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Streamline Event Catering for Events and Festivals [Review] #imex18

Streamline Event Catering for Events and Festivals [Review] #imex18

Grub Stub is the web-based meal administration system to handle catering extra effectively at your occasion. Right here is our evaluation.


Grub Stub: What Is It?

Grub Stub is an automatic meal administration system that may save time and cash and scale back meals waste for occasions and festivals of all sizes.


The digital software tracks all the meal knowledge from the planning levels, to your reside occasion, and proper by way of to post-event. It allows the group of crew, contractor, and artist meal allocation. Grub Stub replaces the necessity for guide meal ticketing, to make catering extra correct and environment friendly.


Grub Stub is a web-based answer which lets you perceive the explanation why meals go uneaten. The system offers caterers and occasion managers with the instruments to precisely estimate the variety of meals to prepare dinner, subsequently decreasing the damaging influence on budgets and the surroundings.


As much as 40% of crew meals go uneaten at occasions. The Grub Stub system can determine the place this pointless waste is coming from and provide the knowledge to dramatically scale back the influence of uneaten meals.


Grub Stub reduces the occasion supervisor administration time for meal administration. Via the system, you’ll be able to delegate duties to nominated managers to allocate and affirm their very own employees/division catering numbers while staying in management with general meal limits, handle service from a number of catering factors and settle for or reject further meal requests acquired on-site on the occasion. Single printed or digital Grub Stubs substitute the necessity for quite a few meal tickets, slicing queues on the catering factors and decreasing the danger of misplaced tickets.


The catering interface offers elevated visibility within the kitchens to assist them plan the necessities for the occasion extra exactly. Customers profit from options resembling including their dietary requests to pre-warn the catering staff of their wants to allow them to be offered for, managing bulk meal order collections, and viewing menus for every day of the occasion. Grub Stub has been developed with GDPR in thoughts and ensures the protected administration of delicate private knowledge, corresponding to allergic reactions and dietary necessities.


Grub Stub has been created by skilled occasion manufacturing managers, with expertise of engaged on a few of the largest and revered festivals within the UK, similar to Glastonbury and the Boomtown Truthful. Grub Stub is an concept which has been developed on-site by way of numerous reside pageant and occasion tasks and the benchmarking knowledge from these occasions helps anybody utilizing Grub Stub to profit and keep away from wastage at their occasions utilizing the automated benchmarking calculations.


Let’s discover out extra!



The Important Classes of Options Are

Pre-Event Meal Administration Planning. A web-based system for occasion managers, to assist meal planning and set meal limits for delegated departments and teams at their occasion. Crew can add dietary necessities and allergy particulars to their profile. Caterers can verify the interface for efficient inventory planning.


Stay Catering and Event Meal Administration. Digital or printed meal tickets (Grub Stubs) are scanned on the catering level to confirm and report the transaction. Grub To Go can be utilized to authorize one runner to handle group assortment orders simply, accounting for dietary necessities and catering availability.


Monitoring, Reporting and Invoicing. Determine after every meal service the place wastage is happening to examine and make changes to keep away from additional wastage. Determine patterns to enhance future allocations. Bill again any meals to contractors that are agreed to be charged again after the occasion on the agreed price.





With years of expertise working in occasions, Grub Stub has developed options and instruments to deal with the issues introduced when feeding crew, artists, and delegates. Grub Stub was established seven years in the past. The unique system ran for 4 years and then they rebuilt the present system from the bottom up. The workforce continues to make use of Grub Stub and run it within the fields to maintain enhancing the techniques and benchmarks.


Setting Up the System

To get began with Grub Stub the occasion organizer logs in to the system and creates the account, including basic information, timezone, foreign money, catering dates, and occasion dates. A emblem may be added or throughout arrange the occasion planner can create a easy graphic utilizing the primary three letters or an abbreviation of the occasion identify. Dropdown menus element easy methods to use it. You’ll be able to estimate the full meals and additionally Redemption Factors the place the meals could be collected from. This info could be refined because the occasion will get nearer.


Crew, Contractor and Artist Catering

If you invite customers to the system they get an e-mail explaining how Grub Stub works in order that they will create their particular person account and log in. This enables customers to replace their dietary and allergy necessities and contact particulars if required. The top consumer can switch safe info to the caterer to assist them plan and work absolutely in keeping with knowledge safety and GDPR laws. Managers can specify and plan prematurely when their employees will want meals, the place their group members can be based mostly, and the closest catering station they may use in order that the knowledge might be extra correct to keep away from wastage. Crew, contractors, and employees typically don’t know prematurely when or the place they’re consuming onsite however they will assessment the allocations of their account to be told. 



