Coffee Talk

In the words of Linda Richmond, “Dial 555-4444, cawll me and we’ll tawlk.” Coffee Talk was a fake talk show done by Mike Myers on Saturday Night Live.TM Every time I make a date to have coffee with someone, Linda’s raspy New York accent rings in my head, it makes me giggle every time. It’s the smallest and most intimate “event” one can schedule. Coffee at a local shop with a dear friend.

I wrote about the price of coffee (among other things) in my blog The New Liquid Gold. It’s still one of my favorite blogs. The $16.40 cup of coffee for the event I was working on at the time seemed preposterous. As I sat sipping my $7.14 caramel latte waiting for my friend to arrive, I wondered if the price of convention center coffee had shifted at all.

After a little bit of research and discussions with other planners, I discovered that the language in some contracts has changed. Instead of offering a per gallon price for coffee, they’re now offering a price for “3-gallons of coffee which generally yields 40 cups.” I was surprised how many times I encountered this verbiage verses the standard price per gallon. It’s a nifty way to say, “we’re still going to charge you as much or more but make it feel like you’re getting a bargain.” The going rate for 3-gallons is around $450. Add 8% sales tax and a 28% service fee (of course we have to account for the ++), divide by 40 and these days we’re looking at $15.55 per cup of coffee. Down $0.85 per cup from before. Hmmm. Also as Linda Richmond would say, “I’m verklempt, tawlk amongst yourselves.”

Personally, I still think it’s way too much for what’s required; water, beans, and heat. But I get that everyone needs to be paid. According to Macrotrends, the basic price of coffee beans per pound in January 2016 was $1.17. In January 2026, it was $3.60 per pound. That’s a 208% increase. By comparison, in the same years, the price of sugar has increased 3.5%, the price of corn is up 20%, and the price of chicken has increased by 41.3% (we feel this when talking with caterers, no?). The law of supply and demand is a very real thing. However, according to the Bureau of Labor and Statistics Data (and summarized by AI), the average cost of living from 2016 to 2026 has increased between 30.5% to 35%. With coffee up 208% how are we supposed to keep feeding our coffee habit at these ratios?

But I digress.

Since I work primarily with association and nonprofit organizations, watching the budget is paramount. Paying a zillion dollars to feed our attendees’ coffee habits is often just not feasible, however, when we don’t, our survey results suffer. The first year we tried to cut back and remove morning coffee, I thought our poor staff and volunteers were going to be carried off by an uncaffeinated mob thinking we’d betrayed them somehow. Since necessity is the mother of invention (or so the saying goes), we tried to come up with some creative ways to still offer to supply our attendees with their morning boost and not break the bank in the process.

Of course the first idea was to offer it as part of a sponsorship package. However, as our vendors are also almost entirely associations and nonprofits, their budgets cannot sustain the amount of money it costs to serve 2500 people coffee in the morning either. We also tried to break it up by offering different sponsorships for different coffee station locations, for cups, for sleeves, for napkins, and such. This was a bit overcomplicated.

Another idea was to offer a coffee tasting. We asked local coffee shops if they wanted to participate in this morning event, offering small sips of their locally sourced coffee, and perhaps providing coupons or samples for attendees to take home. We also allowed them to sell a limited menu of their signature drinks so attendees could get more of the ones they liked and keep the lines moving. This worked out pretty well but we needed to make room in the schedule to accommodate it. We had more time than money so the trade off was worth it.

One really outrageous idea we had was to find out where the largest coffee manufacturers were located in the US and either ask for donations or sponsorships, or consider moving the conference to their city and work out some type of partnership. Hawaii is the location with the largest number of coffee companies, however, getting there is a bit problematic. We would have just exchanged our cost of coffee for flights, hotels, ground transportation, and pretty much everything else as it’s all imported. Other location options included Burlington, Massachusetts, Frisco, Texas, and parts of California depending on which coffee company we chose. This one is still on the table but I’ll keep you posted.

In the meantime, I’m waiting for my friend to arrive, watching the patrons come and go; fascinated by the length of the lines, sizes of the drinks, and wondering what Linda Richmond would say about this.

