Organizing a catering event is a real challenge every time we do it. Everyone in the catering business knows that there’s an insane amount of meticulous planning necessary to pull off a successful event.
Everyone in the business also knows that staying on top of catering supplies can also be a challenge. In this article, we’re going to discuss:
- Why you need catering checklists
- What are the most important checklists to have
- How to get the most out of your catering checklist
- How to create the ultimate catering checklist
- What to consider when organizing an outside event
Catering checklists make things easier, both for new staff members and for the veterans. From keeping serving equipment in proper shape to keeping the food hot during your most important events, these checklists make sure your catering company can stay true to its style.
If you have a checklist, you can’t move onward to the next task unless the previous one is crossed out. By the time your next big event comes, you will have a clear view of what was completed and what was not. That way, you can maximize the efficiency of your staff and save yourself a lot of nerves.
In essence, catering checklists help organize the mundane tasks so that your staff can’t miss the essentials that go into setting up an off-site catering event, like ordering and organizing the disposable catering supplies.
Understand Your Catering Staff
Even the best people can miss something now and then. Having a checklist means fewer mistakes, less stress, and smoother shifts. Plus, managers really rely on them to keep things running tight and make sure the bar meets all those important safety rules for food and drinks.
Make sure your staff is not overwhelmed by dealing with constant orders and reservations. Consider using catering software to relieve yourself and your staff of repetitive duties, like daily financial summaries, online and offline order management, and reservations. That way, they can better focus on keeping your business running smoothly.
- Stay ahead of the chaos: Keep your food pans, hot and cold beverages, serving utensils, food stations, and everything else locked and loaded before the chaos kicks in.
- Keep your finances in check: No more last-minute, pricey purchases. Know what you need and have everything ready ahead of time.
- Dial down the stress: Forget the freak-out moments when you realize you forgot the serving spoons. Everything’s on your list and your staff’s lists, all crossed out before the big day.
- You’re a prep wizard: With your supplies and tasks listed, you can zip through setup, focusing on wowing with your culinary skills rather than sweating the small stuff.
- Turns chaos into order: Keep track of serving trays, food storage boxes, dinner plates, and all the rest of the inventory.
- Ups your game: The right gear and a solid plan let you serve up an experience that’s bound to get rave reviews, making you the go-to caterer in town.
- Wins clients over: Smooth events and stellar service? That’s the recipe for happy clients who’ll come back for seconds and spread the word.
If you haven’t used catering checklists before, then we’ll be extremely excited to share all of the industry’s secrets with you. Your catering game is about to reach a whole new level.
Catering Supplies Checklist – Example
A catering supplies checklist will differ based on the type of event you’re catering. The goal is to provide a comprehensive list of supplies essential for your catering setup, helping you and your team prepare and execute events seamlessly.
Kitchen and cooking supplies:
- Cooking utensils (spatulas, tongs, ladles)
- Pots and pans
- Cutting boards and knives
- Mixing bowls
- Baking sheets and trays
- Food processors/blenders
- Thermometers
- Foil and plastic wrap
- Cooking oils and sprays
- Spices and seasonings
Serving supplies:
- Serving platters and bowls
- Chafing dishes with fuel
- Serving utensils (spoons, forks, tongs)
- Plateware (dishes, bowls)
- Glassware (water, wine, and specialty glasses)
- Cutlery (knives, forks, spoons)
- Insulated food pan carriers
- Napkins (cloth or disposable)
- Tablecloths and runners
- Salt and pepper shakers
Beverage supplies:
- Coffee or beverage station
- Beverage dispensers
- Ice buckets and tongs
- Water pitchers
- Stirrers and straws
- Beverage napkins
Bar Supplies (if applicable):
- Cocktail shakers and strainers
- Bottle openers and corkscrews
- Ice scoops
- Bar mats
- Liquor pourers
Cleaning supplies:
- Dishwashing soap and sponges
- Cleaning rags and towels
- Trash bags
- Brooms and dustpans
- Mops and buckets
- Sanitizing sprays or wipes
Miscellaneous:
- Food storage containers
- Ziplock bags
- Disposable gloves
- Aluminum trays for leftovers
- Labels and markers for food identification
As a catering manager or chef, this checklist becomes your blueprint for organizing and managing supplies tailored to each event’s unique needs. Let’s dive into an example catering supplies checklist.
Catering Events Checklists – Examples
When launching your big event, you’re going to have to have a couple of checklists to keep everything in order. We’ve prepared four must-have event-catering checklists we believe will keep the entire event running that much more smoothly.
Keep in mind that your particular buffet style might require a different set of instructions, so make sure you modify these checklists accordingly. Treat these checklists as blueprints that will help you create your very own perfect catering checklists.
Event details confirmation:
- Confirm event date, time, and location.
- Verify final guest count.
- Review the menu, including special dietary requests.
- Ensure client contact information is up-to-date.
Venue inspection:
- Schedule and conduct a site visit.
- Take note of available kitchen facilities and equipment.
- Discuss setup times, parking, and loading areas with the venue.
