How can I generate an event plan and preparation list for a catering business?

You build an event plan and a preparation list for a catering business by first gathering all client details and wishes, then drawing up a timeline, and finally building a concrete preparation list per staff member. A good event plan starts 4 to 6 weeks before the event and includes clear tasks, times and responsibilities for everyone on your team.

What are the main steps in building an event plan for catering?

A working event plan consists of eight main steps that you work through one by one, from the first phone call to settling the bill. Start by recording all client details and wishes, followed by a detailed quote and a timeline.

Start your planning 4 to 6 weeks ahead by listing everything you need. Build an overview of the menu, the guest count, the venue and any special requests. Then decide which equipment, which staff and which transport you need. Plan your purchasing and your prep so you have every ingredient in by two days before the event.

The next step is a production plan for your kitchen. Spread the cooking tasks over several days, and make sure everything that can be done ahead of time actually gets done ahead of time. That saves stress on the day itself, and it's good for quality too.

Close out your plan with a final check 24 hours before the event. Confirm every ingredient is in, your staff are briefed and transport is arranged. A good plan means that on the day itself, you're only executing what's already in place.

How do you make a practical preparation list every staff member can follow?

A practical preparation list contains concrete tasks with times and clear responsibilities per staff member. Make separate lists for kitchen, service and transport, so everyone knows what's expected of them and when.

Start every preparation list with a header about the event: the number of guests, the venue, arrival time and any special details. Then split every task into 30-minute blocks. Note per task what needs to happen, how long it takes and which equipment it needs.

Also put clear communication agreements in your preparation list. Decide who holds overall responsibility, how people reach you if there's a problem, and at what points you check in with each other. Add the numbers of everyone who matters: the client, the venue and your team leaders.

Have an experienced staff member read through your preparation lists. They'll spot the practical things you overlook. A good preparation list is clear enough that even someone doing it for the first time can work from it.

Print your preparation lists out, and also put them on your team leaders' phones. At a venue with no signal, paper is sometimes the only thing that still works.

If you do the same type of event often, build one standard preparation list per event type. A wedding, a corporate drinks reception and a funeral each have their own rhythm, and for each job you only need to adjust that list for numbers and times.

What information do you need from clients before you can start planning?

For a good catering plan you need at least eight types of information from your client: the number of guests, date and time, the venue, menu preferences, the budget, special requests, what's available on site, and the numbers of everyone involved.

Start with the basics: the exact date, the start time, the end time and the guest count. Also ask what kind of event it is, because a business lunch calls for something different from a birthday. Note whether the guest count is final or might still shift.

Then gather the venue information. Ask about the address, the kitchen space, refrigeration, crockery and parking. Also ask whether your team has access and whether there's somewhere to unload.

Record every special request: vegetarian options, allergies, religious requirements and which drinks go with it. Also ask what style of service the client has in mind: buffet, walking dinner or a sit-down meal. That determines your staffing and your equipment.

Make sure you have every contact person: the client, the venue manager and, if there is one, a wedding planner or event manager. Ask for their mobile numbers, because on the day itself you're not calling a landline.

How do you plan the timing and the legwork for different types of events?

Timing differs a lot by type of event. Business events run to tight schedules and demand punctuality, while family parties leave more room. Plan 2 hours of preparation for a business lunch, at least 4 hours for a wedding. For an evening event, your whole day's schedule shifts with it.

For small gatherings up to 25 guests, you usually plan 1 to 2 hours of set-up time. Start by setting out crockery and drinks, then the hot dishes. Make sure you're ready 15 minutes before the event starts, for any last questions from the host.

Big parties from 100 guests upward need a different approach. Plan at least 3 to 4 hours of set-up time, and work with a fixed team that prepares the different parts in parallel. Split your people: one group on cold dishes, one on hot food, and one on drinks and crockery.

Pay extra attention to the legwork at outdoor venues. Plan extra time for transport, check whether there's power and water, and always bring backup equipment. Weather can throw your plan off, so have a plan B ready for a rainy day.

What do you do when last-minute changes come into your plan?

Last-minute changes come with catering. Flexibility and good communication are your lifeline. Always agree in advance on changes: how late can they still happen, and what do they cost extra.

