Key Responsibilities and Required Skills for Catering Planner

🎯 Role Definition

A Catering Planner is a hospitality professional responsible for designing, coordinating, and executing catered events from initial client consultation through final delivery and post-event follow-up. The Catering Planner combines menu development, cost and budget management, vendor and staff coordination, logistical planning, compliance with food safety and licensing requirements, and customer service to produce successful private and corporate events. This role requires strong organizational skills, commercial awareness, attention to detail, and the ability to manage multiple projects under tight timelines while maintaining excellent client relationships.

📈 Career Progression

Typical Career Path

Entry Point From:

Catering Assistant / On-site Catering Staff
Event Coordinator or Catering Sales Assistant
Line Cook or Sous Chef with event experience

Advancement To:

Catering Manager / Senior Catering Planner
Events Manager or Corporate Events Director
Director of Food & Beverage / Operations Manager

Lateral Moves:

Wedding Planner / Private Events Planner
Corporate Event Producer
Food & Beverage Sales Representative

Core Responsibilities

Primary Functions

Lead client consultations to define event objectives, budgets, guest counts, dietary requirements, venue constraints, and preferred service style (buffet, plated service, family-style, stations), then produce detailed proposals and quotes that align with client expectations and company margins.
Design customized menus in collaboration with culinary teams, incorporating seasonal ingredients, dietary restrictions (allergies, vegetarian, vegan, gluten-free), cultural preferences, and cost targets while maintaining food quality and presentation standards.
Prepare accurate and competitive cost estimates and budgets for each event, including food and beverage costs, labor, rentals, transportation, permits, and contingency line items, and monitor actuals against budget through event closeout.
Negotiate contracts and pricing with external vendors and suppliers (rental companies, florists, beverage distributors, specialty food providers) to secure favorable terms, lead times, and service-level agreements that meet event timelines.
Coordinate detailed event logistics and timelines, including kitchen production schedules, pick-up/delivery windows, on-site setup and breakdown plans, staffing rosters, and vendor arrival/departure schedules to ensure seamless execution.
Manage staff scheduling and supervision for events, including hiring temporary event staff, assigning roles (servers, bartenders, kitchen staff), conducting pre-event briefings, and ensuring performance and compliance with service standards.
Perform site visits and venue assessments to evaluate kitchen facilities, access, power/water, loading zones, event flow, client-specific layout requirements, and to identify potential operational risks or special permitting needs.
Oversee inventory control and procurement for events, track perishable and non-perishable stock, set par levels, coordinate replenishment with purchasing, and implement waste-reduction strategies to protect margins.
Ensure strict compliance with food safety, sanitation, and alcohol service regulations (e.g., ServSafe or local equivalents), maintain required certifications and records, and coordinate any required municipal permits, health inspections, or liquor licenses.
Create, review, and manage client contracts, event orders (BEOs), and change orders, maintaining version control and clear communication with internal teams and clients to prevent scope creep and disputes.
Lead menu tastings, present sample dishes and beverage pairings to clients, capture client feedback, adjust offerings as needed, and document final menu selections and service details for kitchen and front-of-house teams.
Implement quality control measures and final checks prior to service (temperature control, plating standards, garnish consistency) and conduct post-event inspections to ensure client satisfaction and identify improvement opportunities.
Prepare and deliver event-day checklists, floor plans, and staff call sheets; act as the on-site point of contact or designate an operations lead to resolve last-minute changes and operational issues during the event.
Coordinate transportation and logistics for off-site events, including vehicle scheduling, routing of deliveries, protection of plated food in transit, and staging areas to ensure food quality and timeliness at remote venues.
Develop and maintain standard operating procedures (SOPs), banquet event order templates, and production spreadsheets to standardize service levels, improve efficiency, and reduce errors across recurring event types.
Track event KPI’s such as food cost percentage, labor hours, on-time delivery, client satisfaction scores, and post-event revenue to identify trends, inform pricing strategy, and drive continuous improvement.
Collaborate with sales and marketing teams to create seasonal catering menus, promotional packages, and upsell opportunities (bar packages, dessert stations, plated upgrades) to increase average order value and conversion rates.
Maintain strong vendor relationships and preferred supplier lists, evaluate vendor performance, run RFPs for high-value contracts, and source new specialty items (locally sourced produce, artisanal desserts, sustainable packaging).
Manage risk and develop contingency plans for inclement weather, staffing shortages, supply chain disruptions, equipment failures, and other on-site emergencies; coordinate with venue security and management as required.
Prepare post-event reporting and closeout documentation including final invoices, incident reports, client feedback summaries, and recommendations for follow-up business or repeat bookings.
Train and mentor junior catering staff on plating standards, time management, service etiquette, and safety protocols to build a reliable event operations team and reduce turnover impact.
Maintain CRM and event management systems with accurate client notes, event specs, pricing history, and follow-up tasks to support repeat business and personalized service efforts.
Monitor regulatory changes and industry trends (sustainability, plant-based menus, allergy awareness) and adapt menu and operational practices to meet evolving client expectations and compliance requirements.
Drive profitability initiatives by analyzing menu engineering data, experimenting with portioning and portion-controlled recipes, and recommending menu items that optimize margin without sacrificing quality.

