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Private Event Menus: Why Venues Are Losing $40K+ Annually to Caterers

Most venues outsource private events because they can't create professional menus, not because they can't cook. Here's the $40K revenue leak you're missing.

👨‍🍳 EasyMenus Team
• Nov 21
Tags: Private Event Menus

private-event-menus-losing-revenue-to-caterers

TLDR: You're probably outsourcing 20-40 private events per year to external caterers. Not because you can't cook the food—your kitchen handles it every day. You're outsourcing because you can't create professional event menus without dropping $80-100 on printing. That's costing you $30,000-$50,000 annually. Here's how venues are fixing it.

I had a conversation last month that flipped everything I thought I knew about restaurant catering.

Russell runs a catering business. Ten years in the game, does maybe 20-30 pub and restaurant events per year. Birthday parties, wakes, corporate lunches, the works. Nice side income for him.

I was pitching him on digital menus. Wrong audience, right? He's a caterer, not a venue owner. Why would he care?

Then he said something that made me put my coffee down.

"Last year I did about 20 pub events. That's roughly $25,000 in revenue that should've been THEIR revenue, not mine."

Wait, what?

The $900 Question Nobody's Asking

Russell explained it like this:

Take a 50th birthday party at a local pub. Fifty guests. Three-course meal. The booking comes in, and the pub owner immediately thinks: "I should call a caterer."

Why?

Not because they can't cook. The pub's kitchen makes roast chicken, salmon fillets, and chocolate pudding every single day. They've got the recipes down. Staff know how to execute. No problem there.

The issue is the MENU.

"Someone books their mum's 80th birthday for 30 people, wants a special menu," Russell told me. "What's the pub give them? Their laminated regular menu with 'call us for options' scribbled on it. Looks terrible. So they call me instead."

That one event? Russell charges $1,200 ($900-1,500 depending on complexity). Food cost is maybe $400. Labour he's already got covered. The pub could've netted $800 profit for cooking food they make anyway.

Instead, they make $0. Russell makes $800.

Multiply that by 20 events per year. That's $16,000 in pure profit walking out the door.

And here's the thing that really got me: Russell KNOWS the venues don't need him.

"If they could create a professional menu for private events—easily, cheaply—they'd make an extra $30-40K a year doing their own catering."

Why Venues Outsource (It's Not What You Think)

I started asking other venue owners about this. Pubs, restaurants, event spaces. The pattern was consistent.

Scenario 1: The Birthday Party

Mrs. Thompson calls. Her daughter's turning 40. Wants to book your function room for 35 people. Can you do a special menu?

"Yeah, we can probably sort something out."

You mean to follow up with a proper quote and menu. But you're slammed. Two staff called in sick. The new menu for quiz night needs finalizing. Health inspector's coming Thursday.

Mrs. Thompson waits three days. Doesn't hear back. Calls a caterer instead.

The caterer responds within 2 hours with "Sarah's 40th Birthday Celebration - The Crown Inn - Three Course Menu" in a nice PDF. Personalized. Professional.

Guess who gets the booking?

Scenario 2: The Corporate Lunch

Johnson & Co wants a private lunch for 25 people. Budget is $35-40 per head. Your kitchen can absolutely deliver that.

But when they ask for a menu, you either:

  • Email them your regular lunch menu ("just pick from this")
  • Say "we'll create something custom" and send a Word document three days later
  • Give them a verbal rundown on the phone (which they can't share with their team)

Meanwhile, the hotel down the road emails "Johnson & Co Annual Meeting - Executive Lunch Menu" within 4 hours. Branded. Shareable. Professional.

They book the hotel. You lost $875 in revenue.

Scenario 3: The Wedding Reception

Small wedding. 60 guests. Bride wants three menu options for guests to choose from when they RSVP.

You CAN cook all three options. But creating three separate menus, getting them designed, printed, and sent to the bride costs $200-250. That eats your profit margin.

So you say "we don't really do weddings." The couple books the hotel instead.

That's $4,500-6,000 in catering revenue you just turned away. Not because you couldn't execute. Because the menu creation process killed the economics.

The Real Cost of Outsourcing

Let's do the math for a typical pub or restaurant with a function room.

Conservative Scenario:

  • 20 private events per year you currently outsource or turn away
  • Average event value: $1,000 (50 people × $20 per head)
  • Food cost: 35% = $350
  • Labor: Already covered (existing staff)
  • Net profit per event: $650

20 events × $650 = $13,000 annual profit you're not capturing.

Realistic Scenario:

  • 30 private events per year
  • Average event value: $1,200
  • Food cost: $420
  • Net profit: $780

30 events × $780 = $23,400 annual profit going to caterers instead of your business.

Optimistic Scenario (venues actively marketing private events):

  • 40 events per year
  • Average value: $1,500 (larger events, premium pricing)
  • Food cost: $525
  • Net profit: $975

40 events × $975 = $39,000 annual profit that should be yours.

And remember: This is profit from food your kitchen ALREADY KNOWS HOW TO MAKE.

What Changed: The Menu Presentation Gap

Here's what finally clicked for me after talking to a dozen venue owners.

The gap between "we can cook it" and "we can book it" is entirely about MENU PRESENTATION.

When a family books a private birthday party, they want:

  • A personalized menu ("Barbara's 60th Birthday")
  • Something professional they can share with guests
  • Proof you're taking their event seriously
  • Easy way to communicate dietary requirements

When you hand them a laminated daily menu or email a Word doc, it signals: "This is just another Tuesday for us."

