Q&A with Erica
- Events Manager
Why strong supplier relationships matter in event catering
Why is it so important to build strong relationships with venues, planners and creative suppliers when delivering an event?
Delivering an exceptional event is never the work of one company – it's the result of lots of specialists coming together with a shared goal. I often think it's like playing a team sport. Every supplier has their own role to play, but no one player wins the match entirely on their own.
When you've built strong relationships with venues, planners and creative teams, you build a level of trust. You understand each other's standards, communication styles and ways of working. You know that when you hand something over, the next person is ready to pick it up without missing a beat.
That trust creates confidence behind the scenes, and that's what guests experience as a seamless event. The best events don't happen because one supplier is exceptional, they happen because every supplier is working together.
How does working closely with venues and styling teams improve the overall guest experience?
Every supplier creates a different "wow" moment throughout an event. For the venue and styling team, it's often the moment guests walk into the room for the first time. For us as caterers, it's often that first bite of food and sip of champagne. Together, us suppliers creating a series of memorable moments that carry guests through the entire experience.
However, great collaboration isn't just about the spectacular moments, there also a much less fun part which is logistics. Table plans can be the trickiest part of most events. Designing a beautiful table that doesn't fit in the space and doesn't allow guests and staff to move smoothly through, can turn an event from seamless & smooth, into awkward moment after awkward moment. No one wants to have to shuffle in their chair every time their table is served! Similarly flowers, candles and decorations on the tables create a stunning landscape and really set the scene, but feeling cramped and not having enough space to put down your glass can leave a guest feeling uncomfortable. We work closely with stylist to find that balance. We ensure it’s practical, they ensure it's beautiful.
What makes a great working relationship between a caterer and a venue or event partner?
Having spent much of my career working in venues with permanent kitchens and established systems, joining Culinarians has given me a whole new appreciation for how adaptable event catering needs to be. We work everywhere from castles to marquees, family homes and historic buildings. Each venue comes with completely different back-of-house spaces, kitchen facilities and logistical considerations. Strong relationships with venues mean we understand how each space works before the event even begins. One of my favourite parts of the role is seeing clients relax and smile when they we can confidently say we know the venue and have worked in it many times before. They know everything is in hand and they can enjoy the planning process.
There’s also a lot of thinking on your feet within events, so any thinking and planning that can be done beforehand is always a blessing. Understanding our venues means we can tailor our approach by designing menus, service styles and timelines that complement the venue rather than trying to force the venue to fit our plans. The best partnerships are built on open communication, mutual respect and a willingness to find solutions together. When everyone shares this mindset, our clients receive an experience that feels effortless because they do not need to worry about the size of the kitchen or the distance between the tables.
How do strong supplier relationships help things run smoothly behind the scenes on the day?
No matter how hard we all try, no event ever runs exactly as it was written on paper. Timings shift, the weather changes, transport is delayed and guest numbers fluctuate. When these moments happen, it’s not about one supplier ‘saving the day.’ Its about a team of professionals, understanding each other's roles, pressures and restraints, working together to smooth over any difficulties before they even occur.
Knowing and respecting your fellow suppliers gives you an immediate headstart in finding a balance that works for everyone. It’s often the difference between a good event and an exceptional one.
Can you share an example where collaboration with a venue or creative team really elevated an event?
Possibly my favourite event this year has to be the Enchanted Rose Ball hosted by Mystic Fate at Gosford House. Eva and creative team had such a strong vision for not only what the event looked like, but how it made their guests feel. Wendy from Gosford House transformed the venue into an immersive experience which, with incredible styling and entertainment, immediately transported guests into another world.
As caterers, our role was to complement that story. We created two bespoke cocktails that were delicious, theatrical and inspired by the theme to keep the guest in the moment. Our chefs designed a beautiful afternoon tea menu that continued this story, our guests didn’t just eat cakes while wearing ballgowns, they were transported into a world of fantasy and magic.
I guess, what made the event so memorable wasn't any one element or supplier in isolation, it was how everything came together as one epic adventure. Every supplier contributes their own expertise, but the final experience feels like one complete production rather than a collection of individual services.