7 Tips to create the perfect finger food party
Got a crowd coming? Need some advice on what to take into consideration. Our top tips will walk you through the process to create the perfect cocktail party.
1 How many people are you inviting?
Consider how many people you can fit in your space or if using a venue check they will fit your desired guest numbers – if you’re planning an outdoor event, remember everyone might end up inside if it rains! If you want to have large numbers in a small area, suggesting people drop in between certain hours rather than all arriving at a designated time can ease the crowds.
2 What type of event will it be?
Celebration / Pre show / Ball – a combination of finger food passed around and platters placed on tables / bar leaners or a food station as the evening progresses works well enabling relaxed movement of your guests throughout the event while ensuring that all appetites and are satiated. These could be served in different areas of your event space.
After work seminar – if you only have ½ hour prior to a seminar beginning and people are peckish a cold static food station with side plates works well to enable guests to collect food and move through to another area. Consider some more filling options such as petit sandwiches or savouries.
Networking – platters of finger food passed around is the most successful format for ensuring all guests are looked after. If they are busy talking to each other they will not move to pick up food from a station.
Product Launch – trays of finger food and a drink on arrival will ensure your guests are relaxed and receptive. Additional finger food or standing food can be served directly after the launch to entice people to mingle for longer.
3 What space do you have ?
You don’t just need space for your guests, you also need to think carefully about what your kitchen or a room that can be used as a kitchen can cope with. Is there a space / room / garage close by for the caterers to store extra glassware, rubbish disposal, clearing of platters etc. You don’t want this to mess up your kitchen or office.
Work out where to set up – don’t make the bar or food station area too close to the front door as this always creates a bottle neck when guests arrive.
4 What equipment and staff do you need ?
If you’ve got help coming, get them in early so you have enough time to go through your requirements with them and show them where everything is. If using a caterer request they do a site visit prior to your function.
Make life easier by ensuring that you or the caterer has the correct equipment and staff to do the job required in the time allowed. For example if you are having a networking event make sure you have enough staff to circulate food to people as they will not leave their networking groups to go to a food station. Ensure you have enough serving equipment – you don’t want staff washing glasses instead of serving guests.
If you want to create a particular atmosphere it can be as simple as coloured napkins, servers tie colour / shirt or more extravagant using lights, smoke machines, props etc. Ask your caterer what services they provide or what partnerships with suppliers of these services do they have.
5 Write a time plan
Whether your event is a relaxed office function or a more structured product launch having a time plan ensures you and your caterer are in sync and your event runs to plan.
It could be as simple as
5.30pm Guests arrive – Canapes and arrival Drink served
6.15-6.30pm Presentation – service to stop
6.30pm Canape and Beverage service to continue
8pm Guests depart
Or more complex could include tours / numerous speakers / multi room presentations / different food / beverage formats for different timings.
6 Choosing your menu
You don’t need to design the menu around special diets – for example Joan may have a gluten allergy and Bill may be a vegan. Letting your caterer know ahead of time is the key. They can recommend some of the more common dietary requirements to be covered within your menu selection or prepare separate items if required.
Make sure the servers are knowledgeable on what ingredients each item contain and can inform your guests accordingly.
The menu can be themed if you wish to convey a certain message or concept – popular ideas are Nautical, Halloween, Christmas, Chinese New Year or International flavours.
7 Work out quantities
Four pieces of finger food per hour for the first 2 hours is a good rule of thumb to work to, however if your function is a 2 hour event that includes speeches or presentations 6 should be plenty.
For functions longer than 2 hours consider adding a static food station or more substantial options later on – fish and chip cartons are always popular, so are meat and salad carveries where guests build their own gourmet rolls.