Set clear deadlines for the different types of changes. The menu can usually still change up to 48 hours beforehand, but changes to the guest count affect your purchasing and your staffing. State those deadlines out loud to your client, and put them in your quote.

Always keep a buffer in your plan. Buy 5 to 10% extra ingredients, and make sure you have a couple of people who can step in. Also build extra time into your day schedule for whatever comes up along the way.

If changes come up on the day of the event, let your whole team know straight away. Use a group chat or walkie-talkies, so everyone hears it at the same time. Stay calm: your team looks to you, and your guests notice stress immediately.

Put every change in writing, including last-hour ones. That prevents hassle afterwards and helps with the invoice. Have the most important changes confirmed by your client via email or WhatsApp.

How do you make sure nothing gets forgotten on the day of the event?

A watertight catering checklist prevents mistakes on the day of the event. Work with three checkpoints: when leaving your own kitchen, on arrival at the venue, and 30 minutes before the start. Go through every part each time.

Make a loading list with everything that needs to go: food, crockery, kitchen equipment, styling and cleaning supplies. Tick off each item when loading, and have someone check along with you. Things you're missing on site cost you an hour and a lot of stress.

On arrival at the event venue, first check what's already there. Test the ovens, the fridges and the rest of the equipment before you start setting up. Also look at the space, and adjust your layout if it's different from what you expected.

Plan a final check 30 minutes before the event starts. Go through everything with your team leader: is the food at temperature, is everything ready, does everyone know their task, and can everyone be reached? That last check gives peace of mind.

Keep an emergency kit on hand with extra napkins, cutlery, a lighter, batteries and a first-aid box. That way you fix small things without anyone noticing. Good preparation is half the job in catering.

Building an event plan and a preparation list is mostly a matter of repeating and refining. After every event, note down what went wrong and adjust your standard list, and the next event gets easier. If you have questions about your plan, feel free to get in touch with our team, or book an introduction.

Catermonkey builds your event plan and your preparation list straight from the quote the client approved: the guest count, the dishes and the times are already in it, so your preparation list rolls out instead of you retyping it.

Frequently asked questions

How do you calculate how much staff you need for a catering event?

For service staff, budget on average 1 staff member per 15 to 20 guests for table service, and 1 per 25 to 30 guests for a buffet. For the kitchen, plan 1 chef per 50 portions, depending on how labour-intensive the menu is. With many courses or tricky preparations, you need more people.

What are the most common mistakes in catering planning, and how do you avoid them?

The biggest mistakes are: underestimating set-up time, not asking the venue enough questions about what's already there, and not accounting for weather at an outdoor venue. Always visit in advance, plan 25% extra time, and keep a plan B ready for the critical parts.

How do you handle special dietary needs and allergies during planning?

Make a separate overview of all dietary requirements and allergies per guest, and label every dish clearly. For allergens, work with a separate prep area and separate kitchen equipment, and teach your staff what an allergic reaction looks like. Keep the number of the nearest out-of-hours GP service on hand.

Which software or tools help with building event plans?

For tasks and checklists, many caterers use Trello or Asana, Google Sheets for preparation lists, and WhatsApp Business for the team. Catering software such as Catermonkey brings your quotes, your planning and your preparation lists into one system, so you only enter your data once. Choose something your team can get to grips with straight away.

How do you work out the right amount of food per person?

Budget 200 to 250 grams per person for a main meal, and 6 to 8 canapés per hour per person for a drinks reception. For a buffet, plan 20% extra, because people want to try a bit of everything. Watch the time of day: guests eat less at lunch than at dinner, and longer events (4+ hours) go through more.

What do you do if, during the event, you notice the food won't be ready on time?

Tell your client straight away and honestly, and give a new time you can actually meet. Put your team on the dishes that need to go out first, and consider swapping the order of the courses. In the meantime, offer some bread, an amuse-bouche or a drink to bridge the wait.

How do you keep good cooperation between kitchen and service during events?

Always hold a briefing 30 minutes before the event starts, where you go through the plan, the particulars and the communication arrangements. Assign one team leader for the kitchen and one for service, and agree on a single fixed channel, such as walkie-talkies or a group chat. For long events, also schedule regular check-in moments.

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