In event catering, there’s more at stake than just serving delicious food—each event is about crafting an unforgettable experience. As someone who's been in the catering equipment business for years, I’ve seen time and again how crucial proper planning is to ensure all the elements come together seamlessly.
From the food to the setup, each component must gel to create the best atmosphere and flow. However, with so many elements all moving dynamically, the process can easily become overwhelming. Whether you're a caterer, an event planner, or someone organising a big event, this post will guide you through the procedure of event catering step by step.
In this guide, we’ll cover:
By the end, you’ll have a blueprint offering flawless catering planning that will leave a lasting impression on your guests.
The type of event you're hosting will significantly impact your catering decisions. Corporate events, weddings, and private parties each have individual requirements.
For corporate events, efficiency and professionalism are key. Employ easy-to-eat foods that don't interfere with networking. At a business conference once, I worked with a company that served finger food like mini quiches and bite-sized sandwiches – they were a hit because attendees could eat while mingling.
Weddings and parties are celebrations calling for more elaborate setups. At a recent wedding, a catering equipment client of ours, had created a grazing table spread with local cheese, fruit, and charcuterie – it was delicious but also looked delicious as a stunning centrepiece.
Understanding the event's purpose is crucial. Is it a formal dinner to impress clients? A casual get-together to boost team morale? The purpose will educate your catering choices.
A recent tech startup wanted to launch their new product with a futuristic-themed party. The catering company (who was a client of ours) created a molecular gastronomy menu that perfectly matched their innovative brand image. It was a huge success because the catering was relevant to the event's purpose.
Accurately keeping on top of guest numbers is essential to successful catering planning. Always incorporate contingency in your headcount. It's better to have extra food than to run out.
At a charity gala, the organisers underestimated the attendance, requiring the catering company to scramble to prepare more food at the last minute, which was stressful for everyone involved. Since seeing that, I always advise clients to add a 10% buffer to their guest list.
Most caterers charge per head, so every guest counts. Keep on top of numbers with a clear RSVP deadline and follow up with non-responders.
When allocating your budget, prioritise. Food and beverage costs usually comprise 30-40% of the total budget. This varies with the event type and how important the culinary experience is.
I saw a catering client once who insisted on serving premium champagne at their corporate anniversary party. The catering company adjusted other areas of the budget to make it work, aligning with their company culture and impressing their high-profile guests.
Keep costs down without compromising quality by considering these strategies:
1. Opt for crowd-pleasing dishes that are cost-effective.
2. Set up interactive food stations, like a build-your-own pasta bar. Guests love choosing their favourites.
3. Go heavy on appetisers and keep main courses lighter.
4. Choose seasonal ingredients to emphasise freshness and reduce costs.
5. Consider a cash bar instead of an open bar.
At a university alumni event we attended, there was a build-your-own pasta bar with various sauces and toppings. It was a huge success, and the interactive element added fun to the event with no fear costs would escalate.
Here's a sample budget breakdown for a 100-person corporate event:
Total Budget: €11,950
This is just an example. Your actual budget may vary based on your specific event needs and location.
When selecting a venue, consider:
1. Accessibility for guests and catering staff
2. Parking availability
3. Kitchen facilities in relation to the planned menu
4. Power supply for catering equipment
5. Loading and unloading areas
I once provided the catering equipment for an event in a beautiful hilltop location, but the narrow, winding road made it challenging to transport equipment and supplies. We managed, but it added unnecessary stress to the day.
Space is crucial for both guests and catering operations. Cater for:
2. Bar areas
3. Behind-the-scenes prep space
4. Guest seating and mingling areas
5. Dance floor or entertainment space (if applicable)
At an outdoor wedding, a catering equipment client of ours underestimated the space needed for the buffet setup, leading to long lines and frustrated guests. Always do a thorough site visit and map out the catering areas in detail. Compare this to guest numbers to assess logistics.
Clarify any vendor restrictions the venue might have. Some venues require you to use their in-house catering, while others have a list of preferred vendors. Always establish these details early before signing any contracts.
When selecting your menu, consider:
1. Event type
2. Time of day
3. Budget
4. Seasonality of ingredients
5. Guest preferences
For daytime corporate events, I often recommend lighter fare like salads, sandwiches, and fruit platters. Evening events usually call for more substantial hot options.
At a summer garden party, a catering equipment client served a variety of cold soups, grilled skewers, and refreshing sorbets. The menu perfectly complemented the outdoor setting and kept guests cool in the heat.