Have you had to be creative in offering coffee at your event? Share your story here or
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Dinner as the Destination

Mood lighting. Velvety textured wall coverings. Heavy drapery. Waiters with crisp white shirts and pressed trousers. Smoke hanging in the air. Iconic music in the background like Frank Sinatra and Sammy Davis. A delicious prime rib steak done to perfection sitting on the plate in front of you. The feeling like you’ve known everyone here forever. Easy conversation, lots of laughter, and friendships. You’re at…the Supper Club. Or at least my imaginary initial version of one.

My mother periodically talks about going to the supper club with her friends. This concept has been lost on me for years. Why would anyone dine at a dusty, dingy, outdated, old-person-only restaurant anymore? The vision I had when she talked about her evenings out was of a stale smoke-smelling restaurant, VFW-style with carpeted walls like the 1970s, and tables as far as the eye can see with blue-haired patrons. What I didn’t realize until recently is that the supper club is making a revival. To understand the allure I did a little research.

I visited several websites only to discover that the supper club is a very midwestern thing. More specifically, the supper club was birthed in Wisconsin, or at least by a Wisconsinite, but all of the sites harken their roots to the state of Wisconsin. Supper clubs were more than just a restaurant, they were an experience. When prohibition was a thing, speakeasies popped up as underground bars and restaurants where patrons could still gather and enjoy a nightcap. After prohibition was reversed, many of these same establishments became supper clubs. Initially, they were private social clubs where members could gather for dinner, drinks, and conversation, but they quickly became available to the general public so anyone who wanted could experience their unique charm.1

I also didn’t realize there’s intentionality behind the decor and menu of these restaurants. They’re designed with warm, cozy lighting, dark furniture, rustic elements, and vintage photos so guests feel a sense of familiarity and comfort; like they have been coming as long as they can remember, and could stay as long as they liked. People can find community here and the waitstaff remember the names of guests for years to come. The menu is also designed to set them apart from traditional restaurants. Meals are multi-course, intended to slow the guest down for a dining experience. Steak, seafood, and cocktails are classic items at a supper club, and unique locally-sourced or focused menu items are also a staple so each club has the “flavor” of the town it’s in.

Because of the time it takes to complete a meal at a supper club, guests tend to mingle across the aisles. This is actually part of the reason people return to these clubs. It’s a social activity. New guests find themselves drawn to the ambience and friendliness. Returning guests consider it the go-to spot to celebrate the milestones of their lives like anniversaries and birthdays, making it a tradition to be among their community to share their memories.

Those of us who are old enough to remember the restaurants of yore, going out to dinner was a special treat, and one that took all night. Dinner WAS the thing to do – it was the destination, not a stop on the way to what was next. Dates morphed into dinner and a movie which was the staple in the 1980s. 2020 killed any social skills people had, and now we’re placing orders via an app and either picking it up or having it dropped off at the speed of light without interacting with another human being. Personally, I think it’s time to relearn how to look people in the eye while sitting across a table and having a conversation. Care to join me?

Have you visited a supper club lately? What did you like about it? Share it here or
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1.Hotel Seymore Supper Club. Club Ambiance: More Than Just a Meal. 2025. https://hotelseymour.com/2025/05/the-supper-club-ambiance-more-than-just-a-meal/

A Multitasker’s Dream

Multitasking is something that few people do well. However, for those of us who are proficient at combining the right types of activities together to simultaneously provide mental space to one and rote movements to the other, we can get a lot done in a short period of time. This particular type of event is one I have been planning more of lately, and for multitaskers, it’s perfect. They’re Lunch & Learn events. What’s better than eating lunch and attending an event at the same time?

The purpose of a lunch & learn event is efficient use of time. Those lunching might be learning a new skill or hearing about a new product while noshing on their meal. Most people are supposed to have a lunch hour, so rather than squeeze another meeting into what is likely an already busy schedule, adding some education while offering a free meal seems like occasional, well-used time. If budget is an issue, employees can always be asked to brown-bag it, however, if you want to encourage high percentage attendance, free food usually does the trick.

