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Tips for Planning a Catered Event

Planning an event can be nerve-wracking, especially if it’s something you’ve never done before. Where do you even start? How do you choose a caterer? What should you even look for in a caterer? These are all some big questions that have multifaceted answers, and none of those answers are the easiest to come up with. These simple tips and tricks should at least help you get started, but make sure you take lots of time to explore, research, and consider.

Overestimate Your Final Headcount

Like most things in life, it’s better to have too much than too little. When catering an event, you have to plan for more than necessary if you want to be sure everyone that comes will be accommodated for. Even if you’re not sure if a person will come it’s still better to plan as if they well. However, it’s always a good idea to give your caterer updates on headcounts as your event grows closer and people officially decide whether or not they’ll attend your event. Once that final headcount has arrived, add a few more on to it, just to be safe.

Know the Guests and their Preferences

In order to choose an appropriate menu for your event, you have to take into consideration the type of guests you’ve invited and what kinds of food they might lean toward. For example, older attendees may prefer more mild-flavored foods while younger attendees will usually lean more toward spicy and experimental favors. So, always try to keep in mind what your particular guests will enjoy the most.

Provide Menu Choices and Anticipate Dietary Restrictions

Similar to knowing your guest’s preferences, you should also keep in mind any possible dietary restrictions your guests might have. From allergies to vegetarian and vegan options, something should be offered to help accommodate each dietary restriction. This is one of the most critical steps so make sure on your RSVP. Allow a space for guests to indicate any special needs and restrictions they might have.

Try Ethnic Foods

This might be a bit of a contradiction from ‘know the guests and their preferences,’ but in some cases, it’s good to branch out. If you have guests who go to a lot of catered events throughout the year, the food can start to blend together. However, if you want your event to stand out you can always try some more experimental or ethnic food options to spice things up. Some of the most popular ethnic foods for catered events include French, Mexican, Asian, and Greek cuisines, so it could be fun to experiment with any of those.

Make a Schedule and Choose a Service Style

You’ve probably heard the saying ‘timing is everything,’ right? Well, it’s especially true regarding catered events. No one ever wants to eat cold food and cold food is a surefire way to have unhappy guests. It’s recommended to make a schedule for your event and then stick to it as closely as possible. Work with your caterer to create an itinerary for the event, that way the whole thing can be mapped out and the caterer will know when to serve the food.

What to Look for in a Caterer

Take into consideration how long the caterer’s been in business, make sure to check out some of their reviews online. Another thing to consider is whether or not the caterer is fully insured. Do they have the proper licenses for food serving? Are they in good standing with the Better Business Bureau? Make sure to keep these questions in mind as you decide.

Caterers often require an additional license if alcohol is being served. So, ask yourself, if there’s alcohol involved, is the caterer fully licensed to supply, prepare, and serve alcoholic beverages? Finally, don’t be afraid to ask for references. By asking what other businesses or organizations what they think of the caterer, you’ll have an idea of whether or not the caterer is right for your event.

Last Updated: December 20, 2019