When you send "Barbara's 60th Birthday - The Bull Inn - Special Celebration Menu," it signals: "We're honoring this milestone with you."

Same food. Different perception. Huge booking rate difference.

The problem? Creating that professional, personalized menu traditionally meant:

  1. Design work - Hire someone or spend hours in Canva
  2. Printing costs - $80-120 for professional print job
  3. Time investment - 2-4 hours of back-and-forth
  4. Revision headaches - "Actually, can we change the vegetarian option?"

By the time you factor in those costs, the event barely breaks even. So you outsource instead.

How Venues Are Fixing This (The Digital Menu Shift)

Smart venues figured out the unlock: Digital event menus.

Same concept as QR code menus for daily dining, but applied to private events.

Here's how it works:

Mrs. Thompson books her daughter's 40th birthday party.

You open your menu platform (takes about 10 minutes):

  • Create new menu titled "Sarah's 40th Birthday - The Crown Inn"
  • Add the three starters, four mains, two desserts you're offering
  • Include prices and dietary info
  • Click save

You get a unique link: easymenus.xyz/sarahs-40th-crown-inn

Email that link to Mrs. Thompson. She shares it with family. Everyone can see the menu on their phones. Looks professional. Zero printing costs.

Guest with celiac disease? Update the gluten-free options in 30 seconds. Change reflects instantly for everyone who has the link.

Cost breakdown:

  • Traditional approach: $100 printing + 3 hours work = $150-200 per event
  • Digital approach: $12.50/month platform = unlimited events

After just ONE event, you've broken even. Every event after that is pure savings.

What About the "But We Already Have Menus" Objection?

I hear this one constantly.

"We already have menus. We don't need another system."

Right. You have menus for daily service. That's not what we're talking about.

When Barbara books your function room for her mum's 80th birthday, she doesn't want to see your regular Tuesday lunch menu. She wants to see "Margaret's 80th Birthday - Special Celebration Menu."

When Johnson & Co books a corporate lunch, they don't want your standard lunch specials. They want "Johnson & Co Annual Meeting - Executive Lunch Menu."

These are DIFFERENT menus. Event-specific. Personalized. One-time use.

Creating them in your current system means:

  • Printing physical menus ($80-100 each event)
  • OR emailing Word docs (looks unprofessional)
  • OR verbally explaining options (customer can't share with guests)

None of those work. That's why you outsource.

Digital event menus solve this by making creation fast (10 minutes), professional (branded templates), shareable (via link), and essentially free (after platform subscription).

The Categories of Events You're Leaving on the Table

If you've never actively marketed private events, here's what you're probably missing:

Birthday Parties - 12-15 per year potential
Average value: $800-1,200
Peak seasons: Year-round

Corporate Lunches - 8-12 per year if you target local businesses
Average value: $850-1,500
Peak seasons: Q1 planning, Q4 reviews

Wedding Receptions - 3-6 per year (small weddings, 40-80 guests)
Average value: $3,000-6,000
Peak seasons: May-September

Funeral Wakes - 6-10 per year
Average value: $600-1,000
Peak seasons: Year-round (unfortunately consistent demand)

Family Celebrations - Christenings, anniversaries, retirement parties (8-12/year)
Average value: $900-1,400

Total potential: 40-55 events per year

If you're currently doing 5-10 of these, you're leaving 30-45 events (and $30K-50K in revenue) on the table.

Frequently Asked Questions

Won't creating individual menus for every event take forever?

Takes about 10 minutes once you've got your template set up. Faster than calling a caterer for quotes, and you keep 100% of the revenue instead of $0.

Q: What if the client wants to make changes after I've created the menu?

That's the beauty of digital. Change the menu in 30 seconds, customers see updates instantly. With printed menus, you'd have to reprint ($80-100). With Word docs, you're emailing versions back and forth. Digital is actually the fastest option.

Q: Do customers actually care about having a "special" menu? Isn't this overkill?

Try this: Next time someone books a private event, send them two options. One is your regular menu with "party options available." The other is "[Their Name]'s [Event Type] - [Your Venue] - Celebration Menu." See which one gets shared more with their guests. The personalized version wins every time. People WANT their event to feel special.

What about printing costs? Some customers might still want physical menus on the day.

Sure. But you're printing 30-50 copies for the actual event day, not 30-50 copies for the BOOKING process. The digital menu handles the "should we book this venue?" stage. If they want physical menus for table settings on the day, print them then. You've already secured the booking and saved yourself the upfront printing costs.

How do I price private events differently from regular service?

Most venues charge 15-30% more for private events than regular menu prices. You're providing exclusive use of space, custom menu, dedicated service. A dish that costs $18 on your regular menu might be $22-25 in a private event package.

The Bottom Line

You don't need a caterer. You need better menu presentation.

Your kitchen can cook the food. Your staff can serve it. The only gap is creating professional event menus without the hassle and cost of printing or design work.

Digital event menus fill that gap. Ten minutes to create. Zero printing costs. Looks professional on every device. Clients can share with their guests instantly.

The venues keeping $30K-50K in annual catering revenue aren't doing anything magical. They just fixed the menu presentation problem.

Calculate your annual private event revenue opportunity. If you're currently outsourcing or turning away 20+ events per year, that's real money leaving your business. And the solution is simpler than you think.

Ready to dive deeper into specific event types?