These events could also be used as fact-finding from a specific demographic of people. If you’re the CEO of an organization, you may schedule these events with different departments. If you oversee a large group of people you might break them down into subgroups; twenty-somethings, men, women, left-handed people, Capricorns…. you name it. The idea is to get information from a specific group of people to help reach a goal. You could be looking to improve your processes, reorganize your organization, or simply stay connected to what is going on in your business. Whatever your desired outcome, be sure to craft good, thought-provoking questions for the attendees. Then, listen. They lunch…you learn.

It’s helpful to set some expectations for these events. If attendees are learning something such as a new skill, be sure to inform them if they should bring their computers, and if the meeting is mandatory or optional. And, schedule the beginning and end time and stick to it. If information-gathering is the goal, the atmosphere needs to be completely judgement free for honest participation to happen. Asking clarifying questions is ok if they are truly to clarify something you are confused about, but not to probe or defend. To affect real change or meet your goal, you want people to speak frankly. If you create a culture where people feel free to participate without retribution, you could be amazed at the gems you will walk away with.

If you want the attendees to come prepared, you might want to send them information to review or ask them to come with their questions or concerns on a specific topic ahead of time. Some people are great at in-the-moment thinking but others need to noodle on a subject for a couple of days before their true genius comes out. And, know your audience. Don’t serve pizza unless you know the demographic you’ve invited to lunch are the pizza-eating kind. Food for a group of young attendees who are entering the workforce for the first time will have a different appetite than those who are looking forward to retirement.

Lunch & learn events don’t have to be complicated or expensive but they can yield great results when done well. Multitaskers in the room will feel a sense of accomplishment as they can check another meeting off their list while they dined. Trainers can rest assured their job was done and attendees now have information on the new product your company just released. And, a manager might be blown away by what the brown-eyed attendees from her department shared and she has some solid facts to take to her CEO to recommend some changes.

Have you planned a lunch & learn event? What is one thing that worked really well?
Share it here or send me an email! Let’s learn from each other.

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License and Registration Please

In my blog Beware of the Copyright, I talked about my experience as a volunteer producer having our live-stream feed shut down by a social media platform within seconds of airing a 2-minute video clip to introduce our guest speaker. It blew my mind how quickly this happened and how disruptive it was for all of those watching via the live feed. We had an accidental copyright infringement issue. With groups wanting to have walk-in and walk-out music for their events, including music as part of their events, and hosting sporting event watch parties, music licenses, commercial cable subscriptions, and satellite licenses need to be considered.

Walk-in and walk-out music using a streaming service such as SpotifyTM is fine for your daughter’s backyard birthday party. However, if you are hosting a large 3-day conference in a convention center for 2000 people, your organization would need to subscribe to a business account due to copyright laws.

Likewise, if you are having a band play music at your event, you also need to consider copyright laws. Organizations like ASCAP and BMI can provide access to different licenses based on your need. They can also advise whether or not you will need an additional streaming license if you are sending your feed to another location or online. If you are working with a church or nonprofit group to include worship music at your event, CCLI is the organization for you. All of these organizations safeguard the songwriters rights and ensure they get the proper royalties owed to them.

Given that it’s football season right now, groups are also planning sporting event watch parties. The Superbowl is coming soon and I know of several events that are in the planning phases. Again, if you’re planning a party for a few of your closest friends in your man cave, you don’t have to worry about what size screen you’re using, or the equipment you’re watching on, you just can’t charge your friends a fee to enter your home.

Churches can host watch parties but need to follow a few guidelines: 1) equipment used to watch the game must be church-owned and used for regular ministry purposes, 2) the screen cannot be larger than 55″, 3) the game must be shown on church-owned property, 4) no admission can be charged (but a free-will offering may be collected), and 5) churches cannot use trademarked logos or phrases in any of their advertising. Just call it something like “The Big Game.”1

Commercial properties such as restaurants and bars with multiple and large screens must purchase a license. Why? Follow the money. These establishments are making money either on admission or F&B sales, but they don’t own the content they’re showing. Again, it’s a copyright infringement issue. The NFL wants their piece of the action for using their game to draw people into a public event.2

So unless you want a cease-and-desist letter to show up in your mailbox after your event, be sure to review Section 110 of the Copyright Law. It is WAY cheaper to get the appropriate music, sports, or streaming license on the front end than it is to pay the penalty fees on the back end. The organizations providing these licenses are also very helpful and will talk you through what type of event you are planning and the recommended license to meet your needs. But, you have to pick up the phone.

