How to Plan Catering for an Event

Private Chefs

January 7, 2024

How to Plan Catering for an Event

Organising a successful event involves meticulous planning, and one key ingredient that can significantly impact the overall experience is catering or the culinary experience. Whether you're hosting a corporate conference, an at-home party, or a milestone celebration, a well-thought-out catering plan can elevate your event to new heights. Keep reading to discover the essential steps to ensure that your catering is not only delicious but also seamlessly integrated with the rest of your event.

8 Steps to Plan Catering for an Event

1. Know Your Event Goals & Theme

Before diving into menu options and logistics, it’s important to clarify the goals and theme of your event. Understanding the purpose and ambience you want to create will help guide your catering decisions. For example, a formal corporate event may call for a different menu and presentation than a casual family gathering or a themed party at home. Aligning your catering choices with the overall vision of the event is key.

2. Know Your Guest List

The size and composition of your guest list play a crucial role in determining the catering requirements. Factors such as the number of guests, as well as the age of people attending, are key to consider. For instance, a larger audience may favour a buffet-style service for efficiency, while a more intimate gathering could benefit from a plated, sit-down dinner. When it comes to age, any children attending may not bide well with a long sit-down menu. Instead, grazing tables may be better suited, giving parents the ability to mingle and talk to other guests. Additionally, it’s important to consider any dietary restrictions or preferences among your guests to ensure they are well-catered for.

3. Set a Realistic Budget

Catering costs can vary widely, depending on the culinary expert, their experience and skillset, as well as the type of and amount of ingredients needed for your experience. Establish a realistic budget early in the event planning process, so that you can be transparent with potential caterers and private chefs surrounding your budget constraints. By being upfront, you can work together to create a delicious menu that aligns with your event budget. Remember to ask your caterer what their fee covers, and if you need to provide anything yourself. Usually, food and service are included in the price, but dishware and serving plates will need to be provided.

4. Do Your Research

It’s important to do your homework when choosing a catering service or private chef. Read reviews and seek recommendations to ensure you will receive a good service. Look for a caterer with experience in handling events similar to yours and one that can also accommodate any special requirements or dietary considerations. At HOMETAINMENT, we handpick all our talented experts so you can be confident in knowing you will only receive high-quality and professional culinary experts.

5. Customise the Menu

You should be able to collaborate with your chosen chef to create a menu that suits your event's theme and satisfies your guests' palates! A professional chef will be able to give recommendations for your event as well as accommodate any dietary requirements, such as vegans and vegetarians. The great thing about hiring a professional to take care of the food at your event is that you can be as involved as much or as little as you like! Focus your energy elsewhere knowing your event will have a world-class menu your guests will love.

6. Consider the Service Style

The way food is served can influence the overall vibe of your event, so it’s important to choose a service style that complements your event's formality and guest dynamics. For example, canapés and grazing tables are great for more informal events, whereas family-style dining can create a cosy and intimate atmosphere. Think about how you want your event to be and how you want your guests to interact when making these decisions.

7. Confirm Logistics

As the date of your event gets closer, keep in contact with your private chef or caterer, to confirm the logistics and any final details, such as the setup time, equipment needed, and any specific needs they may have. Ensure that the event space can accommodate the catering setup seamlessly and that there is a clear understanding of the timeline for food service. No one wants hungry and agitated guests!

8. Leave Them To It

On the day of your event, leave it to the professionals. Although it may be hard to let go of control, your private chef or caterer is experienced in preparing food for events and will have their own ways of working. After all, the point of hiring an expert in the first place is so that you can focus your attention on other aspects of the event, such as hosting and being with your guests. So sit back and enjoy a delicious culinary experience!

Planning Event Catering with HOMETAINMENT

When it comes to culinary experiences for events, at HOMETAINMENT we have you covered. Our little black book of experts and private chefs offers you handpicked HOMETAINERS, all approved by our team of hosting experts. Whatever your event, whether it’s big or small, a private party or an office social, we have the culinary experience that will leave an unforgettable impression on your guests. Browse our selection of private chefs here and start planning your event.

Antoine Melon

With an impressive 25 years of experience in opening and running restaurants and hotels all over the world, HOMETAINMENT co-founder Antoine Melon is an expert in the art of hosting, or as he would say "L'Art de recevoir”.

Related experiences

Other articles


Sign up to the HOMETAINMENT newsletter and be in with a chance to win a bartender at home.

By submitting the form, you are agreeing that you read and consent to our Privacy Policy.

Thank you for subscribing to our email list!
We appreciate your interest and look forward to sharing updates, news, and special offers with you.
Sorry, an error occurred while submitting the form. Please check your information and try again. If the issue persists, please contact support for assistance. Thank you.