A Beginner’s Guide to Planning a Catered Event

Author: Orest . | | Categories: Catering , Event Planning


Hosting a catered event can be daunting especially if you don’t know where to begin. You want your guests to have a good time, enjoy your hospitality, and remember the occasion you hosted, whether it is a simple dinner or a grand party. To achieve all of this, proper event planning is vital!

While preparing for unpredictable and unexpected twists and turns is impossible, it shouldn’t stop you from creating a plan. After all, failing to plan is planning to fail. Moreover, if you have a sound plan in place, irrespective of any hiccups along the way, you won’t find it too difficult to get back on track.

To help you prepare for success, Oryan Catering has put together a beginner’s guide to planning a catered event. The guide is designed to steer you through the essentials required to execute both large and small catered events.

Getting Started

Select a date and location: Begin by choosing a date for your event. If you need an event space, look through your local directory of community center function rooms, condo party rooms, church basement event rooms or halls. Find out what the deposit is for the space, what the cancellation or change of date fees are and proceed to book your space, while also considering the ambiance of each hall.

Next Steps

Block the date: Send out a save the date for your event. This way people are aware of your occasion and can plan their schedules around it, or avoid making plans on that very date and at that very time.

Guest preferences: Ideally when planning a catered affair, call or send an e-survey to your guests to find out if they have any dietary needs that you should take into account, that way when you choose the menu items you are not flying blind.

Learn about the location: For any event space rentals, find out what time you can have access to the space for set up, if a liquor license needs to be obtained, and also what is included in the rental fee. (For example, tables and chairs, access to a bartender, access to a kitchen with full amenities such as a stove and a fridge to maintain the freshness of your catered food.)

Advice From The Pros

Plan in advance: Not planning ahead is the main reason why an event may be remembered for all of the wrong reasons. Secure your catering company two months in advance at least. Send out the save the date at least sixty days in advance for any catered event you will host, and a little bit earlier for bigger occasions, like six months for a wedding event. Sending these late, and waiting too long to confirm menu selections and the number of guests with your caterer will provoke a sloppy and stressful event.

Hire experienced caterers: Planning is all the more fun when you hire a reliable catering company with years of experience. They will be able to prepare efficiently and recover quickly from any troubles like additional guests, change in preferences, and other catering problems to ensure you host a lovely event.

Have fun: Also remember to have fun with decor, themes, games, and menu choices for your food and beverage offerings.

If you feel overwhelmed at any point, contact your event caterer because you don’t have to do this alone! If you don't have a caterer yet, Oryan Catering is here to help!

Our goal is to exceed your expectations, and as the go-to experts in Guelph, ON for full-service catering, you can feel confident about hosting an event for your friends, family, colleagues, and others. We take care of everything from venue selection to floral arrangements, entertainment, rentals, and of course, an outstanding menu!

Working with an experienced event caterer is the first area of business to attend to. At Oryan, event catering is our passion and has been for over fifteen years. We offer our clients exceptional menu selections, portions, serving sizes, flavor profiles (of the dishes), and the best seasonal options when deciding what will be the best fare for their special event.

Visit our website to learn more or contact Oryan Catering today.