Checklist for Event Organisers and Caterers
When it comes to event planning and catering, every detail matters to create a memorable experience for your guests. Whether you’re an event organiser or a caterer, ensuring that you have the right catering equipment is crucial for a seamless and successful event.
To help, we’ve created a comprehensive checklist for both event organisers and caterers, ensuring that no stone is left unturned when it comes to catering equipment needs!
Initial planning stage
Let’s start with the basics – the initial planning stage! Before you can work out what catering equipment you need to hire, it’s essential to gather key event details:
Date, time, and venue details
Estimated number of guests
It’s important to work out these details as early as possible, this way you can make sure that you get the date and venue that you want. This is especially important if you’re after a venue that is in high demand. Once you have this information, you’re ready to move on to the next step.
Menu planning
Developing a menu is important for identifying exactly what catering equipment you’ll need to hire. Think about the dishes you plan to serve, their preparation methods and the serving style. This step will act as your guide in selecting the appropriate equipment for a flawless (and delicious!) execution.
Equipment essentials
Got your menu sorted? Excellent, now we can delve into the essential tools that every caterer should have in their kit bag for food preparation:
Chopping boards and knives
Mixing bowls and utensils
Food processors or blenders
Small table lamp
Cooking equipment
Depending on the menu, you might require various cooking equipment such as stoves, ovens, hot cupboards, fridges, hand wash units, and barbecues. Make a checklist to ensure you have everything you need to bring your culinary creations to life.
If you’re not totally sure what catering equipment you need to hire, have a chat with our team. We’ve been in the catering equipment hire business for 25 years and can give you tailored advice and solutions no matter what you need!
Serving equipment
Good presentation isn’t just aesthetically pleasing; it’s practical, too. Run an eye over your menu and consider whether you need any of the following serving equipment:
Chafing dishes for hot food
Coffee, tea and bar
Don’t forget about the beverages! Have a think about what drinks will be provided at your event and then create a checklist for coffee and tea service, as well as the bar setup. Remember, drinks are not just about mugs and glasses; you also need to consider the following:
Tea pots, milk jugs, and sugar bowls
Wine buckets (single bottle or 4-5 bottles)
Tableware
Now your menu is sorted, it’s time to think about the tableware. Ensuring you get the right tableware is key to your guests being able to enjoy their food. With this in mind, it’s important to look at each dish you’re serving and think about what your guests will need to eat it.
Now is also the time to think about what else you’ll need to set the table up with, for example, napkins and accessories like water jugs. Don’t forget that having water jugs can impact how many glasses you need, too!
Drinks reception
If you’re having a drinks reception, make sure that you accurately calculate how many glasses you need and what types of drinks you’ll be serving, as this will impact which glasses you need. We go into lots of detail about how to do this in our other blog: “How Many Drinking Glasses Do I Need For My Event”.
For the drink’s reception, consider the following:
Ice buckets
Large wine buckets (4-5 bottles)
Reception drink options
Logistics and Setup
Now, let’s dive into the nitty-gritty of getting your catering gear to and from your event location without any hiccups.
Plan for delivery and collection days
Begin by establishing a plan for the delivery and collection of catering equipment. You may also need to communicate any venue-specific requirements or protocols related to delivery and collection with your suppliers. This ensures that everyone is on the same page and can adapt to any unique challenges presented by the venue, such as limited access points or specific time windows for load-in and load-out.
Allocate time for setup and breakdown
Make sure you give yourself a realistic time frame for setting up and taking down the equipment to prevent any last-minute rushes or delays that might impact the event’s schedule.
For setup, create a plan that allocates specific time slots for different tasks. This includes unpacking and arranging equipment, setting up cooking stations, and preparing serving areas. Assign responsibilities to your team members, ensuring that each task is clearly explained and everyone is aware of their role in the setup process.
Similarly, when planning the breakdown, factor in the time required to dismantle and pack up equipment efficiently. A well-organised breakdown process not only ensures a prompt exit from the venue but also means the hired equipment gets returned as agreed.
Power requirements
Now, let’s talk about an obvious thing to check that often gets left out in the hustle and bustle of organising everything else – power!
Confirm access to power outlets for electrical equipment
Check out the venue before your event and confirm the locations of power outlets, taking note of the types of outlets available. They should be standard plugs, but it’s always worth making sure that you don’t need any adapters. This will help you avoid any nasty surprises when you’re ready to fire up your equipment!
Make sure to communicate with the venue staff and let them know about your power needs too. This way they can help to get everything ready for you, as well as let you know about any potential issues with your plan.
Consider backup power sources if needed
Now, let’s talk about a Plan B – because let’s face it, even the best-laid plans sometimes need a backup! Consider bringing along some backup power sources just in case. Portable generators are great options, just make sure you check the power requirements of your equipment to ensure your backup generator can handle the load.
Space planning
Next up is another obvious one, but also something else that can be easy to overlook – space planning. Take a look at your venue and make sure that you assign a food preparation space as well as a service space. Things you may want to consider here are:
Avoiding congestion
Making sure there is no food cross-contamination
Ensuring there are no safety hazards, such as wires and hot services
Safety measures
Ensuring your event has safety measures in place is non-negotiable. Make sure that you:
Check fire extinguishers and emergency exits
Start with a check of the fire extinguishers. Confirm they’re accessible, in good condition, and clearly marked. Likewise, make sure emergency exits are unobstructed and well-lit. This ensures a smooth path for everyone if there’s ever a need to evacuate.
Ensure staff are aware of safety protocols
Safety is a team effort, and your staff play a big role. Before the event kicks off, brief them on emergency procedures, evacuation routes, and where to find safety equipment. Encourage them to report any safety concerns promptly too; it may end up being a non-issue, but it’s always worth checking to be sure!
Make sure you the equipment you hire is safe
When hiring equipment from Plato, you can be safe in the knowledge that any electrical equipment is PAT tested before it’s hired out. Plato is also a member of the SafeHire Certification Scheme, which means we have a proven competence in safety, health, environment, and quality. This ensures you’ll receive the highest possible quality of service and catering equipment hire.
Post-event cleanup
As the event wraps up, a well-organised cleanup is the finishing touch for a successful gathering. Here are the key steps not to miss:
Bin bags, bins, bottle skips
Have plenty of bin bags and bins strategically placed for efficient waste disposal. You may want to consider bottle skips for glass collection.
Allocate time to count back catering equipment
Schedule dedicated time to count back all hired catering equipment systematically. Use a checklist to ensure nothing is left behind and address any issues promptly.
It’s also a good idea to designate enough floor space near exits for organised equipment gathering. Make sure to coordinate with the transportation team for smooth vehicle access, ensuring that the equipment is packed up and returned as efficiently as possible.
Additional tips
To make your checklist even more thorough, consider these last-minute additional tips!
Floor protection: Ensure you have adequate covering or trackway to protect flooring, carpets, grass, or patio areas.
Parking: Arrange sufficient parking for your suppliers for delivery and collection.
Vehicle access: Consider the type of vehicles needed for transportation and ensure easy access to the drop-off point
Linen and candles: Use enclosed cylinders or large enough candle plates/mirrors to avoid wax or burns on tablecloths.
End of event
You’ve pulled off a successful event – well done! The only thing left to do now is run through your end of event checklist and make sure that everything is ticked off. This includes:
Disconnect/switch off all electrical equipment
Disconnect gas bottles from any gas equipment
Ensure all hired equipment is in one central, easily accessible place
Make sure the venue is left tidy
We hope this list has been helpful, but if you’d like some more specific advice or more information on hiring catering equipment from us, please get in touch.
