How to Survive in the World of Outside Catering

The catering industry is full of opportunities, and one of the most exciting ways to expand your reach is through outside catering. However, many event planners and restaurant owners need help figuring out how to effectively break into this market, faced with logistical challenges, limited resources, or just a lack of experience.

This guide will explore how outside catering can unlock new possibilities for your business and provide actionable insights to help you thrive in this competitive field:

• The key benefits of offering outside catering services
• Practical tips for setting up and managing catering events
• Common challenges and how to overcome them
• Strategies to market and grow your catering business

By the end of this guide, you’ll gain a clearer understanding of how to leverage outside catering as a powerful tool for expanding your business and enhancing customer satisfaction.

The Challenges of Catering on the Go

One of the biggest hurdles in the food service industry is serving restaurant-quality meals in off-site locations. Cooking great food is just the start; it's also about maintaining quality, managing the logistics of different sites, and delivering exceptional food outside the controlled environment of a commercial kitchen.

I remember my first large-scale outside catering event. It was a corporate function for 500 people, and the venue was a converted warehouse with minimal kitchen facilities. Initially, the challenges seemed insurmountable—how could we prepare and serve high-quality food for so many people with limited space and facilities? The lesson demonstrated the importance of meticulous planning and adaptability in any outside catering event.

Luckily, proven strategies and best practices can make any outside catering event a successful and rewarding venture. This post will cover everything you need to know about excelling in this field, backed by real-world experience and industry data.

Key Topics We'll Cover

• Defining outside catering and its unique aspects
• Essential equipment and space requirements
• Menu planning and food preparation strategies
• Staffing considerations and logistics
• Delivery challenges and solutions
• Comparing indoor and outdoor catering
• Special considerations for wedding outside catering

What You'll Gain

This guide will offer comprehensive insights into the world of outside catering, along with practical tips to help you start or improve your skills. I'll also share some real-world case studies and expert advice to help you find a competitive edge in the industry.

Introduction to Outside Catering

Outside catering, or off-premises catering, is a specialised sector of the food service industry. Food and drinks are prepared in conventional kitchens and served away from the catering premises. This type of catering involves service at various locations, such as business premises, homes, or other event venues.

Catering dates back to the 4th millennium BC in China and rose to prominence in Egypt during the period of prosperity (2050-1450 BC). The advent of the 20th century saw technical innovations, population growth, and increased travel, which all led to significant growth in the catering industry. In the 21st century, peoples’ busy lives saw the demand for catered services shift from fixed locations to catering services brought to customers wherever they might be.

The success of an outside catering event is crucial for caterers as it determines customer satisfaction and serves as a marketing tool. Success is influenced by human factors (like staff skills), physical factors (equipment and infrastructure), and natural factors (weather conditions).

According to Irish industry data from Ibisworld, the Irish online food catering market is projected to reach an estimated €427.8m in 2024. This is despite industry revenue declining at a CAGR of 5.8% over the past five years in response to COVID-19. These figures underscore the significant potential in the outside catering industry.

Outdoor Event Menu Considerations

When planning menus for outside catering, it's crucial to balance creativity and practicality. I learned this lesson the hard way during a high-profile corporate event. I had planned an ambitious and elaborate menu that proved challenging to execute outside a fully equipped kitchen.

Key Components of a Successful Outside Catering Menu

• Flexibility: Include options that can be served hot or cold. This provides a time buffer if there are any delays or issues with heating equipment.
• Choice of Ingredients: Create menus with plenty of crossover between base ingredients across multiple dishes. This simplifies prep, minimises waste, and ensures cost efficiency.
• Customer Expectations: Understand your client's preferences and dietary requirements. Always have vegetarian, vegan, and gluten-free options available and label accordingly.
• Seasonality: Use seasonal ingredients to ensure freshness and cost-effectiveness. This impresses clients and allows you to adjust your menu throughout the year, maintaining interest for repeat clients.
• Portion Control: Accurate portion control is crucial for profitability and reducing food waste. Use standardised recipes and train staff on proper portioning techniques.

Outdoor Cooking & Preparation Equipment

Having the right equipment is paramount in outside catering. It can make the difference between a smooth operation and a logistical nightmare.

Essential Equipment for Outside Catering

• Portable Heating and Cooling Units: These maintain food temperature during transport and service. Ensure you have enough of and the correct type of fuel. Invest in high-quality hot boxes and refrigerated containers.
• Serving Equipment: This includes chafing dishes, serving utensils, and display stands. Always bring extras to account for breakages or misplacements.
• Transport Containers: High-quality, insulated containers are essential for keeping food hot or cold during transit.
• Portable Cooking Equipment: Depending on the event, you may need portable stoves, grills, or induction cooktops for on-site cooking. Don’t forget the fuel and correct utensils to operate this equipment.
• Food Safety Equipment: This includes thermometers for checking food temperatures, sanitising stations, proper food storage containers, and arrangements for dealing with waste food.
• Event-Specific Equipment: Adjust the equipment you take to the event depending on the style of the celebration. For example, if you're catering weddings, you’re likely to need cake stands, champagne fountains, or special carving stations.

