Event Catering: The Complete Guide

Types of Events We Cater

Event catering adapts to virtually any gathering where people come together around food. Understanding the different event types helps you communicate effectively with caterers and set appropriate expectations for service style, menu complexity, and budget.

Corporate Events

Corporate catering serves the business world's diverse dining needs. From quick working lunches during all-hands meetings to elaborate multi-day conference spreads, corporate events require caterers who understand professional environments. Key considerations include dietary restrictions documentation, branded presentation options, and seamless service that doesn't interrupt business proceedings.

Common corporate event types include board meetings, training sessions, company anniversaries, client appreciation events, product launches, and quarterly celebrations. These events typically feature buffet-style service or individually packaged meals, with emphasis on efficient service and professional presentation.

Office Catering

Office catering focuses on the day-to-day food needs of workplace teams. This includes regular lunch programs, team meeting meals, Friday celebrations, and informal gatherings. Office catering emphasizes consistency, variety, and value—teams ordering regularly need rotating menus that keep employees engaged.

Smart office catering programs accommodate diverse dietary needs within a single order, offer individual packaging for flexibility, and provide ordering systems that streamline the process for busy office managers. Many companies establish relationships with preferred caterers for recurring orders.

Social & Private Events

Personal celebrations—birthdays, anniversaries, graduations, reunions—deserve memorable dining experiences. Social event catering ranges from casual backyard barbecues to elegant plated dinners. The focus shifts from efficiency to ambiance, with caterers often providing additional touches like themed decorations, specialty cocktails, and interactive food stations.

Special Occasions

Milestone events like retirement parties, award ceremonies, and nonprofit galas require elevated service. These occasions often feature plated service, premium ingredients, and coordination with other event vendors. Caterers experienced in special occasions understand timing, presentation, and the importance of every detail contributing to the celebratory atmosphere.

Virtual & Hybrid Events

The rise of remote work created demand for distributed event catering—delivering meals to multiple locations simultaneously so remote teams can share a dining experience virtually. This service requires precise logistics, consistent quality across deliveries, and packaging designed for at-home enjoyment.

Menus & Service Formats

Understanding available menu styles and service formats helps you match catering to your event's needs. Each format offers distinct advantages depending on your guest count, venue setup, budget, and desired atmosphere.

Buffet Service

Buffet-style catering remains the most popular choice for events of 20 or more guests. A central serving station allows guests to select their portions from a variety of options. Buffets work well for casual to semi-formal events, accommodate dietary restrictions easily, and reduce per-person costs compared to plated service. They encourage mingling and allow guests to eat at their own pace.

Full-service buffets include warming equipment, serving utensils, and often staff to maintain the presentation and assist guests. Consider traffic flow when planning buffet placement—double-sided setups speed up service for larger groups.

Boxed Meals & Individual Packaging

Individually packaged meals gained prominence during the pandemic but remain popular for their convenience and portion control. Each guest receives a complete meal in its own container, eliminating shared serving stations. This format works perfectly for meetings where efficiency matters, events with tight schedules, and situations requiring grab-and-go flexibility.

Quality boxed meals go beyond sandwiches—expect options like grain bowls, composed salads, and hot entrees with compartmentalized sides. Labeling helps guests with dietary restrictions quickly identify appropriate choices.

Family Style

Family-style service places large platters at each table, allowing guests to serve themselves. This format creates a communal dining atmosphere while maintaining table seating. It works well for dinners, celebrations, and events emphasizing connection. Family style typically costs less than plated service while feeling more elevated than buffet.

Plated Service

The most formal option, plated service delivers individually prepared plates to seated guests. This format offers precise portion control, elegant presentation, and a fine-dining feel. Plated service requires additional staff and typically commands premium pricing, but creates the most polished impression for special occasions.

Stations & Interactive Displays

Food stations create engaging experiences by featuring specific cuisines or preparations in dedicated areas. Popular options include taco bars, carving stations, pasta-to-order counters, and dessert tables. Stations encourage guest movement and conversation while showcasing culinary variety.

Dietary Accommodations

Professional caterers accommodate common dietary needs as standard practice. Expect options for vegetarian, vegan, gluten-free, dairy-free, nut-free, and kosher or halal requirements. Communicate dietary restrictions during the ordering process—experienced caterers will suggest appropriate menu modifications or dedicated alternative dishes.

Event Catering Planning Guide

Successful event catering requires thoughtful planning. This timeline ensures you secure the best caterers, finalize details without stress, and deliver an exceptional experience for your guests.

4-6 Weeks Before: Initial Planning

• Define your event parameters: date, time, location, expected guest count, and event type. Having these details ready accelerates caterer conversations.
• Establish your budget: determine the total catering allocation and calculate your per-person range. Include service fees, gratuity, and tax in your calculations.
• Research and contact caterers: review menus, ratings, and photos. Request quotes from 3-4 caterers that match your cuisine preferences and budget range.
• Consider venue requirements: some locations have preferred vendor lists or specific insurance requirements for outside caterers.

2-3 Weeks Before: Finalization

• Book your selected caterer: confirm the date, time, and preliminary menu. Review the contract terms, cancellation policy, and payment schedule.
• Finalize menu selections: choose specific dishes, quantities, and any customizations. Discuss presentation preferences and special requests.
• Collect dietary restriction information: gather requirements from guests and communicate them clearly to your caterer.
• Coordinate logistics: confirm delivery or setup time, point of contact, and venue access details.

1 Week Before: Final Confirmation

• Confirm final headcount: most caterers require final numbers 3-5 days before the event. Order 5-10% extra for unexpected guests.
• Review all details with your caterer: delivery time, setup requirements, serving staff arrangements, and cleanup expectations.
• Prepare the venue: ensure adequate table space, power outlets for warming equipment, and clear pathways for delivery.

Day Of: Execution

• Be available for delivery: designate a contact person to meet the caterer and answer any last-minute questions.
• Verify the order: quickly review that all items arrived and match your confirmation.
• Handle payment: complete any remaining balance and prepare gratuity for service staff if applicable.

Event Catering Pricing

Understanding catering costs helps you budget effectively and compare quotes accurately. Pricing varies significantly based on menu complexity, service level, and geographic location.

Typical Price Ranges

What Affects Pricing

• Menu complexity: house-made items, premium proteins, and specialty cuisines command higher prices than simpler preparations.
• Service level: drop-off costs less than full-service; buffet costs less than plated. Add staff and you add cost.
• Guest count: larger events often qualify for per-person discounts, while smaller groups may face minimums.
• Day and time: weekday lunch typically costs less than weekend dinner service. Peak seasons like December may include premium pricing.
• Location: delivery distance, venue requirements, and local market rates all influence final costs.

Hidden Costs to Consider

When comparing quotes, ensure you're looking at complete pricing. Common additional charges include:

• Service fees (typically 18-22% of food cost)
• Delivery fees based on distance
• Setup and breakdown fees for full-service events
• Equipment rentals (chafing dishes, linens, servingware)
• Staffing for on-site service
• Gratuity for service staff (typically 15-20%)
• Sales tax

How to Order Event Catering

Ordering event catering through Soyum streamlines the entire process. Our platform connects you with vetted local caterers, provides transparent pricing, and handles coordination so you can focus on your event.