At this point, just about every type of event has been taken virtual! From trade shows to performances, conferences and everything in between, live-streaming and virtual platforms have kept people connected and entertained. At JGL Foodservice Consultants, we never want a client to feel they have to select a food service provider without tasting the food first. Over the past year, we developed a formula for creating virtual tastings! Check out our ten tips for planning a successful virtual tasting:

1. Develop Clear Instructions

Operators should be provided with clear instructions prior to the tasting. Food service providers will often ask the following questions, so be prepared to address these points in your instructions:

• Should beverages be included in the tasting box?
• Should disposable ware be provided?
• What types of meals are you hoping to see? Lunch entrees? Grab and go items?
• Is the packaging of the food items relevant to the decision-making process?
• Should typed menus be included (with information regarding allergens)?
• Are all of the tasting participants local?

2. Plan Your Temperatures

Our team recommends that Operators plan an entirely room temperature tasting so that the food can be delivered on the day of the tasting and be immediately consumed. This will ease concerns about preparation time, safety, and storage.

3. Provide Proper Planning Time

Virtual tasting events take a lot of time to plan! We’ve found that three weeks is the minimum amount of time needed to prepare properly. This gives Operator’s time for menu development, packing and sourcing, and figuring out the logistics for shipping and delivery.

4. Watch the Weather

Keep an eye on the weather! Delivery and shipping can get tricky if the weather becomes an obstacle. We encourage clients and Operators to be open to discussing alternative dates or back-up delivery plans in case of extenuating circumstances.

5. Check Your Calendars

Overnighting cold packaged perishable boxes can typically only be sent Monday through Friday. We find it best to stay away from scheduling tastings on a Monday to alleviate any potential shipping issues!

6. Share Information

All tasting participants should receive the instructions that were shared with Operators prior to the scheduled tasting time. This is crucial to make sure everyone understands exactly what was asked of the Operator.

7. Allow Timely Access

Operators should be allowed to log into the virtual platform (we prefer Zoom) where the tasting will take place at least ten minutes prior to their scheduled tasting. This allows the Operator a few minutes to acclimate themselves and their team before “show time!” (Utilizing virtual breakout rooms for the client group or selection committee prior to the tasting is a good idea if possible.)

8. Schedule Meeting Times

The selection committee should schedule short (15 minutes) meetings after each tasting. This provides the opportunity to quickly recap and discuss initial thoughts focused on one Operator at a time. After more than two tastings, it can get confusing to keep the details straight!

9. Stay Flexible

There is no perfect science or one right way to manage this type of virtual event. It is important to work with the Operators and allow them the opportunity to talk through their challenges or concerns. If you are too rigid, you won’t be getting the Operator’s best, and that doesn’t help your process. Encourage the Operators to get creative and think outside of the box! Gently pushing a potential Operator out of their comfort zone is a great way to see how they deal with new situations.

10. Clear Out Your Refrigerator

Hello leftovers! A JGL Foodservice Consultant pro tip is to clean out your fridge ahead of time to make room for all those delicious leftovers! Also, don’t forget to come prepared with an appetite!

If you’re considering embarking on a selection process, contact JGL Foodservice Consultants today! Our team is ready to help however we can, in person or virtually!