Feed the Team, Fuel the Dream: A Friendly Guide to Supplier Meals

You already have a long checklist for your big event — then suddenly you hear:“Supplier meals are needed.”

And the reaction might be: “Wait… there’s another budget item for that?”

Before you panic and imagine your budget sprouting wings and flying away — breathe. Here’s the gentle and honest explanation you deserve.

Disclaimer:

This explanation reflects my understanding built over years of experience, research, and conversations with fellow suppliers. Other suppliers may have different perspectives or approaches, and that’s completely okay.

We Are Independent Contractors — Not Regular Employees

In traditional office-based employment, workers are typically provided with:

• Regular shifts (e.g., 8:00 AM to 5:00 PM)

• Scheduled meal and rest breaks required by labor policies

• Consistent access to nearby dining options

• Job security — guaranteed employment for months or years as stated in a contract

• Clearly defined benefits in their employment agreement — such as meal allowances, transportation support, insurance, overtime pay, and other inclusions

By contrast, event professionals are independent contractors, meaning:

• We are project-based — hired specifically for your event day or the duration of preparations

• We are not paid monthly or covered under regular employment benefits

• Compensation is based on the agreed service package, which typically covers the skills and outputs required (coordination, set-up, photography, styling, production, etc.)

• Event days often require us to:

  • Arrive according to call time — sometimes before sunrise

  • Perform physically and mentally demanding tasks (lifting equipment, coordinating timelines, managing logistics, capturing important moments, etc.)

  • Work continuously without guaranteed formal breaks

  • Stay within the venue where food access may be limited

• For many suppliers, work begins a day — or for some, weeks — before the event (planning, design, rehearsals, sourcing, pre-event setups)

Event days can stretch 12–18 hours — sometimes double a normal shift. Unlike regular office jobs, meal breaks are not fixed and must be planned into the day. We have to stay where the magic happens.

We are not comparing apples to oranges — we’re comparing apples to pine trees 🌲 (Baguio version! hehe). Completely different setups. The point isn’t to suggest one type of work is harder than the other — it’s simply a different structure with unique demands that makes meal planning an important consideration.

Providing meals isn’t about maintaining basic performance — it’s about supporting a long, demanding day. Breaks and nourishment help the team stay focused, energized, and ready to deliver their best for the entire event.

So… Why not just include food in the package?

Because transparency is love. We want the breakdown to be clear.

If we add meals into the package price:

• Service fees will quietly increase

• You won’t know why costs look higher

Keeping meals separate ensures you see exactly what you're paying for.

➡️ Service fees = Skills + labor + gear

➡️ Meals = Fuel for performing those skills

It’s not pampering. It’s practicality — and it’s humane.

It’s All About Fairness + Quality

Here’s what a meal does:

✔ Keeps the crew energized

✔ Keeps attention sharp

✔ Keeps smiles real, not hungry-fake

And yes, packed meals are totally okay. A vendor meal does not mean we want to be part of your lunch/dinner buffet. Simple and decent meals keep the team happy and ready to deliver their best.

Client Shoutout: Some clients go above and beyond by providing survival kits—light snacks, candies aside from the main meals, or even inviting us to join the buffet. We truly appreciate these thoughtful gestures! Of course, we understand that budgets vary, so this is a welcome surprise but not expected from all. A decent meal is always enough; anything extra is just icing on the cake.

Clear Agreement Prevents Confusion

Supplier meals or allowances are not automatically included in packages — policies may vary from one supplier to another. That’s why it’s important that:

• Suppliers clearly indicate their meal requirements in their proposal or contract, and

• Clients review, clarify, and ask questions if something isn’t specified

A simple conversation early on avoids misunderstandings on the event day. When both sides are aligned, expectations are set correctly and all services can run smoothly.

This is also one advantage if you have a coordinator. You’ll know early on about supplier meal needs. This helps you plan your budget and include provisions in the contract, so it’s not a surprise on the event day.

Client Concerns We Understand

Concern	Our Response
“At work/companies, we buy our own food.”	As independent contractors working on a project basis, our published packages cover services, not meals; unless stated in the contract.
“It’s another additional cost”	Totally understandable! That’s why it's okay to provide allowances or simple meal options — not full plated dinners.

This isn’t about treating suppliers like employees — again, each event varies in requirements.

We Respect Budgets — Always

We never push for anything extravagant. We’re open to:

• Affordable crew meals through caterer

• Practical packed meals

• Reasonable allowances

We want solutions that work for you and keep the event team fully capable of doing their job. The Goal: Balance. No stress, no guilt — just teamwork.💛

Note: Professionalism Remains — With or Without Meals

Not feeding us will NEVER affect the quality of our skills or professionalism.We will always give our best — because we love what we do.

BUT…

A little kindness can inspire a lot of extra magic. When suppliers feel cared for, morale rises — and that often translates to even greater effort, patience, and creativity throughout your event…even more than we already do.

It’s goodwill that creates a positive environment.

Final Bite-Sized Thought

You’re not just hiring services. You’re partnering with the people who make those services come alive.

Supplier meals are a simple way to support the team that supports your day.

Feed the team, fuel the dream. A cared-for team is a committed team. And a committed team helps make your celebration unforgettable.

At the end of the day, everyone wins just because we chose to mutually care for each other.