Your live event is hit with last-minute catering issues. Do you have a backup plan ready?
Facing unexpected catering problems at your live event can be stressful, but a proactive approach ensures you stay on track. Consider these strategies:
- Have a list of backup vendors: Maintain contacts with multiple caterers who can step in at short notice.
- Create a simple DIY catering plan: Keep non-perishable items and easy-to-prepare snacks on hand.
- Communicate promptly with guests: Inform attendees of any changes to manage expectations and maintain their trust.
What backup plans have worked for your events? Share your thoughts.
Your live event is hit with last-minute catering issues. Do you have a backup plan ready?
Facing unexpected catering problems at your live event can be stressful, but a proactive approach ensures you stay on track. Consider these strategies:
- Have a list of backup vendors: Maintain contacts with multiple caterers who can step in at short notice.
- Create a simple DIY catering plan: Keep non-perishable items and easy-to-prepare snacks on hand.
- Communicate promptly with guests: Inform attendees of any changes to manage expectations and maintain their trust.
What backup plans have worked for your events? Share your thoughts.
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Always have a contingency plan, such as alternative vendors or a simplified menu. Communicate proactively with clients and guests to manage expectations while resolving issues efficiently.
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If you don't have a backup plan, you don't have a fully conceptualized event plan. Whether it's backup menu items that the culinary team has prepared, an outside caterer or food that comes from a separate kitchen onsite (in the case of a power outage or other scenario that renders the initial kitchen useless). It typically behooves you to have a list of backup caterers, especially those who have relationships with venues AND an offsite catering arm, in case.
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Ensuring clients get a return on their investment (ROI) requires us to always have a backup plan. In marketing I like to make sure there are always multiple sources that can produce the essential product or desired result. With an event, you can inform other sources that you are having this event and that you may call upon them last minute (24 hours before or on the day of the event) with an opportunity. This will give you a backup option just in case.
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In my experience, Pre event : Make sure that it is written in the contract that they must deliver what was promised to us. To also contact the caterer 24 hours before to double confirm event is happening. During event : If they dont turn up, I would find means to make sure that there is food for the guests, be it buying food from restaurants nearby or try contacting caterers that might have a big order on the same day. There are some instances where food has gone bad, I would stop them from serving before the crowd goes out and they will refund me accordingly.
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I have never experienced that issue because I’ve always worked with trusted suppliers who would inform well in advance if there were any catering problems. However, if a last-minute issue did arise, immediately work out with the caterer to find a quick solution while activating other backup vendors, or in-house kitchen options. To ensure a seamless guest experience, I’d adjust the event flow if needed, provide alternative refreshments, and communicate transparently with attendees.
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