Planning a corporate event can be a balancing act—coordinating schedules, picking the perfect venue, and ensuring that the catering meets everyone’s expectations. Catering plays a significant role in the overall success of an event, and even small mistakes can lead to big disappointments. To help you avoid any pitfalls, we’ve put together a list of the five most common catering mistakes and how to sidestep them for a seamless and memorable event.
1. Underestimating the Headcount
One of the most common catering mistakes is not providing an accurate headcount to the caterer. Ordering too little food can leave guests hungry, while ordering too much results in unnecessary waste and increased costs.
How to Avoid It:
Be sure to collect RSVPs well in advance and have a clear idea of the number of attendees. It’s also helpful to account for a small buffer of extra guests—typically around 5%—in case more people show up than anticipated. Work closely with your caterer to finalize headcount numbers and allow them to guide you on portion sizes that best suit your event.
2. Ignoring Dietary Restrictions
Corporate events often cater to a diverse group of attendees, each with different dietary needs. Ignoring these dietary restrictions can leave some guests without food options or feeling excluded. It’s important to accommodate vegetarians, vegans, gluten-free guests, and those with allergies.
How to Avoid It:
When sending out invitations or RSVP forms, ask guests about any dietary restrictions. Once you have this information, communicate it clearly to your caterer so they can prepare suitable dishes. Many caterers, including Lunch Wired, offer a variety of options that accommodate dietary restrictions, ensuring that everyone can enjoy the meal.
3. Choosing the Wrong Catering Style
Another common mistake is choosing a catering style that doesn’t suit the event’s structure or the preferences of attendees. For example, a buffet might not be the best option for a formal event, while plated meals can be too restrictive for a casual networking event.
How to Avoid It:
Consider the type of event and the guest experience you want to create. Buffet-style catering works well for casual gatherings or when guests are encouraged to mingle, while plated meals are ideal for more formal occasions. Boxed lunches are an excellent option for meetings with tight schedules or when individual packaging is necessary. This might include accommodating allergies, managing large meetings with scheduled breaks, ensuring even portioning, addressing health concerns during flu season, or offering meals as an employee benefit.
Consulting with your caterer can help you determine the best catering style to fit the mood and flow of your event.
4. Poor Timing and Late Deliveries
Timing is crucial for any corporate event, and poor coordination can lead to food arriving too early or too late, which can impact both quality and guest satisfaction. Cold dishes that are meant to be hot, or food arriving when guests are already hungry, can easily lead to complaints.
How to Avoid It:
Work with a caterer that has a track record of punctuality and reliable service. Provide your caterer with a clear event timeline, including when food should be ready and served. At Lunch Wired, our 15-minute arrival windows are based on the event start time and take into account factors like distance from our store, typical drive times, and traffic conditions based on the time of day, ensuring seamless and timely service. Be sure to confirm delivery details and maintain communication with your caterer throughout the planning process to avoid any surprises.
5. Overlooking the Importance of Presentation
The way food is presented can have a big impact on how it’s perceived by guests. Overlooking presentation can make even the most delicious dishes seem unappealing, and it can detract from the overall atmosphere of the event.
How to Avoid It:
Choose a caterer that prioritizes presentation as much as flavor. Discuss the presentation options with your caterer beforehand—whether it’s beautifully arranged platters for a buffet or elegantly plated meals for a formal event. At Lunch Wired, we believe presentation matters—whether it’s boxed lunches, standard catering, or executive-level service. Every dish is thoughtfully prepared to look as good as it tastes, making the catering experience a standout part of your event’s success.
Bonus Tip: Communication Is Key
Another overarching mistake is the lack of clear communication between the customer service reps and the caterer. Misunderstandings can lead to wrong menu items, improper portions, or a catering style that doesn’t fit the event.
How to Avoid It:
Maintain open lines of communication with your caterer from the beginning. Provide them with as much information as possible, including the schedule, headcount, dietary restrictions, and any specific preferences or themes. Regular check-ins leading up to the event can help ensure that everything is on track and aligned with your expectations.
Takeaways
Catering can make or break a corporate event, and avoiding these common mistakes can mean the difference between an average gathering and a truly successful one. By providing accurate headcounts, accommodating dietary restrictions, choosing the right catering style, ensuring timely delivery, and focusing on presentation, you’ll be well on your way to hosting an event that impresses your guests and leaves a lasting positive impression.
At Lunch Wired, we understand the importance of flawless execution and are here to help you plan and deliver the perfect corporate catering experience. If you’re ready to make your next event memorable, contact us today to learn more about how we can cater to your needs and exceed your expectations.
Comments