10 Catering Mistakes to Avoid (and How to Fix Them!)
Planning an event is exciting — but it can also be stressful, especially when it comes to catering. The food and drink you serve play a huge role in how successful and enjoyable your event will be. At Wild Truffle, we’ve been in the catering business for over 10 years, so we’ve seen it all — the good, the bad, and the downright disastrous!
From running out of food to forgetting tablecloths and cutlery, or even overlooking dietary requirements — mistakes happen more often than you’d think. We’ve even seen table plans go missing, venue fees overlooked, and (believe it or not) people forgetting to invite guests! But don’t worry — that’s why we’re here.
At Wild Truffle, we’re passionate about helping you avoid these common pitfalls. We’ll guide you through the process step-by-step, from choosing the right menu to ensuring every last detail is covered. If you need advice, you can always give us a call, text, email, or WhatsApp us — we’re more than happy to help.
To help you avoid the most common catering mistakes, we’ve put together this helpful guide:
1. Running Out of Food
Few things are more embarrassing than running out of food before everyone has been served. Under-catering is a common mistake, especially when working to a tight budget.
A good rule of thumb is to add around 10% more to your estimated guest count — it’s far better to have leftovers than leave guests hungry. Work with your caterer to make sure portion sizes are spot-on for your event size and style.
2. Over-Catering
On the flip side, over-catering leads to waste — both food and money. It’s easy to get carried away, especially when you’re trying to please everyone.
- Talk to your caterer about realistic portion sizes.
- Choose quality over quantity — people remember a great meal, not an overflowing buffet.
- Consider the format of your event. Guests at a canapé reception won’t eat the same as those at a three-course dinner.
3. Ignoring Dietary Requirements
catering for different dietary needs is essential. Failing to do so can make guests feel excluded or, worse, put their health at risk.
Make sure you collect dietary info in advance — ask guests when they RSVP. Then, work with your caterer to create a menu that includes safe and delicious options for everyone. Clear labelling is also a must!
4. Skipping the Table Plan
No one wants to play musical chairs at a formal dinner. A missing or vague table plan can cause confusion and slow service.
Create your seating plan at least a week ahead and share it with your caterer and venue. Assign a few team members to help guide guests to their seats on the day. It keeps things smooth and stress-free.
5. Forgetting Tableware and Essentials
This one happens more often than you’d think. The focus is usually on food — but what about the things you need to serve it?
- Make a checklist: tablecloths, napkins, plates, cutlery, glasses — the works.
- Double-check with your caterer and venue to see what’s included.
- Bring some extras, just in case guest numbers change last minute.
6. Poor Timing
Serving food too early or too late can really throw off the flow of an event.
Make sure you set a clear schedule and share it with your caterer and venue team. Allow enough time between courses, and keep drinks flowing steadily throughout. Good timing keeps the energy up and the guests happy.
7. Not Having Enough Staff
Not enough staff? Expect long waits and unhappy guests. Even the best food can fall flat if it’s not served properly.
Talk to your caterer about staffing needs — it’ll vary depending on your format. A sit-down meal generally needs 1 server per 10 guests, while a buffet setup can get by with fewer. Brief your team so everyone knows the plan for the day.
8. Overlooking Venue Rules and Restrictions
Every venue has its quirks — some don’t allow open flames, others have noise curfews or recycling policies. It’s crucial to know these ahead of time.
Confirm the rules in writing and share them with your caterer. This avoids any last-minute surprises or fines. It’s also worth checking access for deliveries, kitchen facilities, and cleanup expectations.
9. Not Having a Backup Plan
Even with the best planning, things can go wrong — especially with outdoor events. Weather, power issues, or supplier delays can all throw a spanner in the works.
Always have a Plan B. If you’re outdoors, arrange a covered space. Keep emergency contacts handy. And make sure your caterer has contingencies in place — we always do.
10. Forgetting to Enjoy the Event
After all the effort you’ve put in, you deserve to relax and enjoy the day. But many hosts spend the whole time running around.
This is where choosing a trusted caterer makes all the difference. Delegate wherever you can. Let your team handle the details, while you take a breath, have a glass of fizz, and actually be present at your own event.
We’ve Got You Covered
At Wild Truffle, we know how to make catering stress-free. Whether you’re planning a wedding, corporate event, or wake, we’ll handle the details so you don’t have to. Our team has been in the business for over a decade, and we know how to avoid common mistakes while delivering top-quality service.
We’ll guide you through menu planning, portion sizes, staffing, and all the little details that make a big difference. If you’re feeling overwhelmed or just need advice, don’t hesitate to get in touch — you can call, text, email, or WhatsApp us today. Let us make your event a success!
