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Published: July 25, 2024
Read Time: Approximately 10 Minutes
Organizing an event in Toronto or the GTA, especially if it’s your first time, requires plenty of attention to detail, and seamless coordination. From selecting the right venue to coordinating food, beverages, and logistics, planning an event can be a huge undertaking. A professional catering company, such as Encore Catering, can provide invaluable expertise to guide you through this event planning process, making it both seamless and stress-free. At Encore, we’ve created a step-by-step guide to assist you through the entire process of planning and managing your event, whether it’s full-service catering or a drop-off catering event. Should you have any specific questions about your upcoming event, feel free to contact us; we are here to support you and would be thrilled to be a part of the planning process.
In This Article
“Organizing an event in Toronto or the GTA, especially if it’s your first time, requires plenty of attention to detail, and seamless coordination.”
When it comes to catering, you can categorize it into many different groups, from social to corporate gatherings, large vs. small events, or on-site catering vs. drop-off catering. All types have similarities and differences but the event planning process usually begins in the same way.
Define your occasion. What is the goal of the event? What or who are you celebrating? Is your event a corporate gathering or social event? These are all important logistics to understand in the initial phase of event planning. Once you truly know what type of event you are looking for, you can start the process of planning your event with thorough research. Visit our website and explore our downloadable menus to understand pricing and available options. This will help you get an idea on the style of food you are looking for, whether that be a buffet menu, plated meal, passed hors-d’oeuvres, or a mix of everything!
Additionally, research your chosen venue location. Are you interested in a garden location in the GTA, or an urban venue in the heart of Toronto? Your venue can largely determine the feel and type of event that you are hosting. Our partner venues in Toronto and the GTA range from greenhouses, to country farm settings, modern urban rooms, industrial spaces and everything in between! At Encore catering, we can work anywhere. We can set up an event kitchen in tents, garages, small rooms and backyards. If it is a private residence or office space, it is important to consider the kind of layout that you are working with. This will largely influence the style of food that will be offered. For example, some residences are best suited to a drop-off catering event with a hot delivery while others are great for on-site catering with chefs on premise. We are happy to provide our insight on all of the options available.
“Define your occasion. What is the goal of the event? What or who are you celebrating? Is your event a corporate gathering or social event? These are all important logistics to understand in the initial phase of event planning.”
To initiate the partnership process with Encore Catering and get your event planning process underway, complete our contact form, providing initial details about your event. These event details can include the date, type of occasion, staffing needs, and your contact information. This form helps us better understand the type of event, and the services that you require, whether that be a hot drop-off catering delivery or a chef attended full-service catering event. This information will guide the kinds of questions that we will ask in our initial phone call. If you haven’t finalized all the event specifics yet, no problem—just fill in your name and contact details, and we’ll take it from there.
“This form helps us better understand the type of event, and the services that you require, whether that be a hot drop-off catering delivery or a chef attended full-service catering event.”
One of our team members will contact you to gather further information and get to know you, in order to create your profile. Our coordinators will ask you a series of questions to better understand your event needs and the services required. These questions can range from, understanding your favourite foods to what kind of vibe you are looking for, your past experience with event planning or even your favourite restaurant. This phase in the event planning process will also prompt you to consider aspects that may not have been previously on your radar.
Once we have gathered all necessary details, we will prepare a comprehensive event proposal for you, which will include menu options, pricing, staffing details, an event schedule, and terms and conditions. After sending you the proposal for your review, we will schedule a call to discuss and accommodate any changes or special requests you may have. Once you are satisfied with the event proposal, you can proceed to sign the contract and submit a deposit to confirm our services for your event day. Don’t worry, guest count and menu selections can be adjusted up to three weeks prior to the event! Signing the contract and submitting the deposit are necessary steps to secure your event date with us.
“These questions can range from, understanding your favourite foods to what kind of vibe you are looking for, your past experience with event planning or even your favourite restaurant.”