Secondary Functions

Support ad-hoc event reporting requests for sales and senior management, providing accurate headcounts, margin analyses, and post-event recaps.
Contribute to development of long-term catering strategy, seasonal menu roadmap, and operational improvement plans to scale event capacity and improve gross margin.
Collaborate with wedding coordinators, corporate sales teams, venue managers, and marketing to translate client needs into executable event plans and compelling proposals.
Participate in pre-event walkthroughs, production planning meetings, and cross-functional huddles to synchronize timelines and responsibilities across culinary and service teams.
Assist with marketing efforts by providing menu descriptions, high-resolution food photography guidance, and promotional package ideas to help sales convert leads.
Maintain and update event templates, contract clauses, and SOPs in the company’s event management system to improve accuracy and reduce onboarding time for new team members.
Take part in vendor selection panels and supply-chain negotiations to secure bulk discounts, establish credit terms, and optimize delivery schedules.
Support training initiatives by developing quick-reference guides, checklists, and post-event debrief forms that empower on-site teams to maintain consistent service standards.
Help manage inventory reconciliation after large events, identifying shrink, overage, and opportunities for improved forecasting and ordering cadence.
Attend trade shows, supplier tastings, and industry networking events to source new menu ideas, equipment solutions, and partnership opportunities.

Required Skills & Competencies

Hard Skills (Technical)

Menu development and menu engineering with a strong understanding of food cost calculation, portion control, recipe costing, and price optimization to protect margins.
Event logistics planning including production schedules, delivery routing, load-in/load-out coordination, and on-site staging for off-premise catering.
Budgeting and financial management skills: preparing and managing event budgets, forecasting costs, and reconciling final event P&L.
Contract drafting and negotiation skills, including experience producing banquet event orders (BEOs), service agreements, and vendor contracts.
Food safety and compliance knowledge (e.g., ServSafe certification or equivalent), including HACCP principles, allergen management, and safe food handling protocols.
Vendor and supplier management: sourcing, negotiating pricing, evaluating performance, and maintaining supplier contracts and preferred lists.
Event management and CRM software proficiency (e.g., Caterease, EventPro, Tripleseat, Cvent, or comparable systems) and experience maintaining accurate client records.
Advanced Microsoft Excel skills for menu costing, forecasting, pivot tables, and reporting; familiarity with Google Workspace for collaboration and documentation.
Point-of-sale (POS) and inventory management systems experience, including stock control, SKU management, and automated reorder triggers.
Knowledge of alcohol service laws, licensing requirements, and bar package structuring; ability to coordinate third-party alcohol vendors and bartending staffing.
Experience coordinating rentals and third-party services (tables, chairs, linens, audio/visual) and negotiating setup/return schedules.
Basic culinary knowledge and palate to effectively collaborate with chefs and assess presentation, flavor balance, and portioning.

Soft Skills

Exceptional client-facing communication skills with the ability to guide clients through choices, manage expectations, and resolve disputes calmly.
Strong organizational skills and the ability to manage multiple events concurrently with competing deadlines and complex logistics.
Problem-solving and critical thinking skills to troubleshoot on-site issues, adapt plans quickly, and implement contingency measures under pressure.
Attention to detail and commitment to quality control — ensuring menu accuracy, labeling for allergens, and consistency across multiple services.
Leadership and team management skills to recruit, train, motivate, and supervise event staff and external contractors.
Time management and prioritization skills to balance pre-event planning, on-site supervision, and administrative duties.
Sales orientation and upselling ability — comfortable proposing upgrades, add-ons, and value-added services that increase revenue while aligning with client needs.
Diplomacy and negotiation skill when mediating between clients, venues, and vendors to achieve mutually acceptable outcomes.
Stress tolerance and resilience to maintain performance and calm during high-pressure events and peak catering seasons.
Cultural sensitivity and adaptability to design menus and services for diverse clientele and event types.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; demonstrated hospitality/event experience required.

Preferred Education:

Bachelor’s degree in Hospitality Management, Culinary Arts, Event Management, Business Administration, or related field.

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 operations, or event planning with progressive responsibility.

Preferred: 3–7 years including experience managing off-premise catered events, vendor negotiations, staff supervision, and proven P&L accountability.