To ensure quality catering on a tight budget, choose local vendors for competitive pricing, simplify the menu with high-quality, seasonal ingredients, negotiate prices to fit your budget constraints, order in bulk for discounts, collaborate with hospitality schools for professional yet affordable services, and plan ahead to secure better rates and availability. These strategies will help maintain excellence in catering while effectively managing costs.

A few things I’ve found helpful: First, figure out where you actually need to provide food and beverage. Most people don’t eat three meals, and snacks all day. If you want snacks, see if you can find sponsors. Second, figure out the cost per head for meals and tell your caterer your needs and limits. They are the experts. Let them help you find ways to trim without cutting and go with a buffet when possible. Finally, if you are in a great restaurant area, work with local restaurants to establish discounts for conference attendees and encourage them to explore your city for dinner. Generally, it’s better to have good food a few times instead of more food that disappoints. And it’s bad for the environment to produce tons of food waste.

Focus on a few well-chosen menu items that are flavorful and inclusive of various dietary needs, rather over extensive selection. Work with local vendors who are often more willing to offer discounts, and consider family-style setups to save on staffing costs. Opt for seasonal ingredients, which are usually more affordable, and arrange self-serve beverage stations to keep drink costs low. Strategically plan for brunch or light refreshments instead of full meals to reduce overall costs. Limiting costly extras like dessert tables or premium decor can help maintain quality without overspending. Additionally, explore sponsorship opportunities with local brands who may provide discounted catering support in exchange for event visibility

There are ways for generating sponsorships in kind reaching to the marketing team of brands. The footfall caters to their advertising as well. The newer firms promoting conscious eating habits with their products can be targeted to vendor. The option for low cost local vendors also promises to maintain the budget.

Regular vendors will generally give the best rate. Focus on an executive meal (limited but wholesome) Opt for sponsors for the meal Include seasonal and locally available ingredients.

consider the following: -audience (adults, youths, women etc); it may not be necessary to provide 3-4 meals a day - seek for foods in season - get a "friendly" or known vendor (my experience over the years), this does not cancel food quality -if possible, get sponsors/partners (especially for coffee break related sessions)

Team is crucial. Find individuals who are experts in preparing delicious healthy diet recipes with affordable ingredients. Make this team create their best.

You need to shop around for a decent venue, preferably a decent hotel, and ensure you check out the food and beverage offering personally, don’t take anybody’s advice,