Local Arrangements 1995: Food

FOOD GENERALLY:

Order lots of food. People remember when there isn't enough.

Have coffee (at least) available first thing in the morning, maybe in the registration area. WAAL's voluntary contribution system seems to work pretty well.

MEALS:

Start planning early enough so you can let unit chairs decide on their own meals and other food options. The advantage of this is that they get involved and become aware of the outrageous costs.. The disadvantage is that you have to keep on them to make their decisions.

Pin down the vegetarian option with the hotel. They may not have it on their standard menu, so they'll give you whatever they have -- which may not be what you expect.

Make sure meal rooms are big enough.

Expected attendance at standard meals:

Attendance will vary depending on the speaker/program and the cost of the meal.

The past-president's breakfast is an off-the-record, invitation-only bash hosted by the immediate past-president of WLA. They typically meet to eat on Friday morning. They'll need you to arrange a room and give them options for food. Usually a fancy continental breakfast will do the trick.

Box lunches:

We used contributions to lower the price of the box lunches from 9.50 (the hotel's cost) to 7.50 (what we thought was a reasonable price). Still really expensive for a sandwich, chips, fruit and cookie.

There were left over lunches each day (lunches ordered but not picked up). Have a plan for getting rid of them (give them to registration desk volunteers, etc.).

We arranged to have tables set up in a hallway near the exhibit hall for people to sit at while eating box lunches. This worked out well.

BREAKS:

Order as much food as you can afford. Maybe more. Lots of coffee in the morning; lots of soda in the afternoon. Popcorn, chips and pretzels are cheap, but cookies and brownies are very popular.

Have signs up thanking vendors who sponsor breaks.

Attached is the "Master Food List" -- a compilation of all the food ordered for the conference. We left open the option for the Conference Coordinator, the Local Arrangements Chair or the Executive Director to order more food onsite -- but we didn't.
revised: 28-Nov-1995
peter.j.gilbert@lawrence.edu