The Secret of a Seamless Event – 7 Key Topics to Discuss with Your Caterer Before Your Event

If you’re planning your next big event and have decided to book a caterer, you should know that good communication is the key to a seamless event. Seven crucial conversations must be had with your caterer from the get-go to ensure your function or party goes off without a hitch.

1. What Type and Style is the Event?

Each type of event is different, and this will be reflected in style. Hence, the number one conversation is: Are you having a wedding or engagement party, corporate function, breakfast meeting or lunch training session, charity fundraiser, 18th, 21st, 30th, 40th, 50th or 90th birthday party, baby shower or any other type of event?

As we discuss the event, we’ll need to deep dive and identify the style of event- do you want a formal sit-down dinner, a buffet or food stations, canapes and finger food being delivered throughout the event, a grazing table, food platters or lunch boxes?

There are so many different options to choose from, so you’ll need to clarify your vision with your caterer from the start.

2. How Many Guests?

The number of guests is very important for getting the catering right. If you expect 50 guests, but 80 turn up, we will obviously end up under-catering, which will put many people’s noses or stomachs out of joint.

Likewise, if you expect that your guests might be on the hungrier side, then let us know as this will affect the number of pieces or portions per person to order. We can advise you on the best way to handle this through our initial conversation.

3. What’s Your Budget?

If you have no budget and the sky is the limit, we can create an incredible, no-holds-barred event that people will be talking about for generations to come.
But if you’re like most people, you’ll have some sort of a budget in mind, whether it’s $10 per person or $100 per person.

The larger your budget, the more food your guests will have to eat throughout the event and the more expensive types of food you can offer them. It goes without saying if you have ‘champagne taste on a beer budget,’ you will need to compromise a little.

We can work with whatever type of budget you have, but just let us know up front, and we’ll customise the menu for your needs.

4. What Menu Would You Like?

At Yum Catering, we offer every cuisine of food you could possibly want—Spanish Paella, Moroccan Tagine, Indian curries, Italian pasta, American BBQ, and the list goes on.

If you want a themed menu, we can create a bespoke menu that is consistent across all courses, from canapes or entrees to the main course and then dessert, or across all the dishes of a buffet.

Just let us know your preferences, and we’ll offer you a range of delicious dishes to choose from.

5. Do your Guests Have Any Special Dietary Requirements?

If you or your guests have any special dietary requirements, let us know, and we’ll ensure they have a mouthwatering meal like the rest. There’s nothing worse than feeling left out of an event because your needs weren’t catered to, so make sure you check with your guests first.

We are always happy to look after anyone vegetarian, vegan, gluten-free, or with any other needs, so all it takes is communicating with your guests and caterer.

6. What are the Venue Details?

Is the party or event going to be at home or your office, or have you arranged another venue where you can bring your own caterer and staff? Will there be cooking facilities like an oven or stove on-site? Is there a fridge to keep food at the right temperature? Is there room to plate up dishes? Will there be tables for a buffet or a sit-down dinner? Will there be plates and cutlery provided, or is this required to be brought by the caterer? Is there parking on site? Are there stairs?
These are the finer details that need to be discussed prior to the event in order to have a smooth day or night without any issues.

7. Do you Need Staffing?

Will you need staff, bartenders and help with setting up and packing up? Or do you want to cut corners and complete these duties yourself or with a team of friends and family? Be aware that doing these things yourself will probably be the last thing you need or want when you could pay a little more for some help and just kick back and enjoy the event like the rest of your guests.
By fully and clearly communicating your requirements from the beginning, you can help set your caterer up for success. And when the caterer succeeds, your event succeeds.

At Yum Catering, we take pride in helping our Melbourne clients have a wonderful experience from the moment we connect, so get in touch and let’s start the communication ball rolling. Give us a call at 1300 536 687, and we’ll be happy to help your special catered event become a reality.