Elevating Food & Beverage using External Suppliers with Erin Weldon from Team San Jose
In this episode, Gregory sits down with Erin Weldon, the Director of Food & Beverage at Team San Jose, to explore the nuts and bolts of managing food and beverage logistics in large-scale events. Erin, with seven years of experience at Team San Jose, dives into her journey, the challenges of the evolving event industry, and how a combination of innovation, community partnerships, and sustainable practices help create extraordinary experiences for event attendees.
Key Topics:
Adapting to Changing Event Expectations
Erin reflects on the shift in client expectations post-pandemic, particularly how budgetary constraints have changed the way events are planned.
"Events used to have more wiggle room for fun enhancements, but today, creativity is about delivering an incredible experience while keeping costs in check," she says.San Jose Convention Center Overview
Team San Jose's prime location in the heart of Silicon Valley offers a variety of event spaces, including three expansive exhibit halls and proximity to iconic theaters. Erin explains how the versatility of these venues—along with two hotels and easy access to the airport—makes San Jose an attractive location for event planners.Building Meaningful Vendor Partnerships
A critical aspect of Erin's work is building trusted, long-lasting partnerships with local vendors. For example, Erin shares her experience working with Frank from Academic Coffee, a community-focused espresso vendor, who has been instrumental in elevating the guest experience at Team San Jose events.
"The relationships we cultivate with local vendors go beyond transactions—they're a way to give back to the community," Erin notes.Sustainability at the Forefront
As sustainability becomes an increasing priority for event planners, Erin highlights Team San Jose’s commitment to eco-friendly practices, including compostable flatware and supporting vendors who align with their environmental mission.
"Sustainability isn’t just a buzzword for us; it’s integral to how we operate and work with our clients," Erin explains.Navigating the Union Landscape in Event Planning
Erin discusses the importance of working within union contracts and how Team San Jose balances the need for outside vendors with maintaining an equitable relationship with in-house staff. "We always want to bring in external vendors when necessary, but we ensure they fit within our union protocols and don’t disrupt the harmony of our team," Erin says.The Timing Challenge: Starting Conversations Early
When it comes to sourcing specialty items, such as a Boba tea station or custom cookies, timing is key. Erin shares that 90 days is the ideal timeline to begin these conversations, as permits, vendor coordination, and health codes all require significant lead time.
“The earlier you start, the smoother the event will run,” she advises.Elevating the Event Experience through Community and Vendor Partnerships
Erin emphasizes the importance of collaboration between planners and vendors. She explains that by starting early and having open discussions with the venue, planners can elevate their events by incorporating unique local experiences that guests will remember, all while keeping within budget.
Episode Highlights:
On the importance of community engagement: “Our mission is really to build better relationships within our community, which is why we prioritize working with local vendors who are part of the San Jose fabric.”
On the power of early planning: “Sourcing unique items and working with outside vendors requires advanced planning—90 days out is the latest you should start having those conversations.”
On balancing sustainability with creativity: “It’s not just about avoiding plastic; it’s about being creative with your offerings and enhancing the guest experience sustainably.”
Episode Resources:
Visit the San Jose Convention Center for more details on their venues and services.
Learn more about Frank from Academic Coffee and his partnership with Team San Jose.
