5 Steps to Create the Perfect Special Event Menu

Planning the perfect menu for your special occasion is important, and it’s easier than ever with our helpful guide. We will guide you through each step, so you can wow your guests with a great meal, leaving them energized to dance the night away.

​

The right food and beverage choices are essential to keep your guests at the party for as long as you want them to stay. If the food is not great, they will quickly begin to think of where they are heading for the after-party to satisfy their hunger. A delicious, well-planned menu is the key to a great special event. These five steps will guide you to crafting the perfect menu for every special occasion.

​

1. Determine the type of event.

2. Consider your audience.

3. Discuss with your caterer.

4. Consider any dietary needs.

5. Finalize selections and review.

Determine the type of event.

The first step is to note the type of event. Whether you are planning an anniversary party, wedding reception, cocktail hour, birthday party, or quinceañera, the type of event will narrow down selections considerably for the menu.

​

If the event is a sit-down event, like a wedding reception, a plated dinner will be the focal point of the menu. If the event is more of a birthday celebration or cocktail reception, heavy hors d'oeuvres may be more appropriate and satisfy the needs of guests.

​

Types of events to choose from:

• Formal seated dinner

• Buffet-style dinner

• Passed hors d'oeuvres

• hors d'oeuvres buffet

For most events at Royal Affairs Ballroom, we encounter a formal seated dinner or buffet-style dinner. The key here is wanting full dinner service or wanting to give guests some freedom in choice with a buffet-style meal.

​

A formal, plated dinner will require everyone to be seated, and then the meal with a fixed menu will be served. This will include a protein, a vegetable, a side, and a dinner roll. A salad will often be served in advance.

​

A buffet-style dinner will allow guests to move through the buffet line selecting their preferred options, which have been pre-selected by the guests of honor or the event organizer.

​

A less formal event with heavy hors d'oeuvres may feature passed items with servers bringing food around to guests, or it may feature a buffet-style arrangement with heavier appetizer options to choose from.

​

Consider your audience

It’s important to think with your guests in mind as you plan the menu for your special event. Is this a corporate function, a cocktail-networking event, or is this a celebration of a milestone event?

​

A corporate event may require a more robust menu to impress guests. Is this an event that celebrates success in a company? This type of event may encourage a fancier menu.

​

A celebratory event is less formal and can entertain more casual menu items like the bride’s favorite mashed potatoes or the groom’s favorite chocolate chip cookies.

​

Discuss with your caterer.

Once you have selected a catering provider, it’s important to work with them to establish the preferred menu. At many wedding receptions, we see couples choose to include items that are family favorites. This is a fun and unique way to personalize your celebration and to make it unique to you.

​

Consider any dietary restrictions.

It’s important to have options for the various dietary restrictions of guests. This information can be requested on a card with the invitation or obtained via email or some other form of communication. The goal is to ensure that every guest can find something to eat, whatever the menu may be. It will be necessary to include a gluten-free option, a dairy-free option, and a meat-free option as these are the most common dietary preferences. Giving guests a way to communicate their needs is courteous and helpful.

​

Finalize selections and review

Once decisions have been made about the type of event, preferred foods, and dietary preferences, it’s time to finalize selections and have a thorough review with the catering company. Discuss any questions or concerns and make your selections clear.

​

It’s much easier to select a great menu for your special event when you understand the steps. Keep in mind that this event will be for many people invited by you to celebrate whatever special occasion is happening. It’s important to consider what is best for the entire group rather than just pleasing the palate of one or two people. A well-rounded selection will ensure that guests enjoy the meal and leave content without needing to stop at In-N-Out on the way home.

​

At Royal Affairs Ballroom, we work with preferred vendors for catering who make the food selection easy. Our vendors have impressed our clients for over a decade. You can feel confident using one of our preferred vendors for your catering needs. Call us today at 972-221-6565 to schedule a private tour of our facility and to proceed with a stress-free planning process at Royal Affairs Ballroom.

​