How to Plan a Catered Event

Start with the Purpose and Vision of the Event

Before you think about menus, guest lists, or vendors, start by asking: what is this event really about? Is it a wellness retreat designed to nourish and ground your guests? A corporate gathering where you want to fuel productivity and focus? A celebration of life or community where food is meant to connect and comfort? The more clearly you define the purpose and tone of your event, the easier it becomes to build everything else around it.

How to Plan a Catered Event that's the question Susan approaches every catering opportunity from a place of alignment. The menu, presentation, and ingredients are all crafted to support the event’s core intention. If you're not sure how to match your event with a mindful catering experience, you can explore her holistic philosophy and offerings on our event catering page.

Create a Guest List That Supports Menu Planning

Once you have the vision, it’s time to get practical. Your guest list isn’t just a headcount—it’s one of the most important tools you’ll use to shape the menu. The number of people attending will determine portion sizes, service styles, and overall food flow. But more than that, understanding your guests' dietary preferences or restrictions can help you plan with compassion.

If you’re inviting people who follow specific diets—like gluten-free, dairy-free, vegan, low-FODMAP, or paleo—make note of it early. This allows your caterer to design inclusive options without stress or last-minute swaps. Susan encourages her clients to gather this info gently, often through a simple RSVP survey or personal conversations.

Wellness-focused guests often appreciate when food choices are not only inclusive but thoughtful. Instead of having a single “allergen-free” option, imagine a spread where every guest feels seen. Planning your guest list with food in mind means fewer surprises later and more smiles around the table.

Choose the Right Type of Catering for Your Event

There’s no one right way to serve food at a catered event—it all depends on the atmosphere you’re trying to create. Plated meals can feel elegant and intentional, while buffet-style or build-your-own stations encourage mingling and choice. Grazing boards and small plates are perfect for more relaxed settings or cocktail-style events.

What’s most important is matching the food service to the event type. For example, a fundraiser gala may call for a seated, multi-course dinner with paired beverages, while a corporate workshop might benefit from clean, energizing boxed lunches. A wellness retreat? Think seasonal, anti-inflammatory meals designed to support digestion and clarity between sessions.

Susan’s experience spans a wide range of event types, from intimate healing circles to large-scale community dinners. If you’re curious about the kinds of gatherings her catering is designed for, take a look at the full list of event types we cater.

Build the Menu with Health-Focused Customization

Now for the fun part: the food. With the right planning, your menu becomes more than a collection of dishes—it’s a sensory experience. When Susan begins menu design, she starts with seasonal ingredients and builds from there. Each course is created to support digestion, energy balance, and enjoyment. That means choosing ingredients not just for flavor, but for function.

Customization is key here. Maybe you want a menu that’s entirely plant-based, or you’re looking to include anti-inflammatory staples like turmeric, ginger, and leafy greens. Maybe your audience is a mix of wellness pros and picky eaters—and you want everyone to feel considered. Menu planning should feel like collaboration, not compromise.

You don’t need to know exactly what you want from the start. That’s what Susan’s here for. To see how a menu can be customized from concept to execution, take a look at her full approach to event catering menus and customization.

Plan the Event Timeline Around the Food

Food should flow naturally with the rhythm of your event. That means aligning your catering timeline with everything else happening throughout the day—from arrival to activities to speeches or ceremonies. Start by counting backward from the event date. Ideally, you’ll want to secure your caterer 4–8 weeks ahead, especially if the menu requires specialty items or seasonal sourcing.

Once booked, you’ll go through a menu planning session, followed by revisions, and potentially a tasting depending on the size of the event. Final headcounts and dietary adjustments should be confirmed 7–10 days before. But beyond the pre-planning, think about food on the day itself: what time will guests arrive? Will they be hungry right away, or is there a welcome period? Will people be moving around, or seated in one place?

Susan works with hosts to plan service times that support energy and digestion. For example, lighter fare in the early afternoon, grounding foods toward evening, and energizing bites if it’s a morning gathering. It's not just about feeding people—it’s about making the food feel like an effortless extension of the event.

Communication and Coordination with Your Caterer

Clear communication is what turns a good catering experience into a seamless one. From the first inquiry to the last bite, Susan believes in keeping things personal and simple. Ask questions early—about sourcing, equipment needs, staff, presentation style, and dietary accommodations. Don’t be afraid to speak up about your vision, even if you’re not sure how to explain it in catering terms.

It’s also helpful to assign a point person for day-of logistics. That way, if Susan or her team need to troubleshoot a table setup or check timing, you won’t be interrupted during the event. Trust, clarity, and collaboration go a long way in creating a stress-free experience—for you and your guests.

Final Checklist for a Nourishing Catered Event

With everything mapped out, it’s time to double-check the details. Make sure you’ve confirmed headcount, dietary notes, service time, and setup preferences. If you’re printing menus or signage, highlight any allergen info or dietary tags (vegan, gluten-free, dairy-free, etc.). Don’t forget serving tools, table layouts, and cleanup instructions. Have containers ready if you plan to save leftovers, or coordinate with local food donation programs.

One last tip? Think about the atmosphere your food will help create. Add a little beauty—a garnish, a sprig of rosemary, a handwritten label. These tiny moments of care are what guests remember. With Susan’s guidance, your menu won’t just satisfy—it’ll become part of the memory.

Planning a catered event doesn’t have to feel overwhelming. When the food is rooted in intention, aligned with your values, and created with wellness in mind, everything else falls into place.