Putting together a company gathering can be complex. From getting an accurate headcount to reserving a suitable venue, the planning process can become stressful, especially for someone new to the experience. To help set you up for success, here are a few words of advice for organizing a catered work event.
Define the Event’s Purpose and Goals
Consider the occasion. Are you celebrating a significant milestone, or is the meeting for important clients or company executives? Knowing the event’s nature will guide your decisions regarding the formality, menu selection, and overall ambiance.
Establish goals. What do you hope to achieve with this event? Is it to boost morale, celebrate achievements, or network with potential clients? Understanding your goals will help you tailor the event’s format and menu to create a memorable experience that aligns with your objectives.
Determine Your Budget and Guest Count
Set a realistic budget. Before contacting potential caterers, determine how much you are willing to spend on the event. This will help caterers create a menu that is both appetizing and affordable.
Get an accurate headcount. Knowing the exact number of attendees is crucial for planning purposes. Caterers typically charge per person, so an accurate headcount ensures you avoid under-ordering or overspending on food.
Choose the Right Venue
Consider the venue’s capacity and layout. The venue should comfortably accommodate your expected number of guests and allow for the desired setup, whether it’s a formal seated dinner, a cocktail reception with mingling, or a combination of both.
Determine if catering services are offered. Some venues have in-house catering services, while others allow you to bring in an external caterer. If you choose the latter option, ensure the venue is equipped to accommodate the caterer’s needs, such as providing access to a kitchen or prep space.
Select a Caterer
Research potential caterers. Look for caterers with experience in corporate events and a good reputation for quality food and service. Read online reviews and ask for recommendations from colleagues or business associates.
Get quotes from multiple caterers. Once you have narrowed down your options, contact several caterers and request quotes that include menu options, pricing, and service details. Compare the quotes carefully, considering not just the cost, but also the menu variety, service offerings, and the caterer’s responsiveness and professionalism.
Plan the Menu
Consider dietary restrictions and preferences. When finalizing the menu, be sure to accommodate any dietary restrictions or allergies your guests may have. It’s also wise to offer a variety of options to cater to different preferences, including vegetarian, vegan, and gluten-free choices.
Strike a balance between cost and quality. While staying within your budget is important, avoid sacrificing quality. Choose a menu that offers fresh, delicious food that reflects well on your company.
Communicate Clearly with the Caterer
Clearly communicate your expectations. Discuss all aspects of the event with the caterer, including the menu, service style, setup, and timeline. Ensure they understand your expectations for the food quality, presentation, and overall service.
Be responsive and flexible. Maintain open communication with the caterer throughout the planning process. Be responsive to their questions and address any concerns promptly. While having a clear plan is important, be flexible and willing to adapt to accommodate unforeseen circumstances.
By following these tips, you can plan a successful catered corporate event that meets your needs, budget, and objectives, leaving a lasting positive impression on your guests. To learn more, check out the infographic below.
Resources
https://beyondsushi.com/blog/how-to-plan-the-perfect-catering-menu/
https://zerocater.com/blog/2019/10/07/how-to-plan-full-day-of-eating-for-executive-event/
