Food and drink are central to most events, even when they are not the main attraction. A well-fed audience is a happy audience. A hungry crowd checking their watches and wondering where the nearest takeaway is will not remember your event fondly. This guide covers everything you need to plan event catering effectively and keep costs under control.
In-house vs external catering
The first decision is whether to use the venue's in-house catering team or bring in an external caterer. Many venues require you to use their in-house service, so check this before you get too far into planning.
In-house catering
Venues with in-house catering handle everything: menu planning, food preparation, service, and clean-up. The advantages are convenience and familiarity — they know the kitchen, the service areas, and the logistics of the space. The disadvantage is limited flexibility. You are choosing from their menu at their prices, and those prices often include a healthy margin.
External catering
Bringing in your own caterer gives you more control over the menu, pricing, and style. You can source specialists — a barbecue caterer for an outdoor festival, a fine dining caterer for a gala, or street food vendors for a casual event. The trade-off is more coordination: you need to arrange kitchen access, serving equipment, refrigeration, waste disposal, and staff.
If the venue allows external catering, ask about kitchen facilities. A fully equipped commercial kitchen makes life significantly easier. A venue with nothing more than a sink and a plug socket means your caterer needs to bring everything, which adds to costs.
Per-head budgeting
Catering costs vary widely depending on the style of service and the quality of ingredients. Here are rough per-head guidelines for UK events in 2026:
- Light refreshments (tea, coffee, biscuits, pastries) — three to six pounds per person
- Canapes and nibbles (networking events, drinks receptions) — eight to fifteen pounds per person for five to eight canape options
- Buffet lunch or dinner — twelve to twenty-five pounds per person depending on the number of dishes and quality
- Sit-down meal (two or three courses, served) — twenty-five to fifty pounds per person for mid-range, fifty pounds and above for fine dining
- Street food stalls — typically six to twelve pounds per portion, paid by attendees directly
- Food trucks — no upfront cost to the organiser if trucks sell directly to attendees, though some charge a pitch fee of one hundred to three hundred pounds
These figures cover food only. Drinks, staffing, equipment hire, and service charges are additional. A common mistake is budgeting for food cost alone and then being surprised by the total invoice.
Dietary requirements
Catering for dietary needs is not optional — it is a basic expectation. At any event with more than twenty attendees, you can expect at least some of the following:
- Vegetarian and vegan — the most common requirement. Always offer at least one substantial plant-based option, not a token salad.
- Gluten-free — coeliac disease and gluten sensitivity are common. Ensure at least one main option is naturally gluten-free (not just a modified version of the standard dish).
- Halal and kosher — require specific preparation methods and ingredient sourcing. If you expect attendees who require halal or kosher food, discuss this with your caterer early. It may need a specialist supplier.
- Allergies — nut allergies, dairy allergies, shellfish allergies, and others can be life-threatening. Under UK food law (the Food Information Regulations 2014), caterers must declare the presence of 14 specified allergens. Your caterer must be able to provide allergen information for every dish.
Collect dietary requirements during the ticket purchase or registration process. A simple dropdown or text field asking "Do you have any dietary requirements?" captures the information early enough for your caterer to plan accordingly.
Food hygiene and safety
Food safety at events is regulated by the Food Standards Agency and enforced by local environmental health officers. Anyone preparing or serving food commercially must comply with the Food Safety Act 1990 and the Food Hygiene Regulations 2006.
Key requirements include:
- Food hygiene rating — professional caterers should have a food hygiene rating of 3 or above (out of 5). Check the rating on the Food Standards Agency website before hiring anyone.
- Food safety management system — your caterer must have documented procedures based on HACCP (Hazard Analysis and Critical Control Points) principles.
- Temperature control — hot food must be kept above 63 degrees Celsius, cold food below 8 degrees (ideally below 5 degrees). This is particularly challenging at outdoor events without reliable refrigeration.
- Staff training — all food handlers should hold a Level 2 Food Safety certificate as a minimum.
- Registration — any business preparing food must be registered with their local authority at least 28 days before trading.
If you are organising a larger event with multiple food vendors, such as a festival or market, you are responsible for ensuring all vendors comply with food safety regulations. Request copies of their food hygiene certificates, public liability insurance, and gas safety certificates (for vendors using gas equipment) before the event.
Alcohol licensing
Serving alcohol at an event requires a licence. The licensing framework in England and Wales is governed by the Licensing Act 2003. There are two main options:
Temporary Event Notice (TEN)
A TEN allows you to serve alcohol at a temporary event without a full premises licence. It covers events with up to 499 attendees at any one time, lasting up to 168 hours (seven days). You must give the local licensing authority at least ten working days' notice (though five working days is the absolute minimum for late TENs). The fee is currently twenty-one pounds.
Each individual can apply for a maximum of fifty TENs per year (or ten for personal licence holders at non-premises), and each premises can have a maximum of fifteen TENs per year. These limits are worth checking early — if the venue has already used its allocation, you cannot get another one.
Premises licence
If the venue has a premises licence that already covers the sale of alcohol, you may not need a TEN. However, the licence conditions apply — including permitted hours, noise restrictions, and any requirements around door supervisors or CCTV.
Serving alcohol without the appropriate licence is a criminal offence. It is not something to overlook or assume someone else has sorted.
Food trucks and street food
Food trucks have become a popular catering solution for events, particularly festivals, outdoor events, and corporate gatherings. They offer variety, handle their own preparation and service, and attendees pay directly — which means no upfront catering cost for the organiser.
When booking food trucks, consider:
- Variety — book a range of cuisines to cater to different tastes. Three to five trucks for a 500-person event gives attendees genuine choice.
- Pitch fees vs percentage — some organisers charge a flat pitch fee (one hundred to three hundred pounds per truck per day). Others take a percentage of sales (typically ten to twenty per cent). The latter requires a trusted counting system or card payment tracking.
- Power and water — most food trucks carry their own generators and water supplies, but confirm this in advance. Some venues offer hook-ups that reduce noise and fumes from generators.
- Waste management — food trucks generate waste oil, food waste, and packaging. Establish who is responsible for disposal — ideally the truck operators, but you may need to provide communal waste bins for attendees.
- Positioning — place food trucks away from the main stage or performance area to avoid sound conflicts from generators. Ensure there is adequate queuing space that does not block walkways or emergency routes.
Tasting sessions and menu planning
For sit-down meals or formal buffets, request a tasting session with your caterer before committing to a final menu. Most professional caterers offer this as standard, particularly for events with fifty or more covers.
During the tasting, assess portion sizes (not just flavour), presentation, and temperature. Ask how the food will hold up if service is delayed by twenty minutes — because at events, delays happen.
Plan your menu with the event schedule in mind. If attendees need to eat quickly between sessions, serve food that works on a plate without cutlery. If the meal is the centrepiece of the evening, take your time with courses and service.
Good catering enhances every other element of your event. When people are well-fed and well-watered, they stay longer, spend more, and leave with a better impression. Take the time to plan it properly, and your event will be better for it.