of food prices in 2024 through:

1. Group Purchasing Power: Join a network of businesses to leverage bulk purchasing discounts. By buying in bulk, you can secure lower prices on high-quality ingredients.

2. Cost-Effective Sourcing: Find the best deals on high-quality ingredients without sacrificing quality. SB Value’s expertise can guide you to the most cost-effective sources for your needs.

3. Sustainability: Access to sustainable and cost-effective options that meet today’s consumer demands. Sustainable sourcing not only helps the environment but can also attract eco-conscious clients.

Tips and Tricks for Reducing Costs

Technology and networking are two powerful tools for reducing food cost in 2024. How else can caterers keep an eye on that number? 

1. Go Local, Go Seasonal: Hop on board the local and seasonal produce train. Not only does it cut down on those pesky transportation costs, but you'll also be supporting the hardworking farmers in your community. Win-win!

2. Menu Masterminds: Get clever with your menu planning. Find ways to use the same ingredients across multiple dishes. It'll save you from buying a ton of different ingredients and reduce waste. Smart, right?

3. Flexible Pricing: Let's be real, ingredient costs can be a rollercoaster ride. Stay on top of it by adjusting your pricing accordingly. Just make sure to keep your clients in the loop – transparency is key.

4. Substitution Station: High-priced ingredients putting a dent in your profits? No sweat! Scout for cost-effective substitutions that still deliver on taste and quality. Your clients (and your bottom line) will thank you.

Conclusion

The catering industry will undoubtedly face ongoing challenges with rising food costs. However, by embracing innovative solutions like Total Party Planner's catering management software and the group purchasing power of GPOs like SB Value, caterers can stay ahead of the curve. Leveraging technology for precise recipe costing, inventory control, and data-driven insights, combined with smart sourcing strategies through collective buying networks, will be key to maintaining profitability while delivering exceptional experiences. Here’s to a successful and delicious 2024!

The Top Things to Look For With a GPO

The buzz around group purchasing organizations (GPOs) has risen in the food service industry, with more catering professionals leveraging the cost savings afforded by GPO membership. However, plenty of business owners are still concerned about the risk of changing established procedures — and rightfully so. Scammers are always on the lookout for ways to deceive companies for personal gain, so trying something new can feel like a significant liability.

For some, the safety of “business as usual” is favored over the potential payoff of joining a GPO. However, when you consider forfeiting thousands of dollars in savings, the status quo no longer feels like the “safe” option. So, how do you take advantage of group purchasing benefits without getting ripped off? 

The answer is simple: Find a trustworthy GPO.

Reputable GPOs put their members first, prioritizing both customer satisfaction and supply quality. The best part? They are free to join. As a responsible catering pro, you can do a test run with a GPO without incurring undue risk. No harm, no foul!

The first step is finding the right GPO to suit your business’s needs. Here are a few things to look out for when researching options.

Top-notch customer service

Your new GPO will become your partner in negotiating rates, placing orders, and scheduling deliveries. In other words, you need to be able to rely on them! Familiarize yourself with customer service to assess the quality of support. Is there someone readily available to answer questions? Do you have access to a local representative familiar with your market? Are they knowledgeable of the industry and able to offer insights?

While cost savings are an inherent benefit of joining a GPO, members should also feel like they’re gaining a team member with expertise in food sourcing, industry trends, and kitchen management. After all, GPOs work with thousands of restaurants and catering companies across the country, so they should be able to offer vast knowledge based on facts and observations.

Flexible terms of agreement

Trustworthy GPOs are designed to expand a catering professional’s access to supplies, so avoid signing a contract if it limits your freedom as a decision-maker. As a member, you should feel free to purchase as much (or as little) as you’d like with no defined frequency. You could place a large order every quarter, small orders every week, or anything in between — the point is that you get complete control over purchasing decisions. You should also be able to end your membership at any time without penalty. 

Review the contract carefully, ensuring that the policies align with your goals. Look for restrictions on minimum orders, membership duration, or purchasing frequencies. Don’t be afraid to push back on unreasonable terms and walk away if you don’t feel comfortable proceeding with the agreement.

Well-known, reputable distributors

Most caterers have established relationships with food suppliers by purchasing directly from local farms, butchers, food markets, and larger wholesale retailers. If you’re hoping to try a new source, you’d expect it to measure up to (if not exceed) the quality offered by your existing suppliers. 

