F&B menu comparison framework
How to compare F&B quotes across hotels when each one structures the menu differently. Normalise on per-pax all-in including service charge + tax.
Overview
F&B comparison across hotel quotes is the trap that fools most planners. Hotel A says €95/pax for breakfast + lunch + 2 coffee breaks. Hotel B says €120/pax for the same. Looks like a 25% difference — except Hotel A excludes service charge (18%) and tax (10%), and Hotel B includes both. Real per-pax: Hotel A €121, Hotel B €120. Hotel B is actually the cheaper option. This framework forces apples-to-apples comparison.
How the framework works
The 4 hidden cost layers
(1) Headline menu price — what the brochure shows. (2) Service charge — typically 15-22%, applied to F&B subtotal. (3) Tax — VAT/sales tax on top of service charge in most EU jurisdictions. (4) Mandatory minimums — F&B minimum spend that drives up cost if your group is smaller than expected. Compare hotels on layer-4 normalised total, not on layer-1 headline.
Required normalisation
Demand each hotel quote with: headline price + service charge % + tax % + minimum spend. Calculate: normalised per-pax = (headline × (1 + service%)) × (1 + tax%). Apply minimum-spend impact: if your group falls below minimum, you pay the minimum regardless. Adjust quotes accordingly.
The dietary multiplier
Standard menus assume 80% standard, 15% vegetarian, 5% other. If your group has 30% vegan + gluten-free + halal + kosher, hotels typically add €15-25/pax surcharge. Get this in writing upfront — surprise charges arrive on the final invoice.
Service-style cost differences
Plated dinner: highest cost (€85-130/pax 3-course typical EU). Buffet: middle (€55-90/pax). Family-style: lower (€50-75/pax). Stations: variable (€60-100/pax depending on number of stations). Cocktail canapé: low headline but high consumption variance. State preferred service style upfront — let hotels quote consistently.
Beverage program comparison
Open bar tiers (house / premium / super-premium) are typically priced per-hour-per-pax. House €18/hr, premium €28/hr, super-premium €40/hr typical EU. Wine pairing for dinner: extra €25-50/pax. Mocktail program: typically free if specified, €10/pax surcharge if not.
Worked example: SKO 100 attendees, 2 days
Hotel A quote: breakfast €15, lunch €35, dinner €65, coffee breaks €18 × 4 = €72. Subtotal €187/pax/2-days × 100 × 2 = €37,400. Service 18% + tax 10% → €48,576. Hotel B quote: breakfast €18, lunch €40, dinner €72, coffee breaks €20 × 4 = €80. Subtotal €210/pax/2-days × 100 × 2 = €42,000. Service charge included, tax 10% → €46,200. Hotel B has lower normalised total despite higher headline.
When to negotiate
Service charge is rarely negotiable (it's staff compensation). Headline menu price is sometimes negotiable on volume. Mandatory minimums are usually negotiable on multi-day commitments. Beverage program tier is usually negotiable. Focus negotiation on the negotiable items.
How to apply it
- In your RFP, demand: headline price + service charge % + tax % + minimum spend, in writing.
- Build a normalisation spreadsheet: column per hotel, row per cost layer, calculation row at bottom.
- Compare on normalised total, not headline.
- Get dietary surcharges quoted explicitly.
- Negotiate the negotiable layers (headline, minimums, beverage tier).
Common gotchas
- Comparing on headline price. The hotel hiding 28% service+tax in the fine print wins this comparison; you lose at invoice time.
- Forgetting the dietary multiplier. Vegan-heavy group at non-vegan-friendly hotel = 30% surcharge surprise.
- Accepting vague "service charge included". Get the specific %.
- Ignoring minimum spend. A €40/pax minimum at 50-pax group means you pay €2,000 even if actual consumption is lower.
Next steps
Combine this with the universal hotel RFP template and the contract review checklist for a complete sourcing workflow. If you'd rather automate this, try Easy RFP free — the framework is built into the product.