TL;DR: For 10 to 50 guests, book catering at least 48 hours in advance, for 50 to 100 guests around 72 hours, and for 100+ guests at least 7 days ahead. For more demanding events, a few weeks to a few months is ideal.
Catering can sometimes be pulled together at the last minute. But the bigger and more demanding your event, the more it pays off to plan ahead.
Enough lead time lets us fine-tune the menu, check the venue, and secure the staff, equipment, and any other services that are part of the event.
| Guest Count | Recommended Lead Time |
|---|---|
| 10 to 50 guests | about 48 hours |
| 50 to 100 guests | about 72 hours |
| 100+ guests | at least 7 days |
Smaller event for 10 to 50 guests
In some cases, we can prepare a simpler corporate breakfast, lunch, office snack, or a smaller networking event within 48 hours.
This mainly applies when:
- you know the exact guest count
- you have your own venue
- you don't need extensive décor
- you choose from our existing offer
- no complicated technical setup is needed
For a custom menu, themed desserts, or special equipment, it's better to reach out earlier.
Tip: even for a simple event, it's worth reaching out early if you want a custom menu, themed desserts, or special equipment, these need more time to prepare than the standard offer.
Event for 50 to 100 guests
At this size, plan on at least 72 hours.
Besides food, we need to secure enough staff, transport, equipment, drinks, and set up service correctly.
For a party with food stages, a cocktail bar, or décor, a longer lead time is ideal. Three days can work for a simpler setup, but not for every type of event.
Planning an event soon?
The earlier you reach out, the more options we can offer for menu, venue, and concept.
I'd like a free quoteEvent for more than 100 guests
For an event with more than a hundred guests, book catering at least 7 days in advance.
For a larger or more production-heavy event, a few weeks to a few months of lead time is ideal.
We need more time mainly when we're arranging:
- multiple food stages
- venue rental or selection
- full drink service
- a larger service team
- themed décor
- equipment and furnishings
- a custom cake or desserts
- a mobile kitchen
Why guest count alone isn't the deciding factor
An event for 150 guests in a fully equipped venue can be simpler than a dinner for 50 guests at a castle or another unconventional location.
So the complexity of the venue and the scope of required services matter just as much.
During a site visit, we look at:
- supply options
- access to electricity and water
- kitchen facilities
- space for food preparation
- guest flow
- where bars and stages can be placed
If the venue lacks the necessary equipment, we bring it and set it up ourselves.
Tip: an event for 150 guests in a fully equipped venue can be logistically simpler than a dinner for 50 guests at an unconventional location with no infrastructure, so when planning lead time, think about venue complexity, not just guest count.
What to send in your first request?
The more basic information we have, the faster we can prepare a relevant quote. It helps to know:
- date and time of the event
- venue
- guest count
- type of event
- your idea for food and drinks
- requirements for staff and décor
- approximate budget
We've also handled events prepared in a much shorter time, and we're happy to look at the options. For express deadlines, though, it depends on current capacity, staff availability, venue, and the requested menu.
The earlier you reach out, the more options we can offer, and the fewer compromises you'll need to make on menu, venue, and overall concept.
Frequently asked questions
In some cases, we can prepare a smaller event within 48 hours, if you know the guest count, have your own venue, and choose from our existing offer.
For an event with more than a hundred guests, we recommend booking catering at least 7 days in advance, ideally a few weeks to a few months for more demanding events.
No. Venue complexity matters just as much, an event at an unconventional location with no infrastructure may need a longer lead time than a larger event in a fully equipped venue.
The date and time of the event, venue, guest count, type of event, your idea for food and drinks, requirements for staff and décor, and approximate budget.
Yes, events with a shorter deadline can often be arranged too, it depends on current capacity, staff availability, venue, and the requested menu.
Not sure about your date yet?
Reach out even with just a rough idea, and we'll tell you what's realistic to arrange.
I'd like a free quote