When you’re organising a corporate event, catering can feel like one of the most stressful elements. Will the food arrive on time? Will it be fresh? Can it cater to everyone’s dietary needs? Will there be enough and not too much?
At Vanilla Bean, we’ve catered everything from high-level boardroom lunches to large-scale conferences and gala dinners. We know the questions that keep organisers up at night and we’re here to answer them.
Whether you’re planning a product launch, team celebration or client-facing occasion, this guide tackles the most common corporate catering concerns and how to avoid them.
1. How do I make sure everyone’s dietary needs are covered?
It’s no longer just about offering a vegetarian option. From vegan and gluten-free to halal, kosher, and low-allergen meals, your catering must reflect the diverse dietary needs of your guests.
Top Tip: Ask attendees for dietary requirements at the point of RSVP and share them with your caterer early. Clear labelling on the day also avoids confusion and keeps everyone safe.
“We never compromise on flavour, even when catering for complex dietary needs. Great food should be inclusive, and that’s a non-negotiable for us.”
Alex Pearce, Head Chef, Vanilla Bean
2. How much food is enough but not too much?
Over-catering leads to waste. Under-catering leads to embarrassment. Striking the right balance is crucial.
We recommend allowing for an additional 5–10% over your guest count, especially for buffets and grazing stations. For more formal, plated meals, the numbers can be more exact.
Bonus: A good caterer will help calculate quantities based on the style and duration of your event.
3. Can I trust that the food will be delivered and served at the right time?
Food timing can make or break an event. Delays in service can disrupt the schedule and leave attendees frustrated.
That’s why our team works closely with you to finalise precise timings and we build in contingency time to ensure everything runs smoothly.
“Planning food around your event schedule is an art and a science. We think ahead so you don’t have to.”
Gareth Palmer, Founder & Managing Director
4. What Kind of Menu Works Best for My Event Format and Setting?
Your catering should do more than just feed people, it should enhance the experience and suit the setting. The format and location of your event will influence the food style that works best.
For example:
- Garden parties, team celebrations or relaxed corporate socials work brilliantly with interactive food stations, grazing tables or even live barbecues. These add theatre, flexibility and a sense of occasion.
- Festival-style events lend themselves to street food-style stalls or themed stations. Think wood-fired pizza, bao buns or build-your-own taco bars.
- Formal dinners or awards evenings may suit plated courses served with precision and elegance.
- Working lunches or conferences often call for bento boxes, buffets or pre-plated meals to keep things efficient and focused.
If your venue is a marquee, we can create a fully functional field kitchen on-site to ensure dishes are cooked fresh and served at their best. Our team is well-versed in managing remote, non-traditional settings, so your guests enjoy restaurant-quality food wherever your event takes place.
5. Don’t Forget the Drinks
Drinks play a huge part in the atmosphere and success of your event and often come with their own set of questions:
- How much should I order?
- Do I need to hire staff?
- What mix of alcoholic and non-alcoholic drinks should I provide?
A good rule of thumb is to allow for one drink per guest per hour, plus a welcome drink and toast if relevant. Offering a range of options, including low- and no-alcohol alternatives, ensures everyone feels included.
We can also organise:
- Bar hire and staffing
- Specialist bars, such as gin bars, rum shacks or prosecco carts
- Flair bartenders and mixologists who provide a touch of theatre
- Cocktail stations for a hands-on guest experience
Whether you’re looking for polished table service, a festival-style drinks truck or a buzzing bar area with signature cocktails, we’ll make sure your drink offering is just as considered as your food.
6. Are there hidden costs I should be aware of?
Yes, and it’s one of the biggest frustrations we hear from clients who’ve had bad past experiences.
Typical hidden costs can include:
- Staffing and service charges
- Delivery fees
- Equipment hire (ovens, warming trays, cutlery)
- Corkage, if drinks are involved
We believe in transparent pricing, so you’re never caught off guard. Always ask your caterer to provide a full breakdown, including VAT and service.
7. What happens if something goes wrong?
Good catering is about more than just food, it’s about planning for the unexpected.
We always have contingency measures in place: from backup power for mobile kitchen units to spare dishes and ingredients. Our team is trained to adapt quickly, so your guests never see the stress behind the scenes.
Important reasons to hire an event planning company
8. What about sustainability?
More companies are prioritising eco-conscious events, and rightly so. We support sustainable choices wherever possible, including:
- Seasonal and locally sourced ingredients
- Minimised packaging
- Responsible food waste disposal
If sustainability matters to your business, ask your caterer how they’re supporting those goals.
Final Thoughts: Food That Makes a Lasting Impression
Corporate events reflect your brand and catering is a big part of that impression. You want food that’s not just delicious and beautifully presented, but also thoughtfully planned and seamlessly delivered.
At Vanilla Bean, our chefs, event managers, and front-of-house team work together to make your event as effortless and enjoyable as possible.
Need help with your next corporate event?
Whether you have a rough idea or a detailed plan, we’d love to hear from you. Get in touch with our team today to talk about your catering needs or explore more about our food & drink service. Contact us 01932 356180.