Have you encountered an accidental copyright issue? Share what you learned here or
send me an email. I’d love to hear your story!

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1.Asiatico Law. Blog. Planning a Superbowl Party? Ryan Peak. January 2026. https://www.baalegal.com/planning-a-super-bowl-party/
2.SolidSignalBlog. What’s the Difference Between Having a Watch Party at Home and a Watch Party in a Bar? Stewart Sweet. April 9 2024. https://blog.solidsignal.com/tutorials/whats-the-difference-between-having-a-watch-party-at-home-and-having-a-watch-party-in-a-bar/#:~:text=You%20can%20watch%20anything%20you,real%20core%20of%20the%20answer.

Take a Seat

How many planners have ever had to create a seating chart for an event? The wedding planners in the room are probably going to be the fist to raise their hands, however, weddings aren’t the only events where you might do this. I’ve worked with corporate dinner functions where the client has asked for assigned seating to ensure people from different departments or divisions or locations are intentionally mixed together. This way, they get to meet some new faces and are outside the comfort zone of their friends. Depending on the size of the guest list, creating a seating chart can be quite an undertaking. Add the fact that people are selecting their main dish, and the time it takes to finalize the details increases.

Most attendees don’t appreciate the time and effort that goes into putting a seating chart together, especially when you have to ensure that people from the same department or location are not seated at the same table. Once that layer is considered, it is also kind to seat anyone not attending with their spouse or significant other with at least one other dateless attendee of the same gender. This way they don’t feel like a third wheel during the conversations, and by seating two people of the same gender at the same table, nobody can start random office gossip about two people dating who are not.

Depending on the desires of the event host, you may want to mix generations together, or you may be asked to attempt to keep like-generations at the same table. People in the same age and stage of life may have commonalities and therefore more to talk about; this table has young parents all with small children, that table has several empty-nesters, and still another has those who are new to the workforce. However, if the event host is interested in breaking down generational barriers, seating a combination of ages together will be another layer of importance in the planning process.

Still another consideration is leadership versus staff members. How much intermingling does the event host want between management and those they manage? I have seated some events where the host intentionally wants at least one leadership couple at each table so employees get to know and have time to interact with someone of influence they may normally never see. On the flip side, having younger employees sitting with upper management can feel intimidating and unless the manager is a great conversationalist, the evening can be incredibly uncomfortable for everyone in attendance.

Once all of the layers have been considered, the event host has to have a final look at the seating assignments if they have not been involved in making them. There will inevitably be interpersonal dynamics or office politics that should be considered when seating people next to each other to avoid a potentially uncomfortable scene from erupting.

Once your perfectly appointed seating chart is complete, if changes need to be made, there is a domino effect of changes to ensure you still have different departments, generations, levels of management, and personalities all at the same table. Every time. Every time someone needs to cancel. Every time someone’s plans have changed and now they can attend. Every time someone RSVPs late. Every time someone’s spouse can’t attend or now can attend.

Plus, if the attendees have made their dinner selection; i.e. chicken, beef, or salmon, you also have to tell the venue how many of each meal is needed at each table by number. For example, if you have eight people at table number one, you would let the venue know that this table needs two chicken, two beef, and four salmon, one of which is gluten-free. Then, create place cards with table and meal assignments so the attendees know where to sit and the waitstaff knows what to serve to whom.

It’s a dance. There’s a fine line between when to start this work so there’s enough time to get everyone assigned to a seat, have it reviewed, and get the information to the venue by their guarantee date, and starting late enough that you’re not constantly making changes.

Have you had an adventure creating seating assignments? Share your story here or
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