How to Choose the Best Event Catering in Newcastle

Event Catering Newcastle

Choosing the right caterer for your event in Newcastle can be a game-changer. Great food and impeccable service can transform a simple gathering into an unforgettable experience. But with so many options out there, how do you pick the best one? This guide will walk you through everything you need to know to make the right choice for your event catering in Newcastle.

Event catering is more than just food; it’s about creating an experience. In Newcastle, the catering scene is vibrant and diverse, offering something for every taste and occasion. This guide is designed to help you navigate your options and make an informed decision for your event.

Understanding Your Event Catering Needs

Type of Event

Different events have different catering needs. Here’s a quick breakdown:

  • Weddings: Elegant and often elaborate, wedding catering usually involves multiple courses and special dietary accommodations.
  • Corporate Events: Professional and efficient service is key, with a focus on quality and presentation.
  • Private Parties: Flexibility and variety are crucial, often featuring buffet or family-style service.
  • Charity Events: Budget-friendly yet appealing options to impress donors and guests.

Number of Guests

  • Small Gatherings: Intimate settings with personalized service.
  • Medium-Sized Events: Balanced approach with a mix of service styles.
  • Large-Scale Events: Efficient service to handle high volume while maintaining quality.

Budget Considerations

Setting a Realistic Budget

Understanding your budget is crucial. Break down your costs and prioritize what’s important to you.

Cost Breakdown of Catering Services

  • Food and Beverages: Typically the largest portion of your budget.
  • Staffing: Includes chefs, servers, and clean-up crew.
  • Equipment Rentals: Tables, chairs, linens, and more.

Hidden Costs to Watch Out For

Be aware of additional fees such as overtime, travel expenses, and service charges.

Dietary Requirements

Common Dietary Restrictions

Ensure your caterer can accommodate dietary restrictions such as:

  • Vegetarian and Vegan Options: More than just salads, with creative and hearty options.
  • Gluten-Free and Other Special Diets: Ensure safety and satisfaction for all guests.

Catering for Allergies

Work with your caterer to avoid cross-contamination and ensure clear labeling.

Researching Catering Options in Newcastle

Online Research

  • Using Search Engines: Start with a simple search for “event catering in Newcastle”.
  • Reviewing Catering Websites: Look for menus, pricing, and services offered.
  • Reading Online Reviews and Testimonials: Get insights from other clients.

Word of Mouth

  • Asking Friends and Family: Personal recommendations are invaluable.
  • Networking within Newcastle’s Community: Local forums and social media groups can be helpful.

Visiting Catering Events

  • Attending Tasting Events: Sample dishes and meet caterers.
  • Sampling Menus at Public Events: Experience the food and service firsthand.

Evaluating Catering Services

Quality of Food

  • Freshness and Ingredients: Opt for caterers who use fresh, local ingredients.
  • Menu Variety: A diverse menu can cater to different tastes.
  • Presentation and Taste: The food should look as good as it tastes.

Service Quality

  • Professionalism of Staff: Courteous and well-trained staff are a must.
  • Service Speed and Efficiency: Ensure timely service to keep your event on track.
  • Flexibility and Customization: Caterers should be willing to tailor their offerings to your needs.

Experience and Reputation

  • Years in Business: Experience often equates to reliability.
  • Reputation within Newcastle: Local reputation matters; ask around.
  • Awards and Recognitions: These can be a good indicator of quality.

Licenses and Certifications

  • Health and Safety Certifications: Non-negotiable for food safety.
  • Business Licenses: Ensure they are legally operating.
  • Insurance Coverage: Protects you and your guests.

Booking the Right Caterer

Initial Consultations

  • What to Ask in the First Meeting: Discuss your vision, budget, and any special requirements.
  • Information to Provide to the Caterer: Guest count, event type, dietary needs.

Menu Selection

  • Customizing the Menu: Work with the caterer to create a tailored menu.
  • Seasonal and Local Ingredients: These can enhance the freshness and flavor.
  • Pairing Food and Beverages: Ensure the drinks complement the food.

Contracts and Agreements

  • Understanding Terms and Conditions: Read the fine print.
  • Payment Schedules: Know when payments are due.
  • Cancellation and Refund Policies: Be clear on these terms.

Additional Catering Services

Decor and Theming

  • Matching the Catering with Event Theme: Coordinated presentation and menu.
  • Table Settings and Linens: Details matter.
  • Floral Arrangements: Adds to the ambiance.

Equipment and Rentals

  • Types of Equipment Provided: Ensure you have everything you need.
  • Additional Rental Services: Consider any extras you might require.
  • Cost Implications: Be mindful of additional costs.

Entertainment Coordination

  • Collaborating with Entertainers: Ensure smooth coordination between caterers and entertainers.
  • Timing and Service Flow: Synchronize meal service with event activities.

Ensuring a Successful Catering Experience

Communication with Caterer

  • Maintaining Open Communication: Keep in touch regularly.
  • Scheduling Check-ins and Updates: Ensure everything is on track.

On-the-Day Coordination

  • Appointing a Point of Contact: Designate someone to liaise with the caterer.
  • Ensuring Timeliness and Quality: Monitor the event to ensure everything runs smoothly.
  • Handling Last-Minute Changes: Be prepared for unexpected adjustments.

Feedback and Follow-Up

  • Gathering Guest Feedback: Post-event surveys or casual chats can provide valuable insights.
  • Reviewing the Caterer’s Performance: Reflect on what went well and what could be improved.
  • Providing Reviews and Testimonials: Help others by sharing your experience.


Choosing the best event catering in Newcastle involves careful planning and consideration. From understanding your needs and setting a budget to researching options and evaluating services, every step is crucial. With this guide, you are well-equipped to make an informed decision and ensure your event is a memorable success. Start planning today, and enjoy the process of bringing your vision to life.

Frequently Asked Questions (FAQs)

What is the average cost of event catering in Newcastle?

The average cost can vary widely depending on the event type and guest count. Typically, you can expect to spend between £20 and £50 per person.

How far in advance should I book a caterer?

It’s advisable to book your caterer at least 6 to 12 months in advance to ensure availability, especially during peak seasons.

What are the most popular catering styles for weddings?

Popular styles include plated dinners, buffet services, and family-style meals, each offering a unique dining experience.

Can caterers accommodate last-minute dietary changes?

Most professional caterers can handle last-minute dietary changes, but it’s always best to communicate any potential needs as early as possible.

How do I handle leftovers after the event?

Discuss with your caterer about packaging leftovers. Some may offer to pack and distribute them, while others may have policies regarding food safety.

With these tips and insights, you’re ready to choose the best event catering in Newcastle for your special occasion. Happy planning!