Oh the hotel F&B minimum. Just what is it and what is its purpose? In simple words, it is the minimum amount a client is required to spend on the hotel’s in-house food and beverage. It is a base price you will have to pay regardless of whether or not your food and beverage spend is actually that amount. F&B minimums do not include taxes or services charges. Meeting a set food and beverage minimum is an issue all event planners will eventually have to deal with; a cost that at times may seem a bit unreachable. Yet, F&B minimums are a basic cost of doing business and in many cases groups will actually spend much more than the set minimum.

Of course, as in all aspects of event planning, you will want to make sure you are conscientious of your budget, and not paying charges you’ll never be able to meet. Here are a few tips on how to meet your hotel F&B minimums and stay on track with your budget.

Meet your hotel F&B minimums with these tips

Ask if F&B minimums change throughout the year. Quite often a hotel will have a minimum amount of F&B spend that they have to earn per room-night. Just like room rates, this number can vary depending on the time of year. Ask the hotel you’re considering if their F&B minimums fluctuate during the year. If so, can you consider moving your program dates to take advantage of the lower rates?

F&B minimums can be negotiated. If you are an experienced meeting planner, show your history! If you plan several events a year, you can become a valuable client for the hotel. So, let them know about the potential business you can bring to their property. You may be a good “catch” for the hotel, as they will want to have all possible dates booked. Acquiring a regular client is worth lower their minimums or offering a few concessions. Additionally, if you think you’ll exceed the required minimum ask for concessions based on the amount you will be spending above the minimum.

A sure way to meet your hotel F&B minimum

Ask if the hotel offers off-site catering. If so, make certain that the off-site food and beverage spend is considered part of the overall F&B minimum. This is a key point, especially for groups incurring a rather high minimum. Many groups prefer to experience the destination by holding an event off-property at least one evening. It’s in the hotel’s best interest to partner with area venues handling the catering and in some cases the décor. This becomes a win-win-win for the hotel, the venue and the client.

Several venues along the coast of Newport Beach, CA understand the importance of allowing outside caterers and will work with area hotels to help clients meet the F&B minimums. Among these venues are; Port Theater, Newport Dunes, Pacific Avalon Yachts and Newport Beach Vineyards and Winery.

Port Theater – One of Newport Beach’s iconic venues, the Port Theater has been around longer than some of Newport’s famous attractions. Through the years, the Port Theater has undergone several changes but reopened in 2007 with a vibrant ambiance, modern décor, versatile layout and high-tech audio/visual capabilities. Port Theater can accommodate daytime meetings or evening events, including private screenings for groups up to 500.

Newport Dunes – Newport Dunes sits alongside a crescent shaped bay perfect for a casual clambake, or a sophisticated, Hamptons’ style beach event. The area has plenty of outdoor space for larger groups and can accommodate a full day of meetings, activities and evening fun.

Pacific Avalon – This private luxury yacht company has two vessels both of which cater to a corporate clientele. Pacific Avalon’s luxury yachts are privately owned and operated and can accommodate groups up to 150. Both yachts feature wide staircases, high ceilings, comfortably chic furniture and spacious decks.

Newport Beach Vineyards and Winery – Located on 3.5 acres above Newport Beach’s Back Bay, this vineyard’s lush landscaping, koi ponds and garden walkways provide ample outdoor space for large groups, while a private wine cave is ideal for intimate gatherings.

Locating a hotel that meets your needs and is willing to work with you can lead to a successful and budget friendly experience. When you’re ready to begin planning your next program, and need help finding the best fit for your group, contact the staff at Visit Newport Beach, the destination marketing organization for Newport Beach, CA. Visit Newport Beach opens the doors to this coastal paradise with destination expertise, customized site visits, strong partnerships and resources that ease the planning process.