Catering decisions must start with a clear understanding of the event type. Each type has distinct requirements related to food, presentation, and service.
Internal meetings require minimal, practical meals such as sandwich platters or individually packaged items. Staff celebrations benefit from varied and plentiful options such as buffets or grazing tables. Client events require premium, professionally presented catering with a formal service approach.
Clarify the tone and format of the event early, and brief the caterer accordingly.
Dietary
Catering must meet all dietary requirements to ensure inclusion and safety. This involves gathering data in advance, selecting suitable vendors, and ensuring accurate food labelling.
Dietary planning should include:
- Collecting allergies, intolerances, and food preferences via RSVP forms
- Verifying that the caterer provides suitable options for common needs (e.g. gluten-free, dairy-free, vegetarian, vegan, halal)
- Confirming that preparation processes reduce cross-contamination risks
- Ensuring all items are clearly labelled at the event
These actions help avoid health risks and demonstrate organisational care standards.
Budget
Catering costs must align with approved budgets. Itemised quotes are necessary to identify all charges and ensure value for money.
Compare per-head pricing with package deals. Confirm whether quotes include GST, delivery fees, staffing, equipment hire, and post-event cleanup. Identify weekend or public holiday surcharges and minimum spend requirements in advance.
Obtain internal approval before confirming suppliers, and evaluate actual costs post-event to improve forecasting.
Service
The catering format must support the event structure and timeline. Drop-off catering suits small internal functions. Staffed buffets or plated meals are better for formal or client events. Grazing tables and stations support informal or networking formats.
Service format selection should consider:
- Food delivery type: drop-off, buffet, plated, or station-based
- Staffing needs based on guest numbers and formality
- Guest movement and event timing
- Requirements for setup, maintenance, and cleanup
Ensure all service staff are briefed, punctual, and adhere to presentation standards.
Vendor
Vendor reliability and compliance must be verified before booking. This includes health certifications, insurance, and client references.
Review the vendor’s experience with similar events, confirm insurance coverage, and request sample menus or tastings for large-scale or high-profile functions. For recurring arrangements, formalise expectations in a service-level agreement.
Venue
Catering performance is tied directly to logistical planning. Access constraints or lack of coordination can disrupt food delivery and presentation.
Share setup and pack-down times in advance. Confirm availability of loading areas, power, refrigeration, and water. Provide venue floor plans or images to assist in pre-event planning.
Confirm any additional equipment needs, such as tableware or heating devices.
Brand
Catering should reinforce the company’s brand, particularly during external events. Presentation quality must reflect professionalism and align with internal standards.
Incorporate branded materials such as signage or printed menus. Use a consistent visual theme and ensure staff attire meets company expectations. Work with caterers who can style food displays to a high standard.
Event Review
Conduct a post-event review to assess catering effectiveness and vendor performance. This ensures continuous improvement and supports future planning.
Gather attendee feedback through surveys. Hold internal reviews with stakeholders. Compare budgeted and actual costs, and use a supplier scorecard to evaluate performance based on food quality, punctuality, flexibility, and service standards.
Document findings to inform vendor selection and event planning processes moving forward.
