There are a few rules to organizing events for large groups. In case you are new at this, follow these few basic guides for planning ahead.
See how many people you can fit in your space, in case you are planning an outdoor event. You need to have just enough space for everyone in case it rains. If you have large numbers in a small area, it is best to suggest people to just drop by at a certain point of time, rather than inviting them all at one point of time.
Kind of Event
A large crowd like say 100 to 500 people will do well with a buffet. The fork buffet is a lot less fun than finger food. These foods can be continuously heated up and served around. Cold fork menu is usually easier served though, leaving you free to talk to your guests.
You just do not need space for your guests, you also have to consider how much room your kitchen has in order to store food. You cannot have too many people crowing inside the kitchen too.
- The best way to prepare for your day is by clearing out all stock from your fridge. Whatever is there in your fridge can be transferred to your neighbor’s fridge for the day. Then, make sure the buffet food is well refrigerated. The next best thing is to plan how you are going to stack your items. Plan ahead on whether you will use plastic trays, tubs or clean cardboard boxes. Drinks can be chilled well in advance and then transferred to cool bags for better storage.
- For a small surface, Canapes can be extremely challenging; it is best to temporarily set a dinner table as a work station prior to the party.
- If you are planning a hot buffet or any last-minute cooking ensure, you do not have more items than you have the space for on your oven.
- A bar near the front door could create a narrow bottle neck near the front door. Keep the bar way inside the hall where your guests gather without jamming the entrance.
Equipment and Staff
Life can be made a lot easier if the cooking equipments are big enough. If necessary borrow these from your friends. It not only saves time, but also helps you save space and trouble of washing up. Ask the helpings hands to be at the venue a little before time. This will help you plan your event well in advance.
Write a Time Plan
Make a list of everything that you will need way before the event actually starts. Flowers, drinks, equipments, decorations, helping hands – all have to be ordered and placed well in advance for a smooth flowing event. A fun and relaxed event with every needed thing in place is what you are willing to achieve. Make no compromise on that.
Keep a Check on Quantity
Way too much food can always be trouble. Have a ‘per person’ rule (measurement of food in grams) and multiply this by the number of people you are expecting at the event. If you are doing a number of dishes, you need not to provide enough of all for everyone. Only bread, salad and potatoes need to be served in bulk. Rest of the dishes can be arranged in lesser quantities too.
- Take food out in small quantities for serving.
- Food that has to be served hot, must remain so till the end of the party.
- Any food that has just been left for more than 1 ½ hours before the end of the party should directly go to the bin.
- Before catering for large numbers, brush up on food safety knowledge.
The success of an event not only depends on how best you can develop your food, but also on how you can take it to the next level in terms of planning. Remember, a few simple steps can take you a long way in terms of satisfaction and success.