With a wealth of experience in the catering industry, I’ve witnessed the incredible power of outdoor catering. I’ve attended countless events in different outdoor settings, from intimate parties to huge music festivals. Many of my clients are catering professionals so I have gained valuable insights into the world of outdoor catering and I am excited to share those with you.
So what exactly is outdoor catering? “It’s food outside” But there is so much more to it than that! It is an intricate dance of culinary expertise, event planning and logistical prowess. Throughout my career, I have provided food and beverages in many different outdoor settings. Eg. gardens and parks, beaches, even mountain tops!
A particular event stands out in my memory: It was a wedding at a beautiful vineyard. The bride was nervous and slightly apprehensive about how the catering team would manage without a traditional kitchen. However, she got on board when she saw the professional setup. The incredible joy on her face as she saw the tables - which were set against rows of grapevines, with the setting sun casting a certain glow - was priceless.
Outdoor catering can accommodate a wide range of events such as:
Outdoor catering is incredibly versatile. It takes up a huge amount of total catering market share. This shows the growing popularity and demand for these services.
Throughout my career, I have observed many advantages that outdoor catering can offer over let’s say “traditional” indoor venues. They are as follows:
There is just something about dining under the open sky - it is just,well, magical. I recall a sunset beach wedding I attended that was catered by a client of mine, and it seemed like the sky was reflecting the couple’s happiness. As the sun dipped below the horizon, it created an astounding backdrop whilst casting hues of orange pink and purple across the sky. It was breathtaking. The natural beauty set off the dining experience in a way that indoor dining would never have been able to.
Then there was the wedding in a forest clearing. The sunlight shone through the trees and this together with the beautiful rustle of trees and the occasional bird song meant the atmosphere was exquisite; the tranquility together with the delicious meal they served meant the day was incredibly memorable and enjoyed by all.
Outdoor catering means that there is more space to work with, which in turn allows for more creative setups and immersive experiences.
I recall a corporate event, a client of mine catered and it was in a large park that was transformed for a food festival. They set up themed food stations and at each of them, had a different cuisine from different parts of the world. There was an Italian pasta station, a Japanese sushi bar and a Texas BBQ grill. All of the space outdoors made this culinary journey possible and as the guests were immersed in this cultural experience, they raved about what an incredible experience they had in the reviews!
Interactive food experiences are also more common and work better in outdoor settings. There can be live cooking stations, bbq grills and food trucks that create an incredibly dynamic and engaging atmosphere.
I once attended a garden party where they set up a build-your-own pizza station. Guests were able to choose their own toppings and sauces and even watch their pizzas cook in the wood-fired oven. The intoxicating smell from freshly baked pizzas complemented the fun filled day perfectly and added another sensory dimension to the party.
At another corporate event I attended, there was a Grill Master Challenge where the guests formed teams and there was a competition to see who made the best BBQ dishes. The outdoor setting was of course perfect for this kind of entertainment, allowing for multiple grill stations, a lot of space for teams to work and lots of room for the judges to move around.
There are however, like with everything, challenges to outdoor catering as well. Being prepared for these hurdles is key to success:
We’ll start with the most obvious one: the weather. Mother nature is unpredictable and won’t change her plans to suit yours. One of my clients catered an event where there was an unexpected rainstorm (yes! You heard correctly) when setting up. They did however have contingency plans which included indoor backup options and pop up tents. They rallied and despite Mother Nature's tantrum, the event went smoothly.
There was another event where the opposite happened. The day was a scorcher and threatened to spoil a garden party. The catering company set up shade structures and had portable fans to ensure guests' comfort. They also adjusted the menu, adding more chilled dishes and cool drinks for refreshment.
Then there's the logistical side of outdoor catering. Transporting equipment and setting up temporary kitchens can be difficult at the best of times. It is always good to create checklists and do a site visit before holding the actual event to anticipate logistical challenges.
There was a beach wedding that I attended that was catered by a client of mine and there was some difficulty in transporting the equipment on sand. They did figure it out by using specialised carts with wide wheels that could be used effectively on the beach. This experience taught me that it is important for catering companies to research and invest in the right equipment for outdoor catering.
Food safety standards are important to maintain and without proper kitchen facilities, it requires extra vigilance. There is specialized equipment to keep food at the temperature one wishes it and it is necessary to be meticulous about food handling practices.
An example: When catering an outdoor music festival, you could set up refrigerated trucks to ensure that all of the food you want to serve cold, stays cold before serving. A rotation system can also minimize the time food spends outside of the temp-controlled environments.
Based on my experience, here are some crucial factors to consider when planning an outdoor catering event:
Tailor the menu to the outdoor setting and event. For instance, for a summer picnic, there might be a focus on light food that is refreshing and perfect for eating outdoors. Perhaps for a more formal outdoor wedding, there could be more seasonal ingredients.
I once had a client who catered a midsummer night’s dream themed wedding and based the menu around this theme. For instance, there was Titania’s Flower Petal Salad and Puck’s Mischievous Mushroom Tarts. The food was delicious and complimented the theme.
Temporary kitchens and dining areas are usually needed for outdoor catering. Portable ovens, refrigerators etc. can be rented if your company does not own them. Overestimating your equipment needs usually stops disasters from happening. It's always better to have too much of something than not enough.
