Menu planning in event catering: guests, season and allergens

The most common cause of failure in event catering is not bad food but incomplete planning. A solid menu plan can be built in four steps, around guest numbers, season, duration and allergens.

1. Guest count and format

The format of the event (standing cocktail, open buffet, served gala) determines menu design. For a standing cocktail 10–14 pieces per guest are counted, for a buffet 450–550 grams of food per guest and for a served gala 4 courses. If the guest count is uncertain a 10% allowance should be left.

2. Season and setting

In summer outdoor events, cold meze, grills and fruit desserts are preferred to heavily sauced dishes. In winter hot soups, oven dishes and hot drink stations come forward. Outdoors, for food safety the cold chain must not exceed 2 hours.

3. Duration and pace

In a two-hour cocktail food service should begin in the first 30 minutes and move to dessert by minute 90. For a 20-minute coffee break between conference sessions, at least 2 service points are needed (1 point per 100 people) to avoid queues.

4. Allergen and diet plan

Sending participants a diet form in advance prevents surprises on the day. Plates with separate cards are prepared for vegan, vegetarian, gluten-free and halal requests. An allergen card by each item is a legal requirement.

Common mistakes

• Under-counting service staff: one waiter per 30 guests is needed at a buffet and one per 15 when seated.
• Forgetting the drinks plan: at least 3 drink servings per guest should be counted.
• Not considering storage: an extra preparation room is needed at the venue to separate hot and cold.

Technical details

Electricity, water and floor conditions are checked on the survey visit. For large events a generator and a cold-room container are planned in addition. The final menu approval is taken 72 hours before the event.

An example timeline

The survey and menu tasting take place 4 weeks before the event; the final headcount and menu selection are taken 3 weeks before; the allergen and diet form closes 10 days before; final approval is given 72 hours before; on the morning of the event the preparation team goes to the venue and products are carried for final cooking. Following this timeline leaves enough time to solve possible supply and staffing problems.

A final note

However well the menu is designed, for the flow to run smoothly on the day a single person in charge must be on the floor. With us the project manager connects the kitchen, service and the customer representative by radio throughout the event.