Food Planning for Events and Parties

Planning food for a party can transform a good event into a memorable affair that guests will love. Here’s what you need to know.

First Steps in Event Food Planning

Your first step is to define the event by establishing its:

• Purpose: Parties, reunions and holiday celebrations are all about the food and fun, while business meetings, conferences and charity fundraisers have specific goals that impact everything from the menu and room layout to how each table is decorated. If attendees will be dressed formally, take that into account when planning the menu.
• Atmosphere: Decide if you want your event to feel formal and structured, laid-back and casual or somewhere in between. 
• Theme: While optional, themes provide a framework that helps tie each menu and decor decision together cohesively. For example, the meal for a “Night at the Movies” theme could include dishes from popular films or a popcorn bar. 
• Time: Events earlier in the day call for a brunch or light lunch, while evening occasions typically include a full dinner. The longer the event, the more food you’ll need to plan for.
• Budget: Creating the menu for parties and other events starts with knowing your budget. Set one early and use it to guide the rest of your food planning.

This is also a good time to take inventory of your available resources, including staff to help serve and prepare, catering equipment, decor and what amenities come with your chosen venue.

Crafting the Perfect Event Menu

If you’re not working with a caterer — or you’re trying to decide which caterer to use — the best place to start is by crafting a menu. Here’s how:

1. Work Within Your Means

One of the most overlooked event catering tips is to keep your menu as simple as possible. Choose only one time-consuming or elaborate dish, if any, and make sure the rest of the food requires minimal prep. Be mindful of how many people you’ll have available to help serve — a five-course menu with multiple entrée options and table service only works if you’ve got enough waitstaff to keep things moving.

2. Determine the Type of Food You’ll Serve

The theme, budget, time of day and atmosphere will determine the menu for your party or event. Light appetizers or desserts are usually plenty for a cocktail hour, brief reception or small meeting. Mid-day events that will last a few hours should include a light meal. Events longer than a few hours need an entrée and side dish at a minimum, but should also include a selection of appetizers and desserts.

If you are hosting a community-focused party, consider incorporating fresh, seasonal foods or local ingredients. If children will be present, make sure the menu has one or two kid-friendly meals. Unless you know each guest’s dietary needs, always have meat-free, gluten-free and allergen-safe options.

3. Consider Logistic Requirements

Finalize your logistics first, then plan your menu accordingly — starting with a menu and trying to fill in the logistical gaps later will lead to more stress and a higher potential for food waste or slow food service. Details to consider include:

• How long each portion of the meal should take, from serving to eating
• Where guests will sit in relation to food stations
• Whether guests will be sitting for each part of the meal or will need handheld options if expected to mingle
• How much alcohol, if any, will be served
• Any venue or caterer restrictions
• The flow of the dining area, especially if incorporating buffet service
• Ideal serving sizes for portion control to keep costs minimal
• How many trash bins you’ll need and where each will be placed

Choosing Your Food Service Style

Each type of food service has its own benefits and things to consider:

Self-Serve Buffets

Self-serve buffets are ideal for casual events, especially those with a large guest list. Be sure to plan the room layout carefully and have multiple, clearly established areas for attendees to line up to avoid creating bottlenecks near certain dishes or the bar. A few logistical considerations include:

• Enough staff to monitor and replenish dishes as needed and help serve guests with mobility restrictions
• Buffet-friendly catering equipment, including warming dishes and serving utensils
• Serving dishes with cool-touch handles to prevent burns
• More than one buffet station for large events to keep the line moving as quickly as possible
• A cleanup and mess prevention plan
• Sturdy dishware to accommodate multiple foods
• Food markers to label each dish and any allergens present

Plated Dinners

Sit-down meals are more formal and ideal if you’re serving food that requires both hands to enjoy. Consider sending entrée options with your RSVPs to get a more accurate idea of how much food you’ll need for each guest. You should also plan to have:

• Staff who are trained in providing table service
• Nicer-quality tableware and linens to fit your theme
• A timed schedule to know when it’s time to start cooking each dish and when to serve each course
• A full set of dinnerware for each course so dishes don’t need to be washed between courses

Family-Style Service

Family-style service blends the casual, self-serve qualities of a buffet with the simplicity of a plated dinner. Large platters of food are placed in the center of each table, allowing guests to serve themselves without needing to get up. This format encourages community and socializing, making it a good option for reunions and networking events. You’ll need:

• Enough serving platters and utensils for each table and type of food
• Large tables with enough space for the food to sit and the center and for guests to comfortably pass dishes around without spilling or elbowing their neighbor
• Staff to provide minimal table service for refilling drinks and clearing dishes
• A room with good acoustics so conversation is still possible from both ends of a long table

Tray-Pass

Tray pass is a classic option for cocktail hours or brief receptions before the main event. It’s also a great choice if you want each guest to sample a variety of flavors. Here’s what you’ll need:

• At least two staff per food type, more for larger spaces or more guests
• Appetizers, desserts and small bites that have minimal mess and are easy to eat with one hand
• Allergen-safe food on separate trays with clear labels
• Staff who are prepared to answer basic questions about the food they’re serving, including allergen information
• A pre-planned layout so each part of the room has multiple types of food available
• One or more drink stations or multiple beverage trays
• Optional napkins served with each food 

Interactive Food Stations

While more expensive, food stations let guests build or top their own foods for ultimate customization and attendee interaction. You can even include chef action stations with live cooking demonstrations as part of your entertainment for the event. Some factors to consider include:

• Ensuring each station has equipment to keep food fresh and at a safe serving temperature
• A layout that staggers station placement to avoid bottlenecks
• Trained personnel if offering specialty dishes or meals that require specific equipment to prepare
• Strict hygiene protocols to reduce the risk of cross-contamination and guests handling food
• Clear signage indicating what each station has to offer at a glance

How Much Food to Order for a Party

RSVPs are helpful for getting an estimated guest count, but they’re rarely accurate. Always plan to feed a few extra guests. If you’re not working with a caterer, an online food calculator can give you a place to start. A general guideline per person is:

Nonalcoholic drinks	1-2 per hour, more if guests will be giving speeches, singing karaoke or doing anything physically exerting
Appetizers or hors d’oeuvres	3-5 servings for dinners, 6-8 for cocktail parties or tray-pass events
Entrée or main course	4-8 ounces, depending on the number of sides and appetizers being served
Side dishes	4-6 ounces per dish
Desserts	1-2 servings for dinners, more for tray-pass

Have a plan for dealing with leftovers when the event is over, including containers for guests or staff to take food home. You could also work with a local food bank or shelter to donate some leftover items.

Plan a Party to Remember With Diamond Event & Tent

Diamond Event has everything you need to plan an event your guests will remember for years to come. Our mission is to make it as easy for you as possible by providing high-quality catering equipment rentals, tables and chairs, dinnerware and linens and decor to showcase your food and fit a range of themes, atmospheres and party types. Browse our catalog or contact us to learn more.