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Key Responsibilities and Required Skills for Catering Event Supervisor

💰 $40,000 - $65,000

HospitalityEventsCatering

🎯 Role Definition

The Catering Event Supervisor oversees all operational aspects of catered events — from pre-event planning and staffing to on-site execution, quality control and post-event wrap-up. This role serves as the primary on-site leader for banquet and catering functions, ensuring guest satisfaction, compliance with health and safety standards, efficient resource utilization and profitable delivery of catering services.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Catering Assistant / Catering Coordinator
  • Banquet Server / Banquet Captain
  • Line Cook or Prep Cook with event experience

Advancement To:

  • Catering Manager / Banquet Manager
  • Food & Beverage Manager
  • Operations Manager or Regional Catering Director

Lateral Moves:

  • Event Coordinator / Special Events Manager
  • Food Service Supervisor
  • Private Chef or Corporate Hospitality Lead

Core Responsibilities

Primary Functions

  • Lead and coordinate all on-site catering operations for events of varying size and complexity, ensuring the event timeline is followed, food is delivered at appropriate temperatures, presentation standards are met and guest experience objectives are achieved.
  • Serve as the primary client-facing representative on event day(s), conduct final walk-throughs with clients and event planners, confirm special requests, dietary restrictions and last-minute changes, and ensure client satisfaction from arrival through breakdown.
  • Create detailed event run sheets and staffing plans that define duties, timing, station assignments and communication protocols to guarantee seamless service and minimize bottlenecks.
  • Recruit, schedule and supervise catering staff including servers, bartenders, cooks and setup/cleanup crews; provide clear briefings, assign responsibilities and maintain staffing levels to match event requirements and budgeted labor costs.
  • Train and coach front-of-house and back-of-house teams on service standards, plating/presentation procedures, portion control, timing and guest interaction to maintain consistent brand-level service across events.
  • Oversee food preparation flow and banqueting kitchen operations, coordinating with culinary leadership to ensure menu items are prepared to spec, plated consistently and dispatched on schedule.
  • Implement, monitor and enforce food safety and sanitation practices in accordance with ServSafe/HACCP guidelines and local health department regulations; conduct pre-event safety checks and temperature monitoring during events.
  • Manage event equipment, inventory and assets (china, flatware, glassware, linens, portable bars and catering equipment), ensuring items are available, in good repair and transported to/from venues on time.
  • Coordinate logistics with external vendors, venue personnel and transport partners to ensure timely delivery of equipment, rentals and contracted services; resolve scheduling or delivery conflicts proactively.
  • Control event labor and food costs through accurate portioning, waste minimization, vendor negotiation and on-the-spot decision-making to protect event profitability and meet budget targets.
  • Prepare and review pre-event checklists, banquet event orders (BEOs), contracts and any client amendments to ensure clear scope, pricing accuracy and deliverability.
  • Execute beverage service and bar operations oversight, including licensing compliance, responsible alcohol service, inventory tracking and cash/point-of-sale reconciliation when applicable.
  • Respond quickly to operational challenges during events (equipment failures, staffing shortages, unplanned guest requests) by troubleshooting, reallocating resources and communicating solutions to clients and management.
  • Conduct post-event audits and debriefs, documenting successes, issues and actionable improvements; complete incident reports, inventory reconciliation and staff evaluations as needed.
  • Maintain accurate records of event costs, invoices, receipts and financial documentation to support billing, vendor payment and performance analysis.
  • Collaborate with sales and catering sales managers to provide accurate event feasibility feedback, staffing estimates and operational constraints during contract negotiation and pre-sales meetings.
  • Enforce venue-specific rules and safety regulations (fire lanes, capacity limits, noise ordinances) and secure required permits or certificates in coordination with venue/municipal authorities.
  • Lead quality control and presentation checks throughout service periods—garnish standards, plating symmetry, buffet replenishment schedules and temperature compliance—to uphold brand and client standards.
  • Build and maintain strong vendor and supplier relationships to secure reliable pricing, short-notice items and priority service; escalate procurement issues and seek alternatives to avoid event disruption.
  • Implement and promote sustainability and waste reduction practices during events (composting, recycling, reduced disposables), including tracking program metrics and recommending operational changes.
  • Supervise setup, breakdown and load-out operations, ensuring safe lifting procedures, transport logistics and timely return of rented/owned equipment to mitigate loss or damage fees.
  • Coordinate emergency procedures and first-aid response when necessary, ensuring communication lines are open with venue security and medical personnel if incidents occur.
  • Maintain clear and proactive communication with culinary teams to balance kitchen capacity, attack times and mise-en-place requirements for multiple simultaneous events or back-to-back bookings.
  • Lead cross-functional meetings (pre-event briefings, daily operations huddles, weekly planning) to align sales, culinary, logistics and staffing on upcoming event demands and resource constraints.