When researching GPOs, inquire about the distributors they work with for your market. Ideally, they’ll source from a prominent national name like US Foods. If not, do your own research to evaluate the quality of products, customer service, and reliability. Online reviews are a great way to gain an unbiased perspective of food suppliers.

GPOs offer a no-strings-attached opportunity to save money and gain access to valuable insights from industry experts. It’s free to join, provides flexibility in your business, and only takes a minute to get started. 

Clint Elkins is the V.P. of Sales for SB 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.

Preparing For The Catering Busy Season. Tips for Catering Success!

The busy season is just around the corner, and every caterer knows that planning for this uptick in events begins as early as an entire year in advance! Without the right strategies, the busy season can easily lead to mounds of papers, scrambling to staff an event, or much-needed supplies potentially not arriving in time. So, how can caterers prepare to not only avoid last-minute headaches, but also ensure the success of their business? Let’s take a closer look at some strategies caterers of all sizes can implement to tackle the busy season head-on. 

When is the catering busy season? 

The catering busy season typically begins picking up around Mother’s Day in mid spring and carries on well into the end of the year. This season is marked by several major holidays hallmarked by large social gatherings and fellowship, coupled with graduation parties, weddings, and corporate events. 

Spring (March - June)

• Weddings

• Graduations

• Proms

• Spring holidays like Easter/Passover

• Corporate events/meetings

Late-Spring into Summer (May-August)

• Weddings (one of the most popular times to get married)

• Graduation parties

• Summer parties/barbecues

• Corporate summer outings

Fall (September - November)

• Corporate event season picks up

• Holiday parties, starting in late fall

• Thanksgiving celebrations

How can caterers prepare for the busy season? 

Navigating the peak catering season doesn’t have to be overwhelming. Here are some tips for catering businesses of all sizes to get a jump on their planning:

• Staff appropriately - Hire extra servers, chefs, bartenders to handle increased volume without compromising service.

• Streamline operations - Implement efficient processes for order-taking, food prep, packaging, and deliveries to boost productivity.

• Order supplies well in advance - Stock up on food, disposables, linens, etc. with ample lead time to avoid shortages.

• Book early and manage schedule tightly - Encourage advance bookings and use detailed scheduling to prevent double-bookings.

• Increase prices moderately - Slight price hikes are acceptable if providing exceptional value.

• Market aggressively - Advertise specials, packages, availability via targeted marketing campaigns.

• Avoid overcommitting - Know limits and decline bookings exceeding execution capabilities.

• Rent extra equipment temporarily - Refrigeration, cooking equipment, utensils can boost short-term capacity.

• Leverage technology - Utilize software/apps to optimize routes, orders, payments for efficiency.

• Support staff wellbeing - Offer incentives, bonuses, and ample breaks to prevent burnout.

How can caterers keep costs down during the busy season? 

Despite preparation throughout the year, there is one factor that can make it difficult to manage the busy season, and that’s cost. Everything seems expensive nowadays, and caterers are faced with the challenge of balancing profit with pricing that allows them to stay competitive in their industry. This is where the right technology can be a game changer for caterers. 

Food buying programs are designed to be a simple entry point for caterers who want to get ahead of the busy season by planning ahead while offering a tried-and-tested method for reducing the price of kitchen and food service costs. 

Options like SB Value can save caterers up to 17% on their kitchen orders, which is a massive help when trying to balance the uptick in orders during the busy season. SB Value meets caterers where they are. They don’t have to change up their menus or what they buy. This Group Purchasing Organization (GPO) uses the power of numbers to negotiate with top food distributors to save caterers money. A dedicated staff, an expansive staff, and strategic negotiation come together to produce a program that should be on every caterer’s radar!

Options like SB Value pair remarkably well with catering management software to keep your catering business mobile. Rather than be tied to a stationary desk all day, you can take your catering planning with you wherever you are. Catering brings the party to its customers, and now, GPOs and catering software bring the busy season prep to you. 

Preparation and flexibility are two powerful tools in a caterer’s arsenal when it comes to planning for the busy season.

Taking control of the busy season

With the right tools and strategies by your side, you can tackle anything the catering busy season throws your way. Want to learn more about SB Value, the go-to food-buying program for busy caterers? Check out their website or request a free quote today! 

And, if you are interested in learning more about how catering software can help you stay ahead of your planning during the busy season and beyond, request a free demo with Total Party Planner.