Planning an event is a thrilling yet often overwhelming experience. With so many moving parts to coordinate, it’s easy to get caught up in the excitement and overlook a crucial detail. Whether it’s organizing a glamorous wedding, an intimate gathering, or something in between, the sheer number of decisions to make can be daunting. It’s in these moments when you might suddenly find yourself caught off guard and racing against the clock. The good news is, if you’ve found your way here, you’re already on the right track. With nearly 15 years of experience in the event industry, we’ve encountered every scenario imaginable. We’ve learned the ins and outs of event planning, and we’re here to share that knowledge with you, helping you navigate all the details so your event is a flawless success.
In this post, we will explore everything you need to know about ordering catering equipment, offering practical tips and expert advice on how to choose the right items, avoid common pitfalls, and create a seamless dining experience for your guests.
KNOW YOUR EVENT SIZE AND NEEDS
Start by estimating the number of guests and the types of food and drinks you plan to serve. This will give you a clearer idea of what equipment you will need and in what quantities. If you are unsure, consider using these equipment checklists as a starting point.
If you are setting up a dedicated bar area, have you thought about a table and appropriate linen for it? Also, where will you store drinks to keep them chilled?
If you are ordering ice, do you have a plan for storage until you need it, or will you need to arrange for an ice igloo?
For any drinks service, non-slip trays will likely be essential, especially for serving welcome drinks or clearing empty glasses later.
These are just a few of the common questions we regularly ask our clients. They often find them incredibly useful in making sure every detail is covered!
CHOOSE YOUR STYLE
We offer a wide range of both essential and stylish items, so you are sure to find the perfect match for your event. Feel free to reach out and request a copy of our digital catalogue to explore all your options. Unlike many other catering equipment rental companies, we offer an extensive selection of cocktail glassware, so you won’t have to settle for using hi-balls for your piña coladas anymore!
OPT FOR THE CORRECT QUANTITIES
As a general guideline, it’s always a good idea to account for extra items—such as additional plates, glasses, or cutlery. Unexpected situations, like breakages or a rise in guest numbers, can happen. We suggest having 1.5 glasses per type per person to ensure our bartenders don’t have to pause for washing, which could slow down service.
When placing an order for glassware, please keep in mind that our glassware is delivered in full crates, so we may need to adjust the quantity, either up or down. Below is an overview of the most commonly used types of glassware.
DON’T FORGET ABOUT THE ICE
In most cases, you will need to order ice for chilling drinks and bottles. We deliver cubed and crushed ice in 12 kg bags to most areas of London. Please note that minimum orders and delivery time windows apply, so be sure to provide your postcode when enquiring. We recommend ordering plenty of ice – there have been many occasions when our staff had to rush out mid-event to buy more! A general rule is to order 4 bags of 12 kg ice for every 100 guests if the ice is needed for both chilling bottles and serving cocktails and other drinks.
Since our delivery windows range between 2 and 4 hours, it’s essential to plan for ice storage. We offer ice igloos in two sizes to keep your ice frozen for up to 24 hours.
Please be aware that ice is delivered separately from the equipment, so we will always schedule the delivery of ice igloos prior to the ice delivery window starting.
BE AWARE OF EQUIPMEND DELIVERY AND PICK UP WINDOWS
Our standard delivery and pick up windows are 5 hours (shorter windows may be possible but will incur additional charges). Please ensure you are present at the venue for the entire timeframe specified in your booking confirmation, as missed deliveries or collections will result in extra fees. We may be able to be a bit more specific about the time you may expect the couriers on the day so please email us to request this information.
For events on a Saturday, deliveries will typically occur on Friday, with pickups scheduled for Monday.
Lastly, all our quotes are based on step-free access to the venue, so please let us know in advance if there are any stairs we should be aware of.
DOUBLE CHECK EQUIPMENT ON ARRIVAL
When your equipment arrives, it’s important to double-check that everything is in place. If anything is missing, please inform us right away so we have time to resolve the issue. While we strive to ensure all items arrive in perfect condition, if you notice any water spots on glasses, just let our waiting staff know, and they’ll be happy to polish them before the event begins.
PREPARE FOR PICK UP
Our waiters and waitresses are usually responsible for ensuring all catering equipment is packed and gathered in one location for the scheduled pick up. However, there may be occasions when our hospitality staff need to leave before the event ends. In such cases, they will have collected and organised most of the equipment, but not necessarily everything. We suggest taking a moment to walk through the venue and check for any dirty glasses or other items that may have been missed. Please note, there is no need to wash anything as everything can be returned as is.
ACCOUNT FOR POTENTIAL BREAKAGES IN YOUR BUDGET
Based on our online reviews, it’s very likely that your event was a great success 😊, although there may have been some equipment breakages. If our waiting staff notice any damage during the event, they will inform you before leaving. Once the catering equipment returns to our warehouse, we will conduct a final check and process your breakage deposit accordingly.
We believe we’ve covered all the essentials, and we hope you find the above information helpful. But if you’re still feeling overwhelmed by the logistics, don’t worry – you don’t have to tackle it alone. We are here to support you throughout the entire process. From the initial order to the final pick up, we are with you every step of the way. Feel free to reach out with any questions or to request a quote, and let us help make your event one to remember. Happy planning!