Secondary Functions

  • Assist with menu development feedback by relaying guest preferences, plating concerns and operational feasibility to culinary teams for menu refinement.
  • Participate in budgeting and forecasting meetings to provide operational input on labor, rental and food cost assumptions for future business planning.
  • Maintain and update standard operating procedures (SOPs), training manuals and event checklists to reflect best practices and regulatory updates.
  • Support catering sales by providing operational quotes, staffing estimates and on-site feasibility advice during lead conversion and contract review.
  • Conduct periodic inventory audits, recommend reorder levels, and coordinate warehouse organization to reduce stockouts and overstock.
  • Contribute to staff recruitment interviews, onboarding processes and performance reviews to build a capable, flexible events workforce.
  • Assist with marketing and client retention activities by participating in tastings, open-house events and client follow-ups when requested by the catering sales team.
  • Monitor equipment maintenance schedules and coordinate preventive repairs to reduce the risk of failure during critical service periods.
  • Help implement technology solutions (BEO software, scheduling tools, POS integrations) and provide feedback to improve operational efficiencies.
  • Support health and safety compliance audits and act as point person for corrective action plans and inspection readiness.

Required Skills & Competencies

Hard Skills (Technical)

  • Food safety & sanitation: ServSafe certification, HACCP knowledge, temperature control, cross-contamination prevention.
  • Event planning & timeline management: BEO creation, event run sheets, attack times and flow coordination.
  • Staff scheduling & labor management: shift planning, payroll cost control, labor forecasting and timekeeping systems.
  • Inventory & procurement: stock control, vendor ordering, cost tracking and FIFO practices.
  • Budgeting & cost control: food cost calculation, portion control, margin preservation and post-event cost reconciliation.
  • POS & event management systems: familiarity with common POS platforms (e.g., Toast, Aloha), BEO/event software and mobile payment solutions.
  • Beverage operations: bar setup, responsible beverage service, inventory tracking and basic cocktail knowledge.
  • Equipment operation & logistics: portable heating/cooling units, chafing fuel, portable bars, staging and tenting basics.
  • Contract & compliance knowledge: reading/implementing BEOs, venue contract constraints, licensing and permits.
  • Quality assurance: plating standards, buffet replenishment, portion consistency and presentation audits.

Soft Skills

  • Leadership and team development: ability to motivate, coach and manage multi-disciplinary teams under time pressure.
  • Client-service orientation: professional demeanor, active listening and responsiveness to client needs and feedback.
  • Clear communication: concise pre-event briefings, escalation of issues and written documentation for operations.
  • Problem-solving and adaptability: rapid decision-making during unexpected operational challenges.
  • Time management and prioritization: balancing simultaneous demands during set-up, service and breakdown windows.
  • Attention to detail: ensuring BEO accuracy, dietary compliance and service precision.
  • Conflict resolution: managing staff disputes, vendor issues and guest complaints diplomatically.
  • Stress tolerance and resilience: maintaining composure and high performance during peak event periods.
  • Collaboration: working cross-functionally with sales, culinary and logistics to deliver integrated events.
  • Continuous improvement mindset: proactive identification and implementation of operational efficiencies.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent. Relevant vocational certifications (ServSafe, food handler) required.

Preferred Education:

  • Associate's or Bachelor's degree in Hospitality Management, Culinary Arts, Food Service Management, Business Administration or Event Management.

Relevant Fields of Study:

  • Hospitality Management
  • Culinary Arts
  • Event Management
  • Business Administration
  • Food Service Management

Experience Requirements

Typical Experience Range: 2–5 years in catering, banquet or events operations with at least 1 year in a supervisory capacity.

Preferred:

  • 3–5+ years of progressive experience in catering or banquet management, including hands-on on-site supervision of large events (100+ guests) and experience with corporate, wedding and private event types.
  • Demonstrated experience managing teams, controlling event budgets and working with vendors and venues.
  • Certifications: ServSafe Manager or equivalent; additional certifications in first aid, alcohol service (TIPS, SmartServe) or HACCP a plus.
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