By Steve Franco
If you’re a caterer aiming to grow, there will come a time when you hit a critical milestone: handling high-volume catering orders. Whether it’s a 500-person wedding or a multi-day corporate retreat, large events can be profitable—but only if they’re executed smoothly.
Without the right systems in place, big orders can lead to burned-out teams, blown budgets, and missed details. But with smart planning, scalable tools, and a proven workflow, you can manage large catering events with confidence (and maybe even enjoy the process).
The Challenges of High-Volume Catering
Big events aren’t just larger versions of smaller ones. They come with their own set of complexities:
- Increased logistics: More equipment, staff, and transportation
- Tighter timelines: Events often have multiple service windows
- Greater risk: A single error can affect hundreds of guests
- Communication overload: Clients, vendors, and staff all need updates
The key is preparation—and systems that scale.
1. Standardize Your Catering Workflow
Before taking on big orders, make sure your internal processes are repeatable. Create templates for:
- Proposals and contracts
- Menu planning and portioning
- Prep lists and kitchen sheets
- Packing and delivery logistics
With Better Cater, for example, you can automate these documents and store them with each event, so your team isn’t reinventing the wheel every time.
2. Break Down the Event into Phases
High-volume catering is less overwhelming when approached in stages:
- Pre-event planning: Confirm menu, guest count, and venue logistics
- Production schedule: Set timelines for prep, cooking, packing, and loading
- On-site execution: Assign team leads for each service area
- Post-event wrap-up: Review performance and client feedback
Using this phased approach reduces the risk of missed details and helps teams focus on one task at a time.
3. Forecast Inventory and Staffing Needs
Large events require precision in forecasting:
- Order ingredients in bulk and confirm deliveries early
- Double-check that you have enough serving equipment
- Schedule staff shifts and backups based on volume and timing
According to Harvard Business Review, well-prepared teams with clear roles report higher job satisfaction—critical when scaling your operation.
4. Create Real-Time Communication Channels
For large teams, clear communication can make or break your event. Use shared digital tools (like team messaging apps or Better Cater’s real-time dashboards) to:
- Share prep updates
- Adjust schedules
- Report last-minute changes
Everyone should know who to contact, when, and how.
5. Use Software That Scales With You
Managing everything in your head (or a paper calendar) won’t cut it. Software like Better Cater allows you to:
- Track tasks and event timelines in one place
- Generate and assign checklists to staff
- Manage client communications, payments, and changes
- Analyze profitability by event
When your systems scale, your business can too.
Bonus: Build in Buffer Time
In high-volume catering, delays are inevitable. Always add 10–20% buffer to your prep schedule, delivery times, and staffing. You’ll reduce stress and have time to handle surprises without disrupting service.
Real-World Win: How One Caterer Doubled Their Capacity
A Texas-based caterer used Better Cater to transition from serving 5 to 20+ events per week. By standardizing operations and using digital workflows, they:
- Reduced admin time by 40%
- Increased event capacity without hiring extra full-time staff
- Improved client satisfaction with faster response times
Final Thoughts
High-volume catering doesn’t have to mean chaos. With the right mindset, systems, and tools, it can be the most profitable (and rewarding) part of your business.
Scale Your Catering Business With Ease
Ready to take on bigger events without the overwhelm? Book a demo with Better Cater today and discover how streamlined systems make high-volume success possible.
