You will be amazed to see hundreds of five-star reviews and go through a series of quality pictures, along with guarantees, for a long time. The only issue is not finding caterers, but finding the right one that will guarantee you a successful event in a field, park, or parking lot in British weather. We have managed a variety of events since 1995, from wedding events for 30 people to large festivals for more than 5000 guests. It is a small variation that makes all the difference in a successful event.
This guide is the truthful one. It is what we would say to a friend who needed to get better at booking! When finished, you’ll be able to tell what the difference is between a really good outdoor catering service and an attractive website and a low quote, and you’ll have a list you can take to every caterer you meet with.
What “outdoor catering” really involves
Indoor catering takes place in a building that has them already: water, power, gas, shelter, lighting and a toilet. Outdoor catering has none of these matters guaranteed; in fact, they’ve got to bring the kitchen with them and then get it to work in a safe manner, often totally off-grid, whatever the weather, and no easy task when those with the same set of kit are waiting for the same hat trick! Which is precisely why outdoor catering is actually quite a specialism, not just any old restaurant with a nice van.
How to judge an outdoor caterer near you
A local caterer will be familiar with the venues, getting in and parking facilities, and the rules the local council has in place. They are also much more readily available to meet, to taste with, and to explain themselves. But being local alone isn’t enough. The best caterer for your event will be one able to demonstrate they have experience with your kind of event at your size and provide proof that they know the safety and legal paperwork off the hump.
When clients get in touch with us following a poor experience, the story is almost always the same. They liked the caterer, enjoyed the tasting, and didn’t get around to asking the important questions that safeguard events from risks. Ask questions first before you get seduced by the menu.
The legal basics every outdoor caterer must meet
You must register your food business with your local authority before you start trading, regardless of what type of operation you’re running, even if you’re only selling snacks. For all mobile and outdoor caterers, registration needs to be at least 28 days before opening. There are no fees for registering, so don’t even think about not doing it. You can find out more on the Food Standards Agency website.
It has recently expanded to over 430,000 businesses in the UK-the vast majority being rated 5, so a high score is common, not a bonus. Check out any caterer via the FSA rating search before you book, since showing the sticker is optional in England, but don’t be deceived by a sticker in a van-check the register online.
The allergens are also required. The following is clearly specified in the guidelines of the Food Standards Agency for catering, as mandated by Natasha’s legislation that was implemented in October 2021 for labelling pre-packaged food with all elements and 14 allergens: “Any responsible caterer shall have an allergen matrix” and walk you “through the risks of cross-contamination in the open site”. If he does not do that, find another caterer.
Weather and logistics: the part people forget
At first sight, one might state that there is a question that has the answers concerning organising an open-air catering service: weather issues. The best way to get answers is to consult a reliable, experienced outdoor catering service because one surely ought to know how to deal with such problems as rain, according to the good organization of the cooking station, plans to use a tent in case of rain, a solution to possible problems caused by weather conditions, a flexible menu that can wait for at least 20 minutes and a clear definition of responsibility for water supply, electrical connection, and getting rid of the waste produced.
We integrated sustainability into our logistics business years back by sourcing from HMC-trained and approved non-meat/halal suppliers and by operating a solar PV-powered Whitby Morrison ePower fleet-because it’s precisely in the great outdoors you need clean, autonomous power the most. If you’re looking for outdoor catering companies, check out the way they do things for different kinds of folks and how they minimise their social and environmental footprint.
Case study: a garden wedding that nearly got rained off
Here’s one from our own (cleaned of name) book. Our couple requested that we not publish the venue and name, but it’s just as useful to show how wonderful outdoor party food can be in even the worst weather. A couple booked us for a garden wedding (roughly 120 guests) at a private home just outside London. A drinks-and-canapstertainment on the lawn before lunch in a marquee, with all the sharing feast that entails, is the plan.
Weather has always been a forethought in any event organization and we have a plan B in place ready to execute. In addition to the screened prep area, we secured a service line, which is not the open line we have used before, and, last but not least, changed the timing of a sit-down meal to a more advantageous time (from the weather perspective), thus permitting us to run late without running out of ingredients, while successfully changing the order of ingredients used in the process.
The end result: your guests didn’t mind the rain, all the food was served on schedule, and even the new bride and groom, who kindly swore they didn’t notice, will get to learn that some guests actually commented that the weather plan was the reason that you were the star of the wedding. That’s what great outdoor caterers do; they don’t cross their fingers and hope for sun-they plan for the weather. With minimal effort, you won’t even remember that the weather was less than perfect.
Why choose EMA Catering for your outdoor event
From garden parties of twenty to tens of thousands at festivals, the outdoor kitchen and serve-out is something we plan for as a matter of course: offering cover from the weather and a prepared-up menu and timetable that can adapt if the British weather doesn’t want us to get to the service. We bring water and power ourselves, so our field, or most soggy lawn, never makes it to the kitchen.
It’s a family business with a first-class food hygiene rating, unpublicised covered liability and a set allergen process. Always on the menu, our halal meat with HMC accreditation, plus vegan, vegetarian and GF options, which are broad by design with our Turkish and Med menu, always eat well together with EMA Catering. Wet weather prep? The plan is a wet weather plan!
Questions to ask before you book
Take this list to every caterer you shortlist. The answers reveal more than any brochure.
- What is your current Food Hygiene Rating, and which council registered you?
- Can I see your public liability insurance certificate and cover level?
- How do you handle allergens, and can I see your allergen matrix?
- What exactly do you bring for power, water and waste, and what must I supply?
- What is your plan if it rains on the day?
- Have you catered this type of outdoor event locally before, and can I have references?
- What dietary options do you offer as standard, including halal, vegetarian and vegan?
- How many staff will be on site, and who manages set-up and pack-down?
If you’d rather leave it all to a team that does every box, that’s exactly what we do. Browse our outdoor & event catering options, view some of the events we have catered for or simply give us your date, location, and number of guests, and we will get back to you within one working day.
The bottom line
When searching for the best outdoor caterer in your area, please don’t just settle for a beautifully designed website. Make sure you check the FSA register for a Hygiene rating. Make sure they have an insurance certificate. Ask about how they handle allergens. Ask how they manage power, water and rain. Finally, if you’re feeling brave – ask for references for your type of event.
Frequently asked questions
Q: What does outdoor catering comprise?
A: Depending on the event package, outdoor catering can be site-based food preparation, rolling catering points and/or event staff. EMA Catering tailors the event to the site, event size, and type of event.
Q: Does EMA Catering cater at outdoor festivals?
A: Yes, EMA Catering supports festival and public event catering and has served at large-scale events throughout the UK. The event spec is critical to getting it right, and factors such as visitor numbers, service points, access arrangements, and menu are key considerations.
Is outdoor catering possible at a venue that doesn’t have power?
Outdoor events can need on-site power and related site planning. According to EMA Catering, “In terms of outdoor work, we bring our own power and water, but this can vary from venue to venue.”
What if we get caught in the rain?
A professional outdoor catering plan would have a weather contingency for the prep/service areas, access, ground conditions, and timings. EMA Catering explains that it can accommodate British weather during outdoor catering.
Is outdoor catering halal?
Yes. We are able to obtain HMC-approved halal meat and have full menus. Please check with the event organizer to clarify the menu and dietary requirements.
How long in advance do I need to book outdoor catering?
As well as providing weddings, festivals, and large events in the summer, we also accept bookings for small events with less notice.