Planning for a catered major event can be an overwhelming and stressful experience – we understand! That’s why we’ve created this handy list of expert tips and advice for planning your own large function, direct from Impressive Platters’ very own Major Event Planner (and catering expert) – Ally!
THINGS TO CONSIDER:
Number of guests – how many people are you catering for? What is the female/male ratio? Males often have a bigger appetite than females! A major event could involve anywhere between 50 and 1,000 people, so it’s important to take a head count! Always overestimate to allow for last minute attendees.
Budget – it’s important to have a budget in mind when planning a major event, and don’t forget to let us know! We can provide efficient and affordable catering solutions, and are more than happy to customise your menu to match your budget. You may decide to create a ‘per-attendee’ budget to streamline the process. We can create a menu to suit a budget of anywhere from $10 to $100 per attendee.
When does your event start and finish? Create a schedule and stick to it. This will make planning easier, and will help you to more efficiently organize food service times and at what times you need to hire any necessary personnel.
Purpose/theme – all major events are different, and the type of food on offer should reflect and support the overall purpose of the event. We are always happy to discuss this with you and provide food recommendations – we love thinking outside of the box when it comes to creating a specialised menu!
Quantity – it’s important to order the right quantities of food for your guests – no-one should go hungry! Speak with us to get a recommendation of the quantities you require.
Type of food – variety is paramount when it comes to planning a major event. Consider serving a mix of hot and cold foods, as well as sweet and savoury. Also consider whether you require canapés to begin.
Layout/size of location – it’s important to consider the layout of your event space and plan ahead – where will you place your food and drink stations?
Food and drink stations - are stand-up/cocktail style or sit-down dinner tables available? We suggest either arranging smaller stations throughout the space, where appropriate, such as high bar cocktail tables or sit-down dinner tables if your event is a more intimate affair. Trestle tables for where drinks can be served are also handy.
Special dietary requirements – are you aware of any special dietary requirements? If so, ensure you order an appropriate amount of food accordingly. If you are unable to ascertain beforehand whether there are any special dietary requirements (in the case of last minute events, etc.), we recommend including a variety of vegetarian and gluten-free foods, as well as dairy-free items to be safe.
All day Coffee and Tea Stations – depending on the number of attendees, and the time of day and duration of your event, you may require more than one Coffee and Tea Station to avoid high traffic complications.
Are serving trays for both food and beverages required?
Will you require an oven or buffet warmer to keep your food warm? Something to consider if your event exceeds two hours.
Does your event require bar or waiting staff? If you do require personnel, ensure you create a schedule first so you can more effectively manage personnel start, finish and also break (if necessary) times. Or will you hire a function supervisor who will make your life a lot easier by taking control of the service of food & beverages and organising of all personnel. Will your event suffer without this service?