One of the exciting parts of planning an event is the tasting! We would be happy to accommodate a tasting for you, to try our menu items and confirm your selections. This is your chance to sample menu items that you are curious about before making your final selections. We recommend that you look through your event proposal as well as the 2024 menus and choose the menu items that you are most uncertain about. For example, choose some items that have ingredients that you are less familiar with. This is a great opportunity to try new things! There will be a variety of items from hors d’oeuvres to salads, mains, and desserts. Make sure to arrive hungry because there will be plenty of delicious options to try!
We may also schedule a site visit to inspect the venue and gain a better understanding of the facilities where we’ll be working on the day of your event. This visit allows us to assess your event’s rental requirements and our responsibilities as caterers. For example, if there is no kitchen at your venue, we will need to rent ovens, fryers, tables etc. It’s also an ideal opportunity for us to meet with your event planner or venue coordinator. We are all working as a team to ensure that your event goes smoothly and exceeds your expectations!
“This is a great opportunity to try new things! There will be a variety of items from hors d’oeuvres to salads, mains, and desserts. Make sure to arrive hungry because there will be plenty of delicious options to try!“
If you have a tasting or site visit, we will finalize your menu selections after these events. We’ll then proceed to finalizing all remaining event details. Depending on whether you are having an on site catering event or a drop off catering event, these details can include rental needs for linen, glassware, plates, and cutlery. We’ll also confirm bar options, signature cocktails, décor requirements, and event logistics such as load-in/load-out specifics.
Gathering the final information is crucial for drop-off delivery events especially, as we’ll need proper delivery notes, loading instructions, on-site contact, and any necessary security clearance. We can also provide serving pieces if needed, in which case we will also schedule a pick up of the serving platters following your event.
Three weeks before your event, we’ll need your guests’ meal selections, table seating plan (if applicable), floor plan details, any dietary restrictions, and any necessary menu adjustments to accommodate these needs. Additionally, please provide us with the final guest count and any other pertinent information. This ensures everything is organized and ready to go on the day of your event.
One week before your event, the final balance is due. Once payment is settled, everything is taken care of on our end. We’ll have all preparations in place to guarantee a seamless and enjoyable event.
On the day of your event, our Event Captain will be available for any assistance or questions you may have. Your primary focus should be enjoying the day with your guests!
“On the day of your event, our Event Captain will be available for any assistance or questions you may have. Your primary focus should be enjoying the day with your guests!”
After your event, we appreciate any feedback that you may have from your experience working with Encore Catering. Both positive and constructive feedback is invaluable information to us as we are always striving to improve and provide the best possible event planning experience for our clients. This helps us refine our services and ensures we continue to exceed your expectations in the future.
For drop-off catering events, we will also connect to pick up any serving platters, chaffers or hotel pans.
“This helps us refine our services and ensures we continue to exceed your expectations in the future. “
Planning an event, especially if it’s your first time, can feel like diving into a whirlwind of decisions and details. From selecting the perfect venue to arranging food, beverages, and furniture, the list of considerations can quickly grow overwhelming. Beyond the obvious essentials, there are so many details that can fall through the cracks, such as linen rentals, staffing, kitchen equipment, event flow, and AV requirements. These elements can easily slip under the radar for those unfamiliar with event logistics. That’s where the expertise of a professional catering company becomes invaluable. At Encore, we not only offer crucial guidance but also alleviate much of the planning burden, ensuring your event unfolds seamlessly from start to finish. We’re here to help and eager to assist you every step of the way!
Creating an account makes it easier to place orders online. You can view your past Orders, and save your Billing Information, Shipping Information, and Payment Method.
Need help navigating our website?
Catering Services: Learn about our social and corporate catering services, as well as our venue partners.
Menus: See what we have to offer! Download our menu packages (PDF’s); we use these menus and work with you to create a custom proposal specifically for your event.
Order Online: Certain menu items are available to order online without any proposals. Add the items to your cart, choose your delivery date, and pay online — it’s that easy!
Contact: Still need help? Fill out our contact form and we’ll get back to you ASAP. The more info you can provide, the better.