12 Tips for Choosing Catering Equipment for Your Next Event

If you run a catering business, be prepared for an exciting few years. Contract catering is expected to rise globally by 55% between now and 2028.

That rise in demand means now is the right time to invest in catering equipment for your business. Doing so will set you apart from the competition the next time you want to secure that prestigious catering contract.

Read on as we share our top 12 tips for choosing the best catering equipment for your next event.

1. Theme and Table Style

One of your most crucial early jobs will be ordering the table settings, including the centrepiece, cutlery and plates.

But the commercial equipment for catering you choose will largely depend on the overriding theme for the event.

A more casual outdoor barbecue under a marquee will need a completely different layout from a formal dining arrangement with crystal glasses and vases of fresh flowers.

You always want to ensure your catering service has given consideration to the customer’s needs, and the small but significant detail in themes form a big part of their requirements.

Here’s a quick list of some of the items you may want to include in your table setup depending on the theme:

• Cutlery (silverware for formal dining cutlery, disposable wood or plastic)
• Plates
• Serving dishes
• Centrepiece (floral arrangement, candles, themed decorations)
• Paper or cotton napkins
• Food warmers
• Glass or other drink wear – acrylic, crystal or glass
• Water pitcher
• Wine cooler

Always speak to your customer to determine their finalised event theme before ordering your catering equipment supplies. Set a deadline that will allow ample time to book the right equipment, allowing extra contingency time for delays.

2. Decorations

To pull off a bold statement or unique theme at an event, you’ll need to plan to make every tiny detail perfect.

Start with a sketched design of your event, or use an online design app.

When you’ve done that, begin putting together a list of all the necessary decorations. Doing it in this order will stop you from ordering decorations that you don’t need.

You may be able to rent most decorations instead of purchasing, so research that option before placing an order.

Remember to order decorations for your catering tables if you intend to offer a buffet. Beautiful accessories will give your buffet a high-end feel and cement your reputation as a first-class catering company.

And think vertically with your food display by using food and cake stands to showcase your creations. Don’t forget that professionally designed labels for any dishes are also a must, and make sure you label allergens.

3. Disposable Vs Reusable

The event theme will shape whether you opt for disposable catering supplies. Still, it won’t be the only factor you’ll need to consider.

You’ll also want to consider your event’s environmental impact and the after-catering support you have. Let’s examine both.

Environmental Impact

Some customers are actively seeking suppliers who demonstrate a low carbon footprint.

If this is part of your brand as a catering company, you might want to minimise the amount of plastic you use during an event. That means opting for reusable equipment such as stainless steel cutlery instead.

After Catering Support

The more you opt for reusables, the more you’ll need to plan for catering staff support.

Dishes and cutlery will need cleaning, and you will need to store items. If hiring premises, you’ll need to ensure you hire them for several hours after the event is finished.

You’ll also need to pay catering staff to wash and tidy away all the catering equipment after the event.

4. Transportation

Don’t forget that you’ll need to safely transport your catering equipment to and from an event venue. Here’s what you need to keep in mind about transportation when choosing your catering equipment:

Hiring and Delivery

You could opt for catering equipment rental and arrange delivery directly to the venue. This option will save on transportation costs and the logistics of moving heavy, bulky items.

Using Equipment On Site

Some venues will offer on-site catering equipment you can hire for the day.

Always check with the venue first to see what they have available. The venue may also be able to recommend a local supplier for any specific catering equipment you need for the event, like a chocolate fountain or a pizza oven.

Fuel and Vehicle Expenses

Remember to calculate transportation costs when pricing your catering services, including estimated fuel expenses and any vehicle hire.

Don’t forget to add in the cost of staff wages you’ll have to pay to cover the transportation of catering equipment, particularly if you work at a venue far away from your business address.

Another vital point is that some food may need chilled transportation, so you’ll need to get the costs for that too.

5. Table Plans

When sourcing tables for your catering event, your first task is to get room dimensions. That will allow you to sketch out your table plan on paper or computer to ensure you have planned sufficient space for the guest numbers.

It will also help you to determine what size and shape of table will work best in the space.

For example, a small business conference could work well with a horseshoe-style table layout. In contrast, a large meeting or wedding might need small round tables to fit 8-10 guests.

Speak to your customer, too, as they may have specific needs.

Remember to consider moving and storing tables. If storage is limited, you’ll need foldable tables.

If you need to transport tables to a less accessible venue (for example, a building with lots of steps or narrow hallways), consider this when you think about how you will move large furniture into the venue.

6. Social Distancing

Some countries and regions still have strict rules about social distancing and masks, which often applies to large catering events. Moreover, these rules change regularly depending on COVID-19 variants and WHO recommendations.