Totally different teams could be arrange on the system, similar to manufacturing workplace, tech, artists, ops, safety. The system allows uploads for present knowledge by way of Excel and CSV utilizing a template to add meal necessities for breakfast, lunch, and dinner. Lots of and hundreds of rows may be added within the background and all column headings are clickable to type as required.


It might take a couple of minutes to add for giant occasions however any additional updates are straightforward by way of the system. For instance, if any employees are confirmed to work additional shifts it may be mirrored instantly on the system.


The Supervisor or Division Supervisor have entry to import their very own group. You possibly can set a restrict, e.g. 200, and then the supervisor can distribute to the related employees and the occasion supervisor can see what number of are getting used. The redemption level can be set. That is reassuring that on giant websites, occasion employees don’t need to stroll throughout the location, they are often allotted to go to the closest level. The group could be given a default catering level however particular person customers can change to a different location prematurely if will probably be extra handy for them.


The occasion supervisor can set the deadline as much as which managers could make modifications and lock down the system. The occasion supervisor can all the time make modifications, even all through the reside occasion.



The Various to Meal Tickets

A brand new function is that customers can obtain their Grub Stub to their cellular system, which then holds all the meal knowledge for that occasion, eradicating the necessity to print meal tickets altogether. This replaces the necessity for a number of meals vouchers, chopping queues on the catering factors and decreasing the danger of misplaced tickets.


For any customers that don’t choose to make use of a digital Grub Stub, a model may be printed which might be single-use or final for the period of the occasion as required for that individual. Single-use stubs might be very helpful for safety, stewards, litter pickers, artists, volunteers, who require extra flexibility between individuals or for issuance on the finish of a shift. A Grub Stub can cowl an occasion for any period, and the printed desk can present as much as three weeks, and as much as 5 meals a day. It provides ID, identify, staff, position, the place they’re consuming and a QR code.


The printed Grub Stub makes use of thermal printing, black on white. The printed model is A7 (the identical measurement as their occasion cross). The system can routinely detect people who have downloaded their move and solely print out the passes for people who haven’t accessed their account. That is a lot better from a sustainability angle as a excessive proportion of customers favor to make use of the digital Grub Stub – round 75% will select this feature at most occasions.


Caterer Planning

Confirmed catering corporations may be despatched an invite when their involvement has been confirmed. The catering interface offers elevated visibility for the kitchens, permitting caterers to plan for dietary necessities, entry stay knowledge and handle giant orders with ease. Caterers get their very own log in for the occasion to entry catering particular pages, view meal numbers and dietary necessities to assist planning, add menus, and view supper time progress. Grub Stub additionally means caterers don’t have to rely meal tickets on the finish of the meal sitting.



The caterer can listing dishes and the menu for every day in order that the manufacturing workplace avoids regularly getting requested the identical questions! As an alternative, they will see for themselves. That is very useful if they’re sending somebody to gather their meals for them too.


Redeeming Grub Stubs

On the catering level, there must be a scanner plugged right into a laptop computer on the catering unit. They will scan the QR code on the ticket or sort the code into the field. It provides a cheery ding and inexperienced field if the meal order is authorised. If there isn’t a allocation out there, it makes a unfavourable noise and provides a pink field.


Caterers can simply see the newest orders via out to assist them to examine and maintain monitor if they will’t function quick because the orders are coming in. Crew catering additionally has a check mode to assist them familiarize yourself with the system and practice up employees earlier than actual service begins.




The Grub Stub quote will advocate whether or not it will be higher to purchase or rent within the hardware wanted. Grub Stub advocate and provide strong gear, comparable to scanners, thermal printers, and consumables. These are mud, filth and usually pageant resilient. Laptops will not be offered and have to be offered by the occasion supervisor.


Grub To Go

The brand new Grub to Go function makes bulk assortment of orders straightforward and reduces downtime ready for meals to be prepared. A supervisor can put everybody onto one stub to authorize one member of employees to go and acquire the entire order. Customers can view the menu decisions, in order that they know what they’re getting. The Grub To Go carries dietary/allergy info too and the place to go to gather the meals. This can be a priceless function at a busy occasion when occasion employees can wrestle to take sufficient outing to eat. Coming quickly, the caterer will even have the power to approve or postpone assortment orders based mostly on their capability at the moment.