Menu finalization:
- Confirm menu items with the client.
- Plan the food preparation schedule.
- Organize a tasting session if required by the client.
Staffing plan:
- Assign roles (cooks, servers, bartenders).
- Assign other responsibilities (cleaning, organization, etc.)
- Confirm staff availability and uniforms.
- Schedule any required staff training sessions.
Next, you’re going to double-check your supplies checklist to make sure you have all the cooking equipment and catering supplies that will keep your food warm, locked and loaded. This serves an important function: it helps you ensure that you have all the equipment you need before you serve food.
Once you’ve double-checked your supplies checklist, it’s time to move on to the event-day checklist.
Morning preparation:
- Verify transportation for staff, equipment, and food.
- Start food preparation according to the timeline.
- Pack an emergency kit with extra supplies and tools.
Setup at venue:
- Arrange tables, chairs, and decor as per the floor plan.
- Set up the kitchen and cooking stations.
- Prepare serving areas, buffets, or plated service setups.
Staff briefing:
- Review the event timeline and menu with the staff.
- Discuss guest experience goals and special requests.
- Assign specific responsibilities for service, food prep, and cleanup.
Remember that it’s best to set up your checklists so that they’re not overly complicated but also not overly simplified. Your staff should have clearly defined tasks and responsibilities that they could verify at any moment using their checklists. Let’s take a look at an example waiter checklist.
Pre-event preparation:
- Uniform check: Ensure your uniform is clean, pressed, and meets the event’s dress code.
- Study the menu: Familiarize yourself with the day’s menu, including ingredients, potential allergens, and any special dietary options.
- Event briefing: Attend the pre-event meeting to understand the event timeline, guest preferences, and any VIP attendees.
Setup:
- Table settings: Arrange tables according to the layout plan, ensuring each table has the correct number of chairs.
- Place settings: Set up tablecloths, napkins, cutlery, glassware, and plates as required. Double-check for cleanliness and polish if needed.
- Decorations and extras: Place centerpieces, candles, or any additional table decorations. Ensure menus, if used, are placed at each seat.
During the event:
- Greeting guests: Welcome guests warmly and guide them to their tables. Offer assistance with seating arrangements if necessary.
- Taking orders: Efficiently take orders, noting any special requests or dietary restrictions. Confirm details when necessary to avoid mistakes.
- Serving food and beverages: Serve dishes and drinks as per the service order, ensuring timely delivery and correct presentation. Check back to ensure guest satisfaction.
- Table maintenance: Clear empty plates, glasses, and cutlery in a timely manner. Maintain overall table cleanliness throughout the event.
Customer service:
- Attend to guest needs: Be attentive to guests, refill water glasses, and address any additional requests or concerns promptly.
- Handling special requests: Efficiently manage special requests or dietary needs, liaising with the kitchen when necessary.
- Problem-solving: Address and resolve any issues or dissatisfaction immediately, informing a manager if needed.
Post-event tasks:
- Clearing tables: Ensure all tables are cleared of dishes, glassware, and decorations following the event.
- Resetting for next event: If required, assist in resetting tables for the next service or event.
- Feedback gathering: Participate in a team debrief to discuss what went well and areas for improvement.
To finish off, prepare a post-event checklist to make sure everything is left in good order. This checklist will help you make sure that your staff has completed all of the previously-designated tasks.
Cleanup:
- Instruct your staff members to start cleaning according to the previously designated tasks.
- Ensure thorough cleaning of the venue and kitchen areas.
- Collect all rented equipment for return.
Staff feedback:
- See if all tasks went according to the specific checklists.
- Hold a debrief session to discuss what went well and areas for improvement.
- Acknowledge team efforts and individual contributions.
Client follow-up:
- Send a thank-you message to the client.
- Request feedback on the event and services provided.
- Discuss any opportunities for future events.
Getting the Most Out of Catering Checklists
Specific strategies can make your catering event checklists work exactly as intended. Below are suggestions to help both management and staff maximize their checklists’ effectiveness for catering events.
- Customize: Tailor your checklists to the specific needs of your catering business, considering the event type, menu, and any special client requests. Involving your team in the creation or refinement process ensures these checklists cover all necessary tasks.
- Provide clear instructions: Offer detailed instructions for each task on your checklist, specifying exactly what needs to be done. Use straightforward language to eliminate any confusion.
- Prioritize tasks: Organize tasks by their level of importance, ensuring the most critical tasks get attention first. Highlight any tasks that are particularly time-sensitive.
- Assign responsibilities: Assign tasks to specific team members clearly to prevent overlap and confusion. Consider rotating responsibilities to keep the team engaged and well-rounded.
- Emphasize training and consistency: Conduct thorough training sessions on the proper use of checklists. Maintain operational consistency by ensuring everyone follows the procedures every day.
- Regularly review and update: Routinely reassess and update your checklists based on team feedback and the evolving needs of your events. Address any operational bottlenecks or inefficiencies promptly.
