french baguette with beef and caramelised onion

These days your guests are going to remember your event if the food was tasty! Because really tasty food creates happy feelings and you want your guests to leave your event having had a great time. This is not difficult to achieve but there are a few things to think about and a fair amount of administration that goes into the planning of the catering for events. Don’t fall victim to less than delicious event food. The following eight steps to catering coordination and menu planning will ensure that your event stands out.

 1. Know Your Guest Profile

What is the profile of the guests being invited to the event? For example, most business people attend many events throughout the year, and the phrase “rubber chicken circuit” is common among political, business, and fundraising circles (among others). To prevent your event from meeting this unflattering description, consider the following:

  • The professional level of your guests
  • The frequency your guests attend similar events
  • The location where guests reside
  • The ethnic background of your guests
LeasePlan - MyPlan Event: guests listen as Cyndie Allemann is on stage kids-party-songs-top-new dancing-at-wedding

2. Know Your Guest Preferences

By taking the opportunity to understand the general profile of your guest list, the event planner is better prepared to begin considering what menu options to offer. The following may help you better plan to meet their needs:

  • Older groups of attendees may prefer a milder menu
  • Attendees concerned about health and fitness may prefer more seafood and vegetarian options
  • Younger or middle-aged attendees may prefer spicier or simply more adventurous meals

The idea here is to consider what your guests will enjoy the most based on the type of event you are planning.

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3. Provide Menu Choices

While you may do your best to anticipate your guest’s food preferences, you will never be able to please everyone with one entrée. Event planners should always plan to offer several menu choices to ensure that all guests will be pleased with their meal. Some general guidelines to consider:

  • Offer at least two choices of entrées (three is even better)
  • Offer three or more salad dressing options for salad courses
  • Serve all condiments on the side
  • Offer two dessert options: one very indulgent, one healthy.


 4. Anticipate Special Needs

Today, there are more dietary preferences and concerns to consider than ever before. Before any event, it is critical for an event planner to find out if any of the guests have a special dietary need so that the caterer can address those needs prior to the event. Special dietary considerations may include:

  • Food allergies (such as lactose intolerance, nut allergies, etc.)
  • Food Intolerances (such as Celiac’s)
  • Religious requirements (such as Kosher observance)
  • Voluntary dietary restrictions (such as vegetarianism or veganism)

5. Incorporate Seasonal and Fresh Items

When selecting the menu, the time of year should play a large factor in determining food and beverage. Take into consideration which items are in season for spring or winter menus. Another important factor is to consider the region or location of the event and popular food items from the area.

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6. Select a Menu that Fits the Event Schedule

Sometimes the clock will be the greatest guide to determining the menu and meal service for an event. Choose the meal type and menu options that best suit the time you have for the meal. Consider these common event meal examples:

  • Box lunches are best if you have 30 minutes or on the go
  • Plated meals usually require at least 1.5 hours
  • Buffets may be completed in about 1 hour
  • Finger food receptions require a minimum of 1 hour before dinner
  • Working breakfasts or lunches should incorporate menu items that can hold up for longer periods of time without ruining the integrity of the food
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7. Allow for a Comfortable Room Setup

Choose the appropriate room layout that supports your event objectives and the scheduled meals. If you’re serving a meal, the tables will be filled with used dishes and glassware, in addition to notepads, and pens. If you’re holding a separate cocktail reception, know that round cocktail tables can only comfortably handle smaller plates and drinks. It’s important to choose the best room and table setup and allow space for people to move as needed. Consider these room setup tips:

  • Boardroom setup should be for a maximum of 15 guests
  • U-shape and rectangle table layout to promote discussion, but are less accommodating for buffet meals
  • Classroom style is great for a presentation
  • Banquet style promotes small group discussions

Regardless of the setup, allow for people to spread out. For instance, you might consider setting a 10 person banquet table for only 8.


8. Consider the Final Presentation of Food and Beverage

Everyone will agree that we eat with our eyes and our nose before actually tasting. Whether it’s served plated or buffet, a catered meal should be visually colorful, fragrant, and most importantly delicious. The presentation of food should make your guests want to eat it. This means linens and decorations that complement the theme of the meal. If it doesn’t look good and smell good, your guests will not be happy.

Beautiful fresh summer berry dessert Strawberries with piped chocolate ganache
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Written by Stephanie Lisa Joyce

Hello, I am Steph, and I am the owner of The Rolling Pin, a food blog which is designed to inspire YOU to either keep getting creative in the kitchen or to help you to start getting creative in the kitchen.