How to Choose Catering, Food & Beverages for Your Event

Your menu is more than just a meal—it’s part of the experience. Start by considering your event type, time of day, and guest preferences. Is it a formal seated dinner, a relaxed buffet, or a trendy food truck setup? Factor in dietary needs (vegan, gluten-free, halaal) and guest count to ensure everyone is catered for.

Don’t forget drinks—whether it's signature cocktails, a full bar, or elegant mocktails, your beverage choices should match the mood and flow of the event. And most importantly? Choose a caterer known for great flavor and great service. Tastings are a must!

1. 🎯 Know Your Guest List

How many guests are attending?

Any dietary requirements? (Allergies, vegetarian, halal, vegan, gluten-free, etc.)

Age groups? (Children need fun & simple. Adults want fancy or filling.)

Pro Tip: Always cater for at least 10% extra portions. Late RSVPs and second servings are a thing!

2. 🍾 Match the Menu to the Theme & Time

You wouldn’t serve oysters at a cowboy rodeo (unless it’s bougie cowboys? In which case… yeehaw!). The food and drinks must complement the theme, time of day, and venue.

Event Type Suggested Food Style

Boho Picnic Grazing tables, wraps, fresh fruit, lemonade

Glam Wedding 3-course plated dinner, champagne bar

Baby Shower (Afternoon) High tea, mini quiches, cupcakes

Corporate Launch Cocktail-style canapés, mocktail bar

Festival Vibe Party Food trucks, BBQ stations, slushies

Time matters: Brunch? Lighter fare. Evening? Hearty meals or tapas.

3. 🧾 Set a Realistic Budget

Catering often eats (pun intended) 25–40% of the total event budget.

Break it down:

Cost per head

Style (buffet vs plated vs food stations)

Alcohol or dry event?

Don't forget hidden costs:

Staffing

Serving equipment

Corkage fees if bringing your own alcohol

Décor for food displays

4. 👩‍🍳 Choose Your Catering Style

Plated Service: Fancy & formal, but $$$ and less flexibility

Buffet: More variety, less cost, more movement

Grazing Tables: Visual feast and great for mingling

Food Trucks or Stations: Trendy, interactive, and adaptable

Family-Style: Great for intimate or rustic gatherings

Think about your space: can the venue accommodate serving stations or mobile setups?

5. 🍷 Pick the Perfect Beverages

Consider:

Signature cocktails/mocktails

Sparkling water & soda bar

Coffee/tea station for post-meal

Wine pairings with meals

Open bar vs cash bar vs drink tokens

If you're doing BYO (bring your own), check corkage rules and hire a licensed barman/mixologist if needed.

6. 🛑 Tasting is Non-Negotiable

Book a tasting. Do. Not. Skip. This.

You'll check:

Presentation

Flavour

Portion sizes

Flexibility with your requests

Ask:

Can they adapt the menu?

Are they familiar with your venue?

How do they handle allergies or last-minute changes?

7. 🧼 Logistics & Safety

Do they have food licenses and insurance?

What is the backup plan if staff or chef cancels?

How do they handle refrigeration and transport?

Pro move: Have labeled cards for each food item—especially for allergens.

8. 🎉 Add a WOW Moment!

Late-night snack bar (mini burgers, pizza slices, churros)

Interactive dessert station (DIY sundaes, donut wall, chocolate fountain)

Branded cocktails/mocktails with your event name

Food And Beverage Checklist

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