Accommodate dietary restrictions such as vegetarian, vegan, gluten-free, and dairy-free diets.
Create dishes that cater to multiple dietary restrictions. For example, a quinoa salad with roasted vegetables can be vegan, gluten-free, and dairy-free, appealing to several dietary needs simultaneously.
To gather dietary information:
1. Include a section in the RSVP form for guests to specify their dietary needs.
2. Work closely with your caterer to ensure these needs are met.
3. Have clear labels for all dishes indicating common allergens.
4. Train staff on the menu and dietary options to assist guests with their questions.
Here's a sample menu that caters to various dietary needs:
Appetizers:
Main Course:
Sides:
Dessert:
Timing is crucial for event catering. Create a detailed schedule that includes:
1. Setup times
2. Meal service times
3. Cleanup
4. Key event moments (speeches, presentations, etc.)
At a recent corporate gala, a caterer planned the hors d'oeuvres service to coincide with the networking hour, followed by a seated dinner during the keynote speech. This timing kept guests engaged but able to mingle and be comfortable throughout the seated meal.
Clear communication and well-defined roles are essential. Assign specific tasks to each team member and provide them with a detailed event day guide.
Roles to consider:
1. Event Coordinator
2. Head chef
3. Kitchen staff
4. Servers
5. Bartenders
6. Setup and breakdown staff
At one event, a catering equipment client of mine, forgot to assign someone to manage the coffee station, leading to confusion and delays. Since then, they have ensured someone is responsible for even the smallest detail.
Always have a backup plan for problem situations:
1. Food shortages: Have extra ingredients on hand for simple and quick preparation.
2. Equipment failure: Bring backup equipment or have a rental company on standby.
3. Staff no-shows: Have a list of on-call staff members.
4. Weather issues (for outdoor events): Follow the forecasts and plan for a tent or indoor space in case of rain.
Collecting feedback from guests provides valuable insights. Send out a short survey after the event to quiz clients about:
1. Food quality
2. Service
3. Overall experience
4. Suggestions for improvement
At a charity dinner, a catering equipment client of ours, received feedback that the vegetarian option wasn't as satisfying as the main course.They took this on board and improved their vegetarian offerings for future events.
Hold a post-event meeting with your team to discuss:
1. What went well
2. Areas for improvement
3. Guest feedback
4. Logistical challenges
5. Ideas for future events
For example, after a challenging event, your team might reveal that they felt they needed to communicate better. Investing in walkie-talkies for the next event, may significantly improve people’s ability to stay in touch.
Planning catering for an event is more than just cooking and serving a meal—it’s about orchestrating every step of the way to create a seamless, memorable experience for your guests. From coordinating the right equipment to communicating with your team and clients, careful attention to each aspect is key to success.
When all the elements come together, the result is a celebration that is greater than the sum parts that everyone will remember. Proper planning is your best secret weapon, ensuring everything from the food to the layout of the dining hall flows smoothly and effortlessly.
Now that you have a clear roadmap for planning your next event’s catering, it’s time to put these steps into action. Review your checklist, communicate with your team, and take the next event you plan to even better heights.
Couple: Sarah and Michael
Attendees: 150
Budget: €14,300
Challenge: Create a memorable wedding reception on a limited budget.
Solution: The catering company focused on a family-style service with locally-sourced, seasonal ingredients. They created a signature cocktail to limit bar costs and used creative, low-cost decor like potted herbs as centrepieces.
Result: The couple saved 25% compared to traditional catering options. Guests praised the intimate atmosphere and delicious, homemade food.
In conclusion, planning the catering for an event requires careful consideration of many different factors. By following this comprehensive guide and learning from real-world examples, you can rise to the challenge of creating a successful, well-catered event that leaves a lasting impression on your guests.
The key to success is thorough planning, clear communication, and a willingness to adapt and improve. With these principles in mind, you're well on your way to hosting a memorable, well-catered event.
Ciaran Kilbride is the CEO and Founder of Caterboss, Ireland's leading supplier of catering equipment. With years of experience in the food and hospitality industry, Ciaran established Caterboss in 2017 to provide high-quality, reliable equipment tailored to the needs of professional caterers. His commitment to innovation and customer service has helped Caterboss grow into a trusted name, known for anticipating industry trends and consistently meeting the needs of its clients.
