Jun 11, 2025
Launch profitable catering operations with proven strategