Successfully feeding large crowds at a corporate event is all about logistics. It’s about making sure your guests receive a high-quality meal and a place to sit and enjoy it, whether they are first or last in line. At RH Events & Catering, we’ve served hundreds to thousands of attendees in one day, across multiple weeks and shifts. Here are our key strategies for executing large-scale corporate catering with precision.
1. Formulate a Detailed Plan
A successful event starts with a great plan. We begin every corporate catering project with a strong understanding of your goals and desired outcome. Important details like anticipated guest count, schedule, dietary needs, and venue set the stage.
Key Planning Elements:
- Create a timeline for load-in, food preparation, serving, and load-out
- Understand venue rules or restrictions
- Identify water and power access
- Design a site layout to maximize efficiency for traffic control
- Special dietary requirements, including vegetarian, vegan, gluten-free options, etc.
Our seasoned event planners anticipate challenges from the very start. Gaining an understanding of what has or hasn’t worked in the past and the current goals and objectives helps us to formulate a plan that’s set up for success.
2. Design a Scalable Menu
When serving hundreds or thousands of guests, it’s important to design a menu that will encourage efficiency, hold well, and present beautifully. Some food items hold better than others, so it’s important to consider your timeline when choosing a menu. The more items you have on your menu, the longer it takes guests to get through a buffet line. You’ll want to build a menu that is simple but has enough options for everyone.
3. Streamlined service solutions
Space and food preparation are two of the biggest factors that determine service outcomes. The size of the space available to serve will have a large impact on the traffic flow. A buffet-style meal is one of the best ways to feed large crowds. Setting up multiple lines that are spread out through the space allows guests to move through with ease and minimize wait times. This is an important piece of the guest experience and ensures each person receives a high-quality meal.
At RH Events & Catering, we cook all our food on-site, so your food is always fresh. Ample food preparation is important for flow. Preparing plenty of food makes it much easier to manage crowds. A top priority is to make sure nobody is waiting for food to cook.
4. Leverage Experienced Staff with Logistical Expertise
The staff executing your event is responsible for the food preparation, maintaining food quality, and ensuring guest satisfaction. RH Events & Catering managers are ServeSafe Certified, ensuring the highest quality food preparation and serving methods. The team is highly experienced with complex events, comfortable managing high volumes, and adept at working under tight timelines.
When you work with RH Events & Catering, you receive a team that handles:
- Setup and teardown
- Real-time adjustments to improve flow
- Guest assistance and dietary guidance
- Back-of-house logistics including food preparation and temperature control
Our seasoned event staff create a structure and flow to support a positive guest experience.
5. Have Contingency Plans in Place
There are some factors you can’t control on an event site, so it’s important to stay prepared for the challenges that may come. Weather, delays, or last-minute guest changes happen often. Unexpected challenges are where experience shines.
If your event is taking place outdoors, like a company picnic, then it’s important to have an indoor space ready for backup. If the weather is minimal, several tents may suffice. Clear communication is an important practice for any last-minute changes with timing or setup. It’s important that everyone on the team is on the same page and understands the game plan.
At RH Events & Catering, we understand the dynamics of feeding large crowds. It’s best to spread out the serving time for maximum efficiency, but it is often inevitable to have a large rush of people at once. It’s important to stay flexible and prepared to make quick shifts to get people fed.
Planning a Large-Scale Corporate Event?
Let RH Events & Catering take the stress out of feeding the crowd and execute a seamless event for you. Our 30 years of experience and logistical expertise will ensure a successful event that your team will love. Contact us today to start designing your next event and get your custom quote.
