Any event, regardless of industry or type, cannot exist without catering. A good meal can largely elevate an event, but a sub-par spread can negatively impact a guest’s experience. It may be difficult to make the right choices around the multitude of catering options you face when organizing an event, but the following information aims to make those decisions a bit easier. The following information will break down catering basics regardless of your supplier, what to do when catering is available in-house at your chosen venue, and how to navigate the situation when catering is not included with your venue. Along the way, keep in mind the small details you can action in the lead up to and during your event.
Catering Basics
No matter if your caterer is in-house with your event venue or from an outside supplier, there are some things you will always want to do as you prepare and plan your event. The menu you choose must be able to accommodate all of your attendees’ dietary restrictions and requirements. To help gauge what you will need to make these accommodations, it’s important to get this information when your attendees register. At registration I prefer to include a multichoice list of typical answers including an “other” field that attendees can customize if needed. Getting this information up-front also assists with creating a breakdown of types of food on your menu.
If you don’t have any information when creating your menu, there are some general rules to go by to make things a bit easier. A standard menu breakdown to ensure most dietary requirements are met can be created using these five simple rules:
Chicken, turkey, and fish are the first choices when choosing meat dishes. The secondary option is beef. The third option includes other commonly available meats such as pork, lamb, and duck.
40% or more of chosen side dishes, main dishes, breakfast, and snacks should be vegan-friendly. By doing so, vegan eaters have ample options and non-vegan eaters can still enjoy these menu options alongside the other available dishes.
Most popular, complimentary, and easily consumed side dishes are salad, steamed or sautéed vegetables, and grains such as rice, quinoa, or couscous.
The menu should be halal friendly as much as possible.
As a default, avoid common allergens such as nuts, dairy, and gluten. When items include allergens, document it thoroughly and keep it very visible. When and where possible, provide an individual attendee with their own alternative that meets their dietary needs.
By following the above rules and using them as a standard of practice, you can make important decisions more easily and early on in your planning stages.
Another important thing to keep in mind is an attendee’s access to refreshments throughout your event. Request refreshment stations that include water (bare minimum), coffee, tea, and soft drinks to be available throughout the event. Adding snacks (pre-packaged or otherwise) to this is even better. By creating areas for refreshments and snacks, attendees are encouraged to stay within the venue and around the live event from start to finish. All of the above rules and standards of practice help to create a fantastic atmosphere, ensuring all attendees are comfortable and cared for throughout your event.
Venue Includes Catering
When you choose a venue that has in-house catering options, the first thing to do is to get their menu(s). If it’s possible to get this information during your site visit, even better! Most venues will have a standard menu and some alternatives that their chefs can use as means to accommodate guests when specific dietary requirements need to be met. Having this information up front allows you to place a general food order or give the venue a list of foods you prefer very early on. Doing so helps to ensure things run smooth and your expectations of the venue are met during the event. Most importantly, catering is a great topic to include in your regular follow up with your venue’s representative, alongside an updated attendee count and tentative schedules, in the lead up to an event. By planning ahead and keeping open lines of communication with your venue rep, the days of your live event will run smoothly.
Venue Excludes Catering
Not all venues will include catering options. When you find a venue that fits all of your needs but excludes catering, it’s important to start searching for catering companies within a certain vicinity around the venue. As you start your search do so within a 30-minute driving radius of the venue. This starting point is preferable because the closer the caterer is to the venue, the easier the delivery will be during the event. If you cannot find or come to an agreement with a caterer from within your initial search area, expand it as needed until you find a suitable option. An additional point of organization to keep in mind when catering is not included with your venue is delivery on the days of the event. The sooner you can get delivery information from your venue rep and/or connect your venue rep with the caterer the better. On this note, it’s also important to provide the caterer’s delivery person with the contact information for at least one additional team member. Keep in mind that you are the manager, organizer, and point of contact for the entire event and as such you will be busy on the days of the event. In case the caterer has an issue or is late, they will need to be able to get ahold of someone else if not you personally. This is also a great way to delegate the setup and take down of meals as the extra point of contact can take the lead, leaving you to deal with more pressing matters. A final thing to keep in mind is delivery times. Set delivery times with your caterer at least 15 minutes before meal times and ensure at least two team members are able to accept the delivery and set up the food. Doing all of the above will provide a seamless experience more times than not when working with external caterers.
Conclusion
As with all things, there is never a right or wrong way to go about organizing events. It’s even more apparent when choosing a caterer. Always weigh the pros and cons of the different options available to you, making it easier to choose the best supplier for your event. Whenever you find a great supplier, be it a venue or caterer, do what you can to make their jobs (and yours) easier. Create a good repour with them so that should you wish to work together again, that opportunity is available to you.