Holiday Procurements: What Operators Should Lock In Before Prices Rise

The holiday season brings more guests, special menus and busy schedules for restaurants, hotels, resorts and senior living communities. It can also bring higher costs and supply delays.

For Canadian operators, planning can help protect profits and keep service running smoothly. Waiting until the last minute to order key ingredients and supplies can mean higher prices, fewer choices and extra stress.

Holiday procurement planning helps businesses manage costs, secure key products and prepare for busy weeks. By reviewing past spending and speaking with suppliers early, operators can make better buying decisions before the holiday rush.

1. Review Last Year's Spending

Start by looking at last year's holiday orders, invoices and sales. Identify which products cost the most and where prices changed.

Review key items such as:

• Meat, seafood, dairy and fresh produce.
• Holiday menu ingredients and desserts.
• Beverages and specialty products.
• Takeaway packaging and guest supplies.
• Cleaning products and other daily essentials.

Look for products that were hard to source or cost more than expected. Use this information to set a budget and decide which items need attention first.

For businesses with several locations, compare spending across sites. Shared buying plans can help teams find savings and avoid duplicate orders.

2. Lock In Key Products Early

Some products are more important to secure than others. Focus first on items that are central to your menu, cost a lot or may be hard to source during peak season.

Create three simple groups:

• Must-have items: Products your team needs to serve guests and keep daily operations running.
• Items to watch: Products that take up a large part of your budget or may face price changes.
• Easy swaps: Products you can replace with similar options without affecting quality or guest needs.

For example, a restaurant may need to confirm its supply of turkey, beef, seafood and seasonal produce. A hotel may also need extra guest supplies, cleaning products and banquet items.

Check prices, stock levels and order deadlines early. This gives your team more time to compare options and avoid rushed purchases.

3. Talk to Suppliers Before the Rush

Good supplier planning can help prevent delays and control costs. Contact key suppliers early to discuss holiday demand, delivery dates and possible price changes.

Ask these questions:

• Are prices expected to change?
• Will key products be in short supply?
• What are the final order dates for holiday deliveries?
• Are there minimum order sizes?
• Can current prices be held for a set period?
• What backup products do you recommend?

Share this information with your kitchen, purchasing and operations teams. Make sure everyone knows when to order and whom to contact if a problem comes up.

For businesses with several locations, coordinate orders where possible. This can improve visibility and help teams make better use of their purchasing volume.

4. Check Prices and Supplier Agreements

Review your current supplier agreements before placing holiday orders. Check product prices, contract terms, delivery fees and any planned changes.

Focus on products that make up a large part of your budget. Small price increases on high-volume items can add up quickly.

When comparing products, look beyond the price on the invoice. Consider pack size, food quality, usable yield and waste. A cheaper product may not offer better value if it creates more waste or takes longer to prepare.

For Canadian operators, costs may also vary by region and delivery area. Compare the full cost of each option before deciding.

5. Forecast Demand and Control Stock

Buying early can help secure supplies, but ordering too much can waste money. Extra stock takes up space and may spoil before your team can use it.

Use past sales, guest bookings and event schedules to estimate demand. Restaurants can review holiday reservations, while hotels can look at room bookings and planned events. Senior living communities can plan around meal schedules and special celebrations.

Before ordering, check:

• Expected guest numbers and meals.
• Planned menus and special events.
• Stock already on hand.
• Supplier delivery times.
• Storage space and product shelf life.

Update your forecast as bookings change. This helps you order enough to meet demand without tying up money in extra stock.

6. Plan for Supply Problems

Even with a strong plan, deliveries can be delayed and products can run out. Identify the items that would cause the biggest problems if a supplier could not deliver them.

Work with your kitchen or operations team to approve backup options. For example, you might choose another cut of meat or a similar seasonal vegetable.

Check that any replacement meets your quality standards, portion needs and dietary requirements. You should also confirm that staff can prepare and serve it as planned.

Where possible, identify a backup supplier for essential products. A clear plan helps your team act quickly without disrupting service.

7. Protect Your Holiday Margins

Your holiday menu can have a big impact on food costs. Before finalizing dishes, review ingredient prices, portion sizes and expected sales.

Look for ingredients you can use across several dishes. Shared ingredients can simplify orders, reduce waste and make stock easier to manage.

Calculate the cost of each menu item and review portions. Consider alternatives for products with uncertain prices or limited supply.

Do not make changes based on price alone. Quality and guest satisfaction still matter. The goal is to offer a great holiday experience while keeping costs under control.

How Entegra Can Help

Entegra helps Canadian businesses make smarter purchasing decisions through its purchasing power, supplier programs and industry expertise.

Here are a few ways Entegra can support your holiday plans:

• Purchasing power: Access supplier programs across food and non-food categories to help manage purchasing costs.
• Supplier support: Explore product options and supplier programs that fit your business needs.
• Purchasing insights: Review spending patterns to find areas where you may improve purchasing and reduce waste.
• Industry knowledge: Find purchasing solutions suited to your type of operation, from restaurants and hotels to senior living communities and resorts.

Every business has different needs. Entegra can help members explore available programs and resources to support their goals.

By reviewing your buying habits before the holidays, you can make more informed choices, prepare for busy periods and build better purchasing practices for the year ahead.

Get Ahead of the Holiday Rush

Do not wait until the busiest weeks to plan your holiday orders. Review last year's spending, confirm key products, speak with suppliers and set clear order dates.

A few simple steps now can help reduce last-minute costs, avoid supply problems and protect your margins.