- Incorporate catering management software: Utilize catering management software to track key statistics, manage orders, and streamline the checklist creation process. This technology can greatly enhance accuracy and efficiency in your operations.
To ensure your event catering operation goes as planned, make sure to give your staff instructions on how to get the most out of their checklists. The ultimate catering checklist is one that is not only well-prepared but also well-understood.
- Stick to the plan: Follow the checklist step by step to make sure nothing gets missed. Skipping steps, even when you’re rushed, can lead to oversights.
- Keep an eye on the details: Pay close attention to cleanliness, setup, and how you’re presenting food and drinks. Double-check stock levels and equipment to make sure everything’s in tip-top shape.
- Work together: Communication is key, especially when things get busy. Help each other out, share updates, and make sure everyone’s in the loop to keep things running smoothly.
- Manage your time wisely: Break down tasks into manageable chunks and keep an eye on the clock. Using timers or setting alarms for critical moments can help keep everything on schedule.
- Speak up if you spot issues: If you notice something off, like a shortage of supplies or a piece of equipment acting up, let someone know ASAP. Catching problems early can save a lot of headaches.
- Learn from each gig: After the event, take a moment to reflect on what went well and what could be better next time. Sharing insights with your team can help improve everyone’s game.
Keep in mind, successful checklists for catering events and supplies go beyond just checking off tasks; they’re key to running a well-organized and efficient operation. Make it a habit to regularly review and tweak these lists to boost your workflow and enhance the experience for your customers.
How Do I Make a Checklist for Outdoor Catering?
Creating a checklist for outdoor catering involves considering additional factors that differ significantly from indoor events. The primary differences stem from the environmental and logistical challenges posed by outdoor settings. Below are a couple of things you’re going to have to keep in mind when organizing your next outside catering event.
- Weather preparedness: Your checklist should include contingencies for various weather conditions, such as tents or canopies for sun and rain protection, and heaters or fans to manage temperature.
- Equipment stability: Outdoor surfaces may be uneven, so ensuring tables, chairs, and serving stations are stable and secure is crucial. This might involve extra weights or supports.
- Food safety and storage: Outdoor temperatures can affect food safety. Include coolers and heating equipment to keep food at safe temperatures, and plan for covering food to protect it from insects and debris.
- Power and cooking sources: Access to electricity may be limited. Your checklist should account for generators, propane tanks for grills, or other alternative cooking and lighting sources.
- Lighting: Outdoor events may extend into the evening, requiring sufficient lighting for guests to safely navigate the space and for staff to serve and clean up effectively.
- Waste management: Outdoor settings often lack immediate access to trash disposal, necessitating a plan for collecting and storing waste and recyclables during the event.
- Transport and setup: The logistics of transporting supplies to an outdoor venue, possibly over rough terrain, should be considered, including the need for vehicles, carts, and additional setup time.
- Permits and regulations: Depending on the location, there may be additional permits or regulations for outdoor catering, such as fire codes for grills or noise ordinances, which should be included in the planning process.
In summary, an outdoor catering checklist requires additional considerations to address the unpredictability of the environment, ensuring that the event is not only memorable but also safe and comfortable for guests.
Key Takeaways
- Essential: Checklists keep everything on track, making life easier for everyone in catering.
- Make things smooth: They help keep things consistent, safe, and efficient and make sure you’re always ready for your customers.
- Ahead of time: From making sure everything’s safe and stocked at the start to cleaning up and restocking after, checklists have your back.
- Why we love them: They keep your space clean, make sure you’re following the rules, and help you get set up without fuss.
- Making them work: For managers, it’s about making them fit your needs and keeping them clear and updated. For the team, it’s sticking to the plan, working together, and speaking up when something’s off.
- Big picture wins: With solid checklists, you cut down on mistakes and stress, making for smooth operations and happy customers and clients.
- Outside even considerations: you will have to take extra precautions when organizing outside events.
Frequently Asked Questions (FAQ)
What are the things needed for catering?
For a successful catering setup, a variety of items are needed to ensure that your event runs smoothly and your guests are well taken care of. Beyond the essentials like a buffet table for presenting a spread of delicious food, ice tubs for keeping drinks refreshingly cold, bus bins for efficient cleanup, and bread plates for serving, there are several other critical elements to consider.
You’ll also need a reliable set of serving utensils and dishes to ensure food can be served efficiently and elegantly. Chafing dishes are crucial for keeping hot foods at the right temperature, while cold food should have appropriate cooling trays or covers to maintain freshness. Adequate glassware, from water glasses to wine glasses, depending on the beverages served, is essential for a full guest experience. Additionally, table linens, napkins, and decor items are necessary to create an inviting atmosphere that complements the theme of the event.
On the logistical side, a well-planned kitchen area equipped with commercial-grade cooking and refrigeration equipment will enable the catering team to prepare food safely and effectively. Portable cooking stations might also be needed for events where food is prepared on-site. Furthermore, a clean-up station with sinks, dishwashers, and storage for clean and dirty dishes ensures the backend operations are as smooth as the front.
