Party Food & Drink

Once you have settled on a venue for your party you will need to address the issue of providing refreshments for your guests. Many venues will cover the whole thing in-house and the best venues will give you sound advice and offer a range of menus to suit your budget.

However, under certain circumstances, such as a marquee bash or special dietary needs, it may be necessary to bring in outside caterers or even arrange the catering yourself. Food and wine can be a minefield simply because if you or your venue get it wrong, it may spoil your party.

Follow our checklist carefully to help avoid any mishaps or disappointments:

Check that your venue has good quality in-house catering or whether you may bring in your own.

If the venue is supplying the food do they have plenty of menu choices and are they open to your suggestions?

Do they have vegetarian alternatives and can they accommodate special dietary requirements?

If the venue is supplying the tables, chairs, linens and full table settings are they good enough quality and the right colour for your party and, if not, would they allow you to hire in your own equipment?

If you decide to use a caterer for your party food and wine ask around and seek recommendations from family and friends.

Many caterers will give you a small food tasting before you finally book them for your party, if they are reluctant to do this because they are “too busy”, think carefully before employing them.

The caterer should visit the venue to check the layout and what equipment he may need to bring.

If you are bringing your own caterer into a venue check that they will also be bringing in linen, china, cutlery, glassware etc.

Check that any outside caterers you bring in will have access to a proper kitchen with cooking facilities, power, running water etc.

Caterers normally supply everything you need including serving staff. They can also supply all drinks. If you are bringing your own drink they will probably add a small service or corkage charge.

The caterer can also provide a Master of Ceremonies and organise cutting and serving of any special cake.

If you employ caterers remember they will have many years experience so take advantage of this and ask their advice.

The caterer should clear everything away and leave the venue as he found it - but there may be an extra charge for this.

Decide beforehand whether you are going to have a full sit down meal, a hot and cold buffet or finger food.

Enquire about staffing your party. Will there be enough serving staff, will they be smartly dressed and is a toastmaster included in the staffing costs?

Check that serving staff will be properly attired. A crisp clean uniform worn by efficient and polite staff can only add to your event. 

All hired-in table linen should be unpacked at least two days before your party to check that it is the right colour, the right quantity and there are no damaged or unlaundered pieces. This will give the hire company time to rectify any problems.

When hiring glassware etc. from an outside source unpack them well in time to make sure they are scrupulously clean. Nothing detracts more from the joy of a loyal toast than sipping champagne from a glass covered in red lipstick!

When bringing in outside staff, florists or decorators check that they will be able to fit round catering staff.

Consider whether you will need additional refreshments later in the evening after dancing, etc. Some ball organisers may need to provide breakfast.

Work out with the venue the exact order of events for your party, i.e. when the champagne will be served, how much time between courses, when will coffee be served etc.

Your guests should be offered a drink on arrival; this can be champagne, Bucks Fizz, Pimms, sparkling wine or soft drinks. A bottle of champagne normally does about five glasses.

Wine is usually served with meals with a soft drink option for non-drinkers. The rule of thumb is white wine with fish or white meat and red wine with red meat.

Most venues and caterers will allow about half a bottle of wine per person although some guests have been known to down two bottles on their own! It is therefore safer to allow for a few extra bottles.

If you decide that self-catering is your only option either through dietary requirements or budget, be aware that this will require serious thought and planning.

Buffet food is by far the easiest option as it can be prepared in advance and you won’t require serving staff.

Months in advance you will need to draw-up a plan of action, listing the food to be prepared and allotted tasks to be done by your support team.

Make sure that you have plenty of storage space for food as it is prepared and frozen.

Furniture and table settings can be borrowed from friends and family or hired in. Disposable plates and cutlery etc. are less work but do not give a sense of occasion.

A sit-down meal allows you to venture into more exotic dishes and more courses. Three or four courses are the norm followed by coffee and liqueurs and chocolates.

A sit down buffet is more flexible as it allows for hot and cold food to be served from one table. Guests usually serve themselves and then return to their places to eat the food.

A standing buffet is the most informal style since guests mingle while they eat. As they will not be allowed to use cutlery all food should be presented finger style. Some seating should be provided, especially for elderly people who will want to sit down.

Check that the venue has a licence to consume alcohol.

If you want to supply your own alcohol, and the venue will allow you, ascertain what corkage fee you will have to pay.

There are many companies on the net now providing affordable wine - so go searching.

You will have to decide whether you can afford a free bar for your guests or whether they will have to pay for their own drink.

Discuss with the venue, or the caterer, which drinks you intend to serve at the beginning of the party and for how long the bar will be open. A bar can be provided by the venue where extra drink before and after the meal can be paid for by the host; or guests can be encouraged to purchase their own drinks.