When planning the event, find out if you need special transparent screens for your catering setup. You might need to create space between catering tables or have screening to protect catering staff.

Check the requirements and allow plenty of time to order the relevant screens and protection. You may also need to arrange other equipment to meet hygiene requirements, such as tongs for buffet food and gloves and masks for catering staff.

Don’t forget about other small details to add social distancing, such as line barriers and plenty of signage so that guests understand the rules and regulations.

7. Seating

As well as figuring out table arrangements, you’ll need to think about the type of seating you’ll need for your event. Consider space, comfort and style. You may also want to decorate chairs, which has become the fashion at some weddings.

Also, consider whether you want to hire chairs or source them directly from the venue. The latter is a more practical option providing they have the style and quantity you need for your event.

You may also prefer to hire chairs that fold to make them easier to transport and store.

And don’t forget to be creative about seating arrangements. Suppose you are working on an informal summer event like a barbecue. In that case, people might prefer to sit on picnic blankets and cushions instead!

Don’t forget to provide seating for babies and toddlers, too. Choose high chairs with an excellent safety rating, and make sure you opt for ones that are easy to wipe clean.

8. Shelter

Suppose you are catering for an outdoor event. In that case, you’ll need to ensure your setup is practical for any weather forecast.

The best and most popular option is a marquee. These are often used in weddings and will allow you to decorate them with detail to reflect the event theme.

You may also prefer to have a separate catering tent to allow you to prepare your service away from customers. That also gives you space for clearing crockery and cutlery too.

Make sure you check the ground before booking a marquee to ensure it’s flat enough to secure the tent.

If you have dining and catering tables in the marquee, consider catering for extra sheltered space for pre-drinks, canapés or after-dinner events.

By providing this, you won’t have the problem of guests mingling around the tables when you’re trying to set everything up if it starts raining (or it’s a scorching day).

9. Chilled Catering

Regarding hot days, remember to look at your catering menu before deciding what storage and service equipment you need to keep food and drink chilled.

You’ll need chilled equipment for fresh food, especially fish, cold meats and cheese on a hot day. That might mean purchasing a chilled serve-over display cabinet or a chilled or freezer display unit.

Don’t forget that you may also want to buy heated display cabinets if you intend to serve hot buffet food.

You may also need a mobile freezer unit to store items like ice cubes for drinks or ice cream (if it’s on your menu). You could also invest in an ice machine to give you an extra chilled source for hot days.

A wine cooler is also a good option if you have lots of white or rose wine on the menu for the event.

A chilled water dispenser will also be a welcome feature for your customers when catering in the hot summer sun.

10. Cooking Equipment

Before sourcing your catering equipment, you must plan a menu because what kit you need will depend on the food you cook. Here is a quick list of the types of cooking equipment you might need to source:

• A deep fryer is an excellent option if you serve any crispy or battered food
• An electric countertop induction range is ideal for pan-frying items like meat, seafood or omelettes
• A gas range cooker will give you a traditional grill for barbecued meats
• A burner is a compact and portable option when catering for a smaller event

Remember, when ordering equipment, to choose something compact and easy to transport, but an item that will still allow you to cater for large events. You need to strike a balance to get the best value for money.

11. Consider Convenience

In professional catering, some equipment offers more than simple convenience. It can also help you reduce your staff costs. The best example of this is investing in a professional commercial-sized dishwasher.

You could also opt for a glass cleaning machine. This investment means you can quickly tidy up after an event and return your crockery and drinkware to pristine, sparkling condition.

Suppose you intend to serve hot menu items and use lots of pots, pans and trays. You might also benefit from buying a commercial pot washer to ensure they get a deep clean without damaging more delicate dining crockery.

You may also want to buy a commercial washing machine to clean linen if you use that for table clothes or chair covers.

12. Serving Equipment

Lastly, remember to order plenty of serving equipment that will give you plenty of flexibility and options for any catered event. Here’s a list of items you might want to buy:

• Serving platters
• Drinks trays
• Cake stands or champagne display stands
• Warming food service trays
• Covered trays, with clear covering for presentation purposes
• Food and drink trollies and carts
• Self-service drinks machines such as coffee and juice

Order various sizes to ensure each catering event has plenty of serving trays.

If they are too big, your food will look sparse. But serving trays that are too small will need replenishing faster than you can manage and will leave guests without the food choice they expect.

Grow Your Business With the Right Catering Equipment

Investing in the best catering equipment will show your hospitality business at its best. You’ll look professional and trustworthy, and it will help ensure your most important events run like clockwork.

Now you know the tips for choosing the right equipment, browse our catering equipment categories to start shopping for your upcoming event bookings.