Catering Insights and Redemption Price

Attaining 100% meal redemption for a single sitting is uncommon, Grub Stub has solely seen this twice! However with higher insights, you’ll be able to improve your redemption fee. Grub Stub is in a singular place to know the explanation why meals go uneaten; and how caterers and occasion managers can precisely estimate the variety of meals to prepare dinner and subsequently scale back the quantity of meals wasted. Grub Stub gives some normal calculations and ratios to assist plan extra effectively.


WiFi Fail and Submit Meal Redemption

The system wants WiFi entry to function in real-time and, on greenfield websites, tech, turbines and WiFi can typically go down. If the system is down although, the caterer can nonetheless do offline scanning or notice down the code so as to add into the system when it comes again up. Clearly, because of this any points aren’t notified instantly but when there are any anomalies, these are famous as extras. On the similar time, you’ll be able to’t change the previous knowledge, which suggests that there’s confidence from the caterers within the system.



For conditions the place there’s an settlement for catering to be charged again, comparable to with contractors, Grub Stub can shortly add in employees and whether or not they have to be recharged (and the speed). There are 4 choices obtainable:

  • keyboard_arrow_right Meals charged again at value
  • keyboard_arrow_right Meals inflated by a small quantity e.g. charged again at £1 or £2 greater than the price worth
  • keyboard_arrow_right Charged based mostly on what they ask for forward of the occasion
  • keyboard_arrow_right Charged based mostly on what they redeem on website on the occasion


Invoices might be generated instantly after the occasion for quick settlement.


Statistics and Benchmarks

There are 4 stats pages. Caterers have entry to the dietary necessities and catering numbers however to not the meals, billing and teams space. The present meal sitting exhibits redeemed, information figures, system and dietary. This permits the caterer to see how far by way of they’re and what number of employees meals are nonetheless to return.


The meals part is just like the scans web page however you’ll be able to go into the previous and future. Group stats show to the final full meal.


Catering Information Figures

Information Figures have all the time been achieved on Excel for years however the numbers and uptake and unexpected modifications have all the time been troublesome to handle. Grub Stub is consistently recording towards reside figures the share that really get allotted.


The Grub Stub benchmarking reveals that 80-85% are likely to eat meals on common. This might be 50% or much less for Monday morning breakfast after a pageant or occasion however greater once more for Monday lunch. For a primary occasion, occasion managers are inspired to make use of the earlier yr’s figures and add an applicable proportion. Every occasion is exclusive however Grub Stub can advise on developments detected by the system which means you can also make extra balanced and knowledgeable selections.


Events that utilized the Grub Stub Information Figures wasted 16% much less in yr one alone. The extra you employ the system for occasions and festivals the extra particular the info might be to your occasion group.


Tackling Wastage Through the Event

The info may be proven per group. The distinction between allotted and redeemed exhibits the wastage. This enables the occasion supervisor to reorganize to filter hit record of worst offenders and deal with the worst offenders straightaway. It’s highly effective to point out the details and illustrate what the influence is, Knowledge encourages managers to be extra exact. The occasion supervisor can regulate the group allocation to extend accuracy for future meal allocations.


Catering Modifications

Requests for further meals or catering may be logged by way of the system and the occasion supervisor can see the pending requests and any requests for additional meals. The hierarchy above can affirm and authorize or deny the request. This may be delegated to managers to lighten the load.


Meal tickets are all the time a nightmare and eat up time. It’s also straightforward to lose monitor. Grub Stub cuts the time that meal ticket dealing with takes, and reduces human error, corresponding to miscounting or incorrect ticket redemption. In fact, with commonplace meal tickets customers would often report back to the workplace day by day to gather the day’s tickets. Utilizing Grub Stub signifies that you see your crew within the workplace much less.


Catering Value Financial savings

Assuming a meal prices £5, Grub Stub has discovered festivals on common spend £23,500 on uneaten crew meals, and as much as £100,000 for occasions serving greater than 35,000 meals.

This not solely impacts your catering spend however the surroundings too. Cooked meals can’t be salvaged for donation so it often results in the compost or common waste bins, with the price of disposal an extra burden on the price range.


The cash wasted from the occasion price range is brushed apart and typically not absolutely calculated. Notably for giant occasions, Grub Stub is a software that has the potential to pay for itself due to the cost-savings made by minimizing wastage.





Pre-Event Meal Administration Planning

  • keyboard_arrow_right On-line System
  • keyboard_arrow_right Accessible to occasion managers, crew, delegates, and caterers to assist planning and interplay.
  • keyboard_arrow_right Add spreadsheets or enter knowledge immediately.
  • keyboard_arrow_right Actual time updates.
  • keyboard_arrow_right Delegate allocations to nominated managers to verify that necessities for their workforce or division.
  • keyboard_arrow_right Set and use Meal Limits to remain in command of allocations for delegated departments and teams.
  • keyboard_arrow_right Employees can add dietary necessities and allergy particulars to inform the caterers.
  • keyboard_arrow_right The catering interface aids inventory planning, supply, and billing.


