Catering
Food and beverage service provided at events, from coffee breaks to formal dinners.
Definition
Event catering encompasses all food and beverage services provided at events, from simple coffee breaks and working lunches to elaborate multi-course dinners, cocktail receptions, and themed food experiences. Catering is both a logistical necessity (feeding attendees) and an experience component (creating memorable culinary moments).
Event catering includes menu planning (selecting appropriate food and beverage for event type, audience, and budget), dietary accommodation (addressing allergies, restrictions, and preferences), service style selection (plated, buffet, stations, passed, family-style), beverage programs (open bar, cash bar, consumption, packages), presentation and décor (buffet design, table settings, branded elements), timing and logistics (service schedules, meal duration, room turnover), and staffing (servers, bartenders, captains, chefs).
Most event venues operate with exclusive in-house catering or approved caterer lists—planners must work within these constraints. Catering is typically priced per person plus service charges and gratuity, and often carries minimum spending requirements. Understanding these economics is essential for accurate budgeting.
The catering experience begins with menu development conversations and concludes with post-event reconciliation. Throughout, planners communicate with catering teams about dietary needs, timing requirements, presentation expectations, and budget management.
Why It Matters
Food and beverage significantly impact attendee experience and often represents a major portion of event budgets. Great catering creates memorable moments and sustains attendee energy. Poor catering generates complaints and affects productivity—hungry or disappointed attendees don't engage fully with event content.
Catering decisions involve complex tradeoffs. Elaborate menus impress but increase costs. Dietary accommodation serves diverse needs but complicates logistics. Service style affects room flow and networking dynamics. Timing impacts session scheduling and attendee energy. Navigating these tradeoffs requires understanding both culinary options and event objectives.
The financial impact of catering choices is substantial. Catering costs often exceed space rental—understanding pricing structures, service charges, gratuities, and minimums enables realistic budgeting. Negotiation opportunities exist around many catering elements, and experienced planners know where to focus.
Catering also presents risk management considerations. Food safety, alcohol service liability, allergen management, and dietary labeling all have legal and safety implications. Professional planners ensure appropriate protocols and documentation.
Examples in Practice
A multi-day conference plans menus strategically for attendee energy. Breakfast features protein-rich options to fuel morning focus. Lunch is lighter to prevent afternoon drowsiness. Afternoon breaks include energizing snacks. The dinner gala serves a more elaborate menu appropriate for the celebratory atmosphere.
A corporate meeting works closely with catering to create an Instagram-worthy food experience despite budget constraints. Creative presentation, unique station concepts, and local ingredient storytelling create memorable impressions without premium pricing.
An event accommodating diverse dietary needs implements a comprehensive allergen protocol. Menu cards clearly label ingredients and allergens. Separate preparation prevents cross-contamination. Staff are trained on dietary questions. The thorough approach ensures all attendees can dine safely and enjoyably.
A planner uses catering minimums strategically, choosing to apply guaranteed spending toward attended breaks and a reception rather than a served dinner. This approach maximizes food and beverage impact within the required spend.