For instance, in a corporate event I attended, it was outdoor and the catering company had to bring everything, including: multiple generators for power, portable water tanks etc. The logistics were tricky but the end result was so so worth it as the event went perfectly and it looked like it could have been held in a permanent venue.
Then there’s the legal side of things; to cater outdoors, it is essential that you understand the local regulations. You may have to navigate various permit requirements for different locations. It is important to check with local authorities to see if you need any permits or regulations for catering outside.
When a client of mine catered a beachside wedding in a protected area, they had to obtain special permits and stick rigidly to the environmentally guidelines; such as using biodegradable serviceware and implementing a waste management plan.
Selecting the right outdoor catering service can make or break your event. Here's what I recommend:
There are caterers who specialize in outdoor events. Look for these. Ask about their food safety practices, their equipment and references from past outdoor events they have catered.
Caterers can invite potential clients to visit their kitchens and to see their equipment. It might be useful to also provide a portfolio of past outdoor events complete with reviews and photos. Transparency can be important in this circumstance as it helps build trust between the caterer and the client.
Outdoor catering can cost more than indoor catering at times. This is due to additional equipment and logistics. Be sure to be honest about your budget and ask for a breakdown of costs.
For caterers, you should provide clients with a comprehensive cost breakdown. Eg. If you need to rent equipment, explain why. This transparency helps clients understand exactly what they are paying for and how it will impact the overall event.
Client testimonials can be informative and provide valuable insights. As a potential client, you should look for reviews that detail a caterer's ability to handle unexpected situations and their experience in outdoor settings.
You can even talk to past customers directly. Hearing about how caterers dodged disasters and managed challenging outdoor conditions can reassure the clients and instill confidence in the caterer's abilities.
Drawing from my years of experience, here are some key tips for ensuring a successful outdoor catering event:
Always have a backup plan. The weather can be temperamental at times so you may need to rent a tent, have indoor space on standby or even just provide umbrellas for guests.
At a spring garden party I once attended, there was a tent on standby and there were elegant pashminas that doubled as lap blankets - the guests felt cosy because of clear umbrellas, enabling them to actually enjoy the rain!
Guest comfort is so important. As a caterer, you need to ensure that there is adequate seating, shade options and blankets to keep guests warm on a blustery day. At a recent outdoor wedding I attended, there was a “comfort station” that had sunscreen and bug spray (this went down so well with the guests).
For a winter event I attended, there were heat lamps and a hot drinks station (yummy hot chocolate). They also provided plush blankets which they could take home as memorabilia from the day.
You should ensure that there are strict hygiene practices. Use the appropriate equipment for maintaining safe food temperatures and be sure to run through the outdoor food safety protocols with staff.
You may also conduct regular temperature checks on the food throughout the event. You could appoint a team member as the food safety officer for each event so you have someone ensuring all the protocols are followed precisely.
Outdoor catering can be an incredible experience offering a unique blend of natural beauty, flexibility and memorable experiences that will last with you for a lifetime. From the flowery ambiance of a garden party to the logistical challenges of a beach wedding, outdoor catering will bring its own challenges and rewards.
Remember, the key to a successful outdoor catering lies in careful planning, ability and an understanding of event management and culinary arts. No matter if your event is corporate or even a wedding, the right outdoor catering will elevate your event from ordinary to extraordinary.
So, the next time you’re thinking of having an event, maybe consider having it outdoors! The natural beauty (rain or shine as long as you’re prepared) will ensure that the event will stand out in your guests mind as one of the most special and enjoyable events they have ever been to! After all, there’s nothing quite like enjoying a delicious meal under the open sky.
Outdoor catering is not just serving food outside, but it is the art of providing food and drinks services in open air settings such as parks, beaches and more. It is essential to plan, have specialized equipment, and an understanding of how to create a memorable dining experience outdoors.
For instance, one of my clients catered a farm to table dinner in an organic farm. There were communal tables between rows of vegetables. This was a big hit with guests - especially environmentally conscious ones. It is this innovative thinking that makes outdoor catering so unique.
Outdoor catering is incredibly versatile. I've seen the below events catered for:
Any event where you want food and the beauty of the outdoors combined is suitable for outdoor catering. Always tailor the catering style to the client’s vision and match it to the event’s atmosphere.
I once attended a catering event by a client that was a midnight sun dinner in Alaska during the summer solstice. There was a multi course meal that lasted from sunset to sunrise. Which was actually from 11.42pm to 4.20 am! It was a smashing success!
Choosing the right outdoor catering service is crucial. Here's what you should consider:
Remember, a good caterer should be able to work with you to create a plan that fits your needs and budget while ensuring a memorable and safe event.
Outdoor catering can offer several unique benefits:
For instance, I once attended a wedding on a cliff overlooking the ocean. The natural beauty of the setting, combined with the carefully crafted menu featuring local seafood, created an unforgettable experience for the couple and their guests.
There are challenges to outdoor catering as with all other types of catering. Here is a few:
While these challenges exist, with proper planning and experience, they can all be successfully managed to create a fantastic event. The key is to anticipate potential issues and have solutions ready.
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.
