Safely catering for an event

Why is this important?

Holding an event can be a good opportunity to network and develop business. However, poor planning of the catering could not only ruin the occasion, it might cause serious illness or worse.

As the organiser of the event, you have a duty of care to everyone attending. This doesn’t mean you need to stand over your caterers to check what they’re putting into each dish. However, just as with any work delegated to contractors, you must take reasonable care, beginning with the selection of the catering contractor.

Tip 1. Look for evidence that the caterer is equipped to produce the food safely. If they aren’t known to you, ask for references and obtain evidence such as their registration with the local authority.

Tip 2. Regardless of whether you have been previously supplied by them, obtain a copy of the caterer’s current public liability insurance certificate.

Communication

It’s best to limit the presence of allergens in the menu in the first place, as this will avoid problems later. The catering company will be able to confirm which dishes are likely to be least problematic. This doesn’t necessarily mean that you can’t have peanuts, for example, but if you do there will need to be more effort to ensure allergy sufferers aren’t affected.

Tip 1. When sending out invitations, take the opportunity to enquire about any food allergies etc.

You might say, “Whilst catering at this event will provide for a range of tastes, including vegetarian options, if you have any special requirements or food allergies, please inform us in advance and we will do our best to accommodate you” .

Tip 2. Pass the details to your caterer in writing. To ensure the information is not forgotten, reiterate and repeat these concerns in every communication with them.

Braving the buffet

If you have chosen to provide a buffet, ask the caterer to label the dishes which are vegetarian or contain any of the eight most common allergens: milk, eggs, peanuts, tree nuts, fish, shellfish, soy, and wheat. Doing so will make it easier for individuals to see what they can and can’t eat.

Tip. If items have been made specifically for a guest, make sure there is good communication between them and catering staff so that it is kept back for the intended recipient. Well-laid plans can fall apart by servers who haven’t been fully briefed.

Table service

A regular mishap during a sit-down meal event is the wrong food being served to members of the party. Normally this is due to attendees forgetting what they ordered (or being a little worse for wear).

Tip. To prevent this issue, have place cards made detailing who each individual is and what they have ordered to ensure there is no confusion amongst diners or servers.