Think back to the last time you hosted Thanksgiving or Christmas dinner for your family. Remember the hours spent planning the menu, grocery shopping, preparing each dish, and trying to time everything just right? From appetizers to desserts, it was probably a labor of love…but also a lot of work!
Now, imagine doing that every week for 200 or more guests at a time. That’s our reality here at John Michael Events, your Orlando caterer. It’s fast-paced, detail-oriented, and yes, sometimes a little chaotic, but we truly love what we do!
As a top Orlando caterer, we’ve helped hundreds of clients navigate the event planning process. From this experience, we can confidently say that a few small tips can make a big difference in how the celebration flows.
Tips like these are things we wish every client knew upfront to save time, avoid stress, and make the event run as smoothly as butter. So today, we’re sharing our best pro tips for a stress-free catering experience. These are the things we would love for every client to know at the beginning of the event planning process to help you feel confident and set us up for a successful event!
Pro Tip #1: Book Your Orlando Caterer Early
No matter what type of event you’re planning, we recommend booking your venue and Orlando caterer first! These are the largest factors that will affect your event and budget, so securing these early will help inform the rest of your plans.
We recommend booking your venue and caterer 9 to 12 months before the event, especially if it will take place during spring or fall, which are Orlando’s peak seasons. Popular dates book quickly and vendors often take a limited number of events per weekend to ensure top-notch service. Booking early also gives you more flexibility with your menu and logistics. Even if you don’t have all the details finalized, securing your Orlando caterer early allows for better planning and peace of mind.
However, while this timeline is ideal, we know that some events are planned with a much shorter turnaround time, especially in the corporate world! Regardless of how much time you have to plan your event, we still recommend booking your Orlando caterer and venue first.
We partner with many of the top venues in the Orlando area and can help streamline communication with them to fast-track the planning process, even with a condensed timeline. If your ideal weekend date is already booked, we’re often able to accommodate weekday events and are happy to work with you to find the best available option that fits your needs.
We’re here to make magic happen and that starts from the moment you contact us!
Pro Tip #2: Don’t Underestimate Dietary Restrictions
One of the kindest things you can do for your guests (and your Orlando caterer!) is to collect dietary needs clearly and early. Avoid the common pitfall of assuming everyone has the same dietary needs or preferences because dietary restrictions are not created equal! Assuming so can unfortunately lead to detrimental oversights.
When sending out RSVP cards or digital invites for your event, include a dedicated section where each guest can specifically list out what they need for their meal. We recommend using an open-ended question for dietary restrictions rather than limiting guests to a few checkboxes like chicken, fish, or vegetarian. For example, instead of giving preset responses, you could say something like, “Please list any allergies or dietary restrictions.”
Once you collect all of your guests’ answers, it’s helpful to create a spreadsheet that includes each guest’s full name and their corresponding dietary restriction. Bonus points if you’re assigning tables and/or seats at the event and include that information in the spreadsheet as well! A document like this helps your Orlando caterer plan for exactly how many special plates need to be made and how to identify those guests at the event.
This info should be finalized and sent to us along with your final guest count so we can ensure every guest is properly taken care of. Check out our full blog post below for more info on how to plan for dietary needs at your event:
How to Accommodate Dietary Restrictions
Pro Tip #3: Submit Your Final Guest Count on Time
Speaking of your final guest count, it’s important to submit this number on time and as accurately as possible!
We require your final guest count to be submitted no later than 10 days before your event. 10 is the magic number because it gives you enough time to gather all your RSVPs while still allowing us the time we need to finalize all service details.
As your trusted Orlando caterer, your dedicated Event Manager will be sure to remind you of this 10 day deadline because it truly is that important! Once we have your final guest count, we order the right amount of ingredients for everything on your menu and coordinate the appropriate number of staffing for the day-of. This is why we’re unable to accommodate a decrease in guest count after the 10 day cutoff. While we may be able to rush order additional ingredients if your count increases, we’re unable to return or cancel items that have already been purchased and prepped based on your original numbers.
So mark your calendar and set a reminder for this 10 day date. This one’s important!
Pro Tip #4: Don’t Skip the Tasting
While hundreds of our happy clients can vouch for the quality of our food and service, we invite you to come experience it for yourself at a tasting event. Not only is it critical for you to come try the different dishes you’re considering for your event menu, but it’s also one of the most fun parts of event planning!
Every other month, we host a group tasting experience called “A Taste of John Michael.” This all-inclusive event is your opportunity to sample numerous menu items, get to know your Orlando caterer in person, and meet our partner vendors who may be contributing to your event. We also host the event at one of our preferred venues, giving you the chance to preview the space with a full event in action and imagine your own celebration coming to life.
This tasting event is complimentary to our booked clients for up to 4 guests ($20 for each additional guest). For our future clients, it is $20 per guest and we will apply any monies paid toward your booking deposit (up to $160 limit).
Learn more and RSVP for our next event by clicking the button below!
Experience “A Taste of John Michael”
Pro Tip #5: Know the Difference Between Your Coordinators
One of the most common points of confusion is the difference between a venue coordinator, event coordinator, and catering coordinator. Many people assume that these roles are one and the same when in fact, they’re all separate players on your vendor team!
Let’s break down the distinction between each of these roles:
- Event Coordinator: The ringleader of the event to oversee every aspect of the entire day. They manage your timeline, liaise with your vendors, help with setup, attend to your needs and ensure everything flows smoothly. They’re the go-to person for you and your guests.
- Venue Coordinator: Works for the venue and focuses on logistics specific to the property, like access times, layout, and venue rules. While they work closely with your event coordinator and catering coordinator to plan things like power or equipment needs, they’re ultimately responsible for the venue itself, not necessarily your timeline or other vendors.
- Catering Coordinator: Oversees the food and beverage and catering staff. As an Orlando caterer, we handle kitchen logistics, staffing, bar service, rentals tied to food service, and timing of the meal. We work hand-in-hand with your event coordinator to stay aligned, but our primary focus is on the quality of the food and ensuring your guests are fed and happy!
Each of these roles is important, but they serve very different purposes. Having a clear point of contact in each area helps your event run without a hitch.
Lucky for you, we’re not your average Orlando caterer! We strive to make event planning as easy as possible, so while we always provide a catering manager for your event, we can also provide an event coordinator as well! These will still be two separate roles, but booking these at the same time through one vendor will take that much more stress off your plate!
Meet Your Orlando Caterer:
John Michael Events is an experienced Orlando wedding and event caterer, specializing in serving all types of events, from weddings to social events to corporate events. We offer all-inclusive wedding packages that not only include event catering, but also the additional vendors you’ll need to throw the wedding of your dreams! Twice a quarter, we are proud to host “A Taste of John Michael,” a one-of-a-kind group tasting experience, where clients are invited to sample a variety of our delicacies.
Ready to book one of our Orlando catering packages or need more guidance on top Orlando wedding venues? Contact our team by hitting the button below. We would love to chat with you!
