When it comes to the guests’ enjoyment of any event, food and beverage are nearly as important to an event as the purpose of the event itself. As the event planner, you will likely be responsible for working with the catering professional to plan the food right down to selecting each menu item for your group.
Planning the Event Menu
Whether you’re working with a private caterer or the catering manager at the event venue itself, it’s always helpful to consider several factors before building the menu.
The first thing to remember is that the menu options they present are almost always 100% flexible. And even though most caterers will allow you to confirm the menu and head count about three weeks prior to the event, I always suggest confirming the menu much earlier in the planning process.
Breakfast, Lunch, and Dinner Menus
The menu should include several pre-packaged meal options and à la carte selections developed by the executive chef or caterer. The approach to the different meals of the day – breakfast, lunch, and dinner – are generally unique. Consider the following:
- Breakfast: When it comes to breakfast, packaged menus are usually more cost effective and easier to select, including continental options, hot buffets, and breakfast stations. If you’re offering breakfast prior to the start of the official program. Be sure to choose the option that best suits your event’s schedule.
- Lunch: Most caterers offer several lunch buffet options, “working lunch” choices (such as à la carte sandwiches and appropriate sides). And even boxed lunches. Again, the best choice of meal type will be entirely depending on your program’s schedule so consider how much time guests will have to eat.
- Dinner: You always have a choice of packaged dinner buffets or plated dinners. And both can offer a choice of three to five courses. This is where you will find items that reflect the executive chef’s personal preferences and is also generally a time to let the food shine.
Break Foods and Reception Menus
When it comes to planning the food at an event, the planning is not always limited to three square meals. In fact, many multi-day conferences require catering planning beyond breakfast, lunch, and dinner. Perhaps during scheduled breaks or breakfast and cocktail receptions. The executive chef or caterer may present you with several more pre-packaged meal options as well as à la carte selections:
- Break Items: If your budget can afford it, theme breaks are always more interesting than standard beverages and snacks.
- Receptions: Most caterers offer à la carte options for passed chilled and hot hors d’oeuvres. Hosted bar reception packages (charged hourly per person or on consumption). They also may offer cold and hot platter stations as well as dessert stations.