Reside Catering and Event Meal Administration

  • keyboard_arrow_right Printed or digital tickets. One scannable and sturdy Grub Stub replaces a number of meal tickets.
  • keyboard_arrow_right Customers can entry their Grub Stub digitally by way of their telephone, which is all the time with them.
  • keyboard_arrow_right Printed tickets are created for people who want them or routinely printed for anybody that hasn’t accessed their account.
  • keyboard_arrow_right Grub To Go: Handle giant assortment orders simply, accounting for dietary necessities and catering availability.
  • keyboard_arrow_right Handle a number of redemption and factors from one system to enhance allocations and finances accuracy.
  • keyboard_arrow_right Caterers can scan tickets or sort in a code and are notified if the Grub Stub is legitimate or not.
  • keyboard_arrow_right Offline mode saves knowledge if the WiFi fails.


Monitoring, Reporting and Invoicing

  • keyboard_arrow_right Entry Stay Meal Knowledge.
  • keyboard_arrow_right Monitor and reply to meal progress with real-time updates.
  • keyboard_arrow_right Changes may be made submit meal service however solely by approved customers.
  • keyboard_arrow_right Determine the most important wastage at every meal serving to keep away from repeating waste on the subsequent servings.
  • keyboard_arrow_right Get insights into knowledge and that will help you determine patterns and enhance future allocations.
  • keyboard_arrow_right Bill again any meals to contractors that are agreed to be charged again.
  • keyboard_arrow_right Set the speed and settlement particulars that meals are invoiced again at (at value or at a selected price, charged for what was order or charged for what was redeemed, and so on).



Who Is It For?

Grub Stub is primarily a device for Event Organisers and Managers to arrange a Grub Stub account for their occasion, however the system advantages everybody who makes use of it. Grub Stub is used for occasions and festivals worldwide, notably inside the UK and US markets. It really works on all sizes of occasions however the bigger the occasion and the larger the catering requirement the higher the potential efficiencies when it comes to time, cash, meals waste, and sanity!


Execs and Cons

  • keyboard_arrow_right Streamlines administration, cuts meal ticket dealing with time, and eliminates miscounting or flawed ticket redemption.
  • keyboard_arrow_right Reconcile and bill immediately to any contractors which have this association.
  • keyboard_arrow_right Personalised stubs scale back ticket swapping and allocations could be amended remotely.
  • keyboard_arrow_right Set up patterns from previous occasions for extra correct redemption predictions. Caterers have detailed figures for dietary requirement issues and inventory management.


  • keyboard_arrow_right Customers are issued with one meal ticket or obtain the ticket to their telephone and this covers the period of the occasion. With commonplace meal tickets, customers would often report back to the workplace every single day to gather the day’s tickets so that you see your crew/employees within the workplace much less.
  • keyboard_arrow_right If the WiFi fails the tickets can’t be verified in real-time. Because of this any errors will probably be recognized when the connection is restored.
  • keyboard_arrow_right Meals waste is usually an accepted by-product of occasions, which signifies that correct knowledge on the true wasted finances may be troublesome to seek out. This makes it troublesome to pinpoint precisely how a lot Grub Stub can save a big occasion.
  • keyboard_arrow_right A laptop computer and scanner are wanted for the caterers to scan the Grub Stubs.



Pricing and Plans

Grub Stub is priced per occasion. Pricing is decided by quite a lot of elements together with the full variety of meals allotted, the occasion’s period, further hardware choices required and consumables. Contact Grub Stub immediately for an correct quote. A reduction is given for a number of occasions.


You’ll be able to request a quote for your occasion by way of the web site.



In Conclusion

Grub Stub is a intelligent system that shall be value its weight in gold for occasions and festivals managing numerous crew, employees, contractor and artist meals. Through the use of the system you’re instantly benefitting from business insider information and the info it generates all through your occasion can be utilized to scale back wasted meals, cash and time particular to every occasion venture. Modifications may be made stay in the course of the occasion and new knowledge might be generated to be much more scientific about catering necessities for future editions of your occasion.


Disclaimer: Evaluations are paid for placements. Whereas Event Supervisor Weblog receives a payment to extensively take a look at the device and evaluation it intimately, the content material of the evaluate is unbiased and certainly not influenced by the corporate. When you have any questions please use the contact us part.


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