Space Requirements

Space management is a critical aspect of outside catering that can often get overlooked. I once catered an event where the venue's layout was completely different from what I had envisioned, leading to last-minute scrambling to reorganise our setup.

Managing Storage Space

• On-Site Assessment: Always visit the venue beforehand to plan your setup. This includes identifying power sources, water access, fire prevention and potential weather shelters for outdoor events.
• Efficient Packing: Use a system of stackable, clearly labeled containers to maximize space in your transport vehicle. You can’t afford accidental spills when transporting food to an event.
• Temporary Storage Solutions: For longer events, consider renting refrigerated trucks or portable coolers to ensure proper food storage.
• Layout Planning: Create a detailed floor plan for each event, considering the flow of service and guest movement. Similarly, create a floor plan of the kitchen area to ensure adequate space for the equipment and the kitchen team to work.
• Adaptability: Be prepared to adjust your layout on the spot if necessary. Working contingency into your plan and having a flexible mindset can save the day when unexpected space issues arise.

Staffing Considerations

Well-thought-out staffing is the backbone of successful outside catering. I've learned that a well-trained, adequately staffed team can transform even the most challenging event into a triumph.

Staffing Logistics

• Staff-to-Guest Ratio: Aim for one staff member per 10-15 guests for plated meals, and one per 20-25 for buffet-style service.
• Training: All staff should be familiar with the menu, including ingredients and potential allergens. Conduct a briefing before each event so staff can explain menu details to the guests.
• Roles and Responsibilities: Clearly define roles to prevent confusion and ensure smooth service. This includes designating team leaders for different areas like food prep, service, and cleanup.
• Flexibility: Cross-train staff to perform multiple roles. This allows for quick adjustments if needed before and during the event.
• Appearance and Professionalism: Implement a clear dress code and standards of behavior for all staff, especially around guests. Remember, they represent your brand.
• Scheduling: Consider travel time, setup, and breakdown when scheduling staff. It's often better to have staff arrive in shifts to maximize efficiency.

Delivery Logistics

Delivery is a critical component of outside catering that can make or break your reputation. I've had my share of close calls with late deliveries and temperature issues, but all these experiences have taught me valuable lessons.

Ensuring Hot Delivery

• Timing is Everything: Plan your cooking and packing schedule backwards from the serving time, accounting for travel and setup.
• Specialized Equipment: Invest in quality hot boxes and insulated containers. They're essential for maintaining food temperature. Food safety for larger events is critical. There is no leeway for error.
• Backup Plans: Always have a plan B. Pack portable heating equipment just in case of unexpected delays or equipment breakdowns.
• Route Planning: Use GPS and traffic apps well ahead of time to plan the most efficient route and avoid potential delays.
• Vehicle Maintenance: Regularly service your delivery vehicles to prevent breakdowns.
• Temperature Monitoring: Use digital thermometers to continuously monitor food temperatures during transport.
• Staging: For large events, consider staging deliveries to ensure food is at its freshest when served.

Indoor vs. Outdoor Catering

Having experienced the ups and downs of indoor and outdoor catering over many years, I can attest that each comes with its own set of challenges and rewards.

Differences Between Indoor and Outdoor Catering

• Weather Considerations: Outdoor catering is particularly susceptible to weather conditions, so a clear contingency plan is always essential. Always have tent rentals on speed dial, just in case and members of the team who understand how to use them.
• Equipment Needs: Indoor venues often provide basic equipment and utensils, while outdoor events may require you to bring everything, including power sources. Check beforehand and make a list of all equipment that will be needed.
• Food Safety: Temperature control is more challenging outdoors. Use more frequent temperature checks and shorter holding times for perishable items.
• Venue Preparation: Outdoor venues often require more setup time and effort. This includes setting up temporary kitchens, dining areas, and restroom facilities.
• Lighting: Indoor venues usually have adequate lighting, while outdoor events may require additional lighting setups, especially for evening events. Is the power supply up to the extra demand? If not, will a generator be needed?
• Pest Control: Outdoor events need strategies to keep insects and larger pests away from food. This might include covered serving stations and insect repellent measures.
• Guest Comfort: Consider providing shade, fans, or heaters depending on the weather for outdoor events.

Wedding Catering Considerations

Wedding catering is a subsection within outside catering that requires extra attention to detail and flexibility. It's high-stakes, emotionally charged, and requires meticulous planning.

Critical Factors for Wedding Catering

• Menu Tasting: Always offer a tasting session. It builds trust with the couple and allows for menu adjustments.
• Timing: Work closely with the wedding planner to sync your service with the event timeline.
• Special Requests: Be prepared for last-minute changes and special dietary requirements. Flexibility is key.
• Presentation: Wedding catering often requires a higher level of presentation. Invest in quality serve ware and train staff in plating techniques.
• Bar Service: Many weddings include bar service. Ensure you're correctly licensed, the funding for the bar is clearly stated in the contract and always use experienced bartenders.
• Cake Service: If you need to provide the wedding cake, coordinate with the baker to ensure proper delivery, storage and serving.
• Vendor Coordination: Work closely with the other vendors (florists, DJs, etc.) to ensure a seamless event.

Create Unforgettable Dining Experiences Anywhere

Key Points to Remember

• Outside catering requires careful planning and the right equipment
• Menu flexibility and practicality are crucial
• Proper staffing and logistics management can make or break an event
• Understanding the differences between indoor and outdoor catering is essential
• Wedding catering requires extra attention to detail and flexibility

Final Takeaway

Outside catering is a challenging but incredibly rewarding field in a growing market. With the right preparation, equipment, and attitude, you can create unforgettable dining experiences anywhere.

Over the years, I've learned that success in outside catering often comes down to adaptability. Always be ready to think on your feet and be prepared. That's the true secret to mastering the art of outside catering. As the industry continues to evolve, those who can adapt quickly to changing trends and client needs will reap the rewards.

Success Lies in Adaptability

Outside catering offers a world of opportunity for event planners and restaurant owners alike, helping you reach new clients and adding valuable revenue to your business.

By understanding each client’s vision, every event is an opportunity to showcase your brand and skills, creating unforgettable experiences for your clients. Ready to take your catering business to the next level? Start planning your first outside catering event today and see the difference it can make for your business!

FAQs

 

What is outside catering?

Outside catering is the art of providing food and beverage services at locations away from your primary kitchen or restaurant. It's about translating the restaurant experience to wherever your client needs it, whether to a corporate office, a wedding venue, or a remote outdoor location.

Outside catering involves preparing food in a central kitchen, transporting it to the event site, and then serving it to guests. The event can range from simple drop-off services to full-scale event catering with on-site cooking and service.

The key difference from regular restaurant service is the added logistical challenges. You're not just cooking and serving; you're also managing transportation, equipment setup, food safety, and often working in unfamiliar environments.

What equipment do I need for outside catering?

The equipment needed for outside catering is quite extensive.

Here's a list of essentials:

• Portable Cooking Equipment: This might include portable stoves, grills, or induction cooktops for on-site cooking.
• Heating and Cooling Units: Chafing dishes, hot boxes, and portable refrigerators are crucial for maintaining food temperature.
• Transport Containers: Insulated food carriers and sturdy, stackable containers are a must for safe food transportation.
• Serving Equipment: This includes serving utensils, platters, trays, and display stands.
• Tables and Linen: Depending on the venue, you might need to provide your own tables, linen, crockery and cutlery.
• Cleaning Supplies: Always bring more than you think you'll need. This includes sanitising solutions, towels, and rubbish bags.
• Safety Equipment: First aid kits, fire extinguishers, and proper food handling equipment are non-negotiable.
• Lighting Equipment: Proper lighting is crucial for outdoor or evening events for food preparation and ambience.
• Power Sources: Portable generators or power banks may be necessary for outdoor events. Check if noise could be an issue.
• Temperature Monitoring Devices: Digital thermometers are essential for ensuring food safety—document temperature readings.

Remember, the specific equipment you'll need can vary depending on the type of event and the menu you're serving. You only have one shot to get an event right, so it's always better to be over-prepared than under-equipped.

How do I manage staffing for outside catering?

Staffing for outside catering is always a balancing act. You need enough staff to provide excellent service, but not so many that you're overstaffed and cutting into profits.

Here's how I approach it:

• Assess the Event: Consider the type of event, number of guests, service style (buffet, plated, family-style), and venue layout.
• Determine Staff Roles: Typically, you'll need kitchen staff, servers, bartenders, and an event manager.
• Calculate Staff-to-Guest Ratio: I aim for one server per 10-15 guests for plated service. Buffet-style service is less labour-intensive, so one server per 20-25 guests usually suffices.
• Consider Setup and Breakdown: Remember to account for the staff needed for setup and breakdown. These tasks often require more hands than the actual service.
• Create a Staffing Schedule: This should include arrival times, breaks, and a roster of specific responsibilities for each staff member.
• Train Your Team: Ensure all staff are familiar with the menu, service style, and venue layout well before the event.
• Organise Backup: I always have a few reliable on-call staff members in case of last-minute changes or no-shows.
• Use Staffing Software: Consider using catering-specific software to manage schedules and track staff performance.
• Implement a Team Leader System: For larger events, delegate team leaders to oversee specific areas (e.g., kitchen, bar, service).
• Conduct Post-Event Reviews: After each event, review staffing levels and adjust for future events if necessary.

Remember, a well-staffed event runs smoothly and leaves a great impression on your clients. It's worth investing the time to get your staffing right and a surefire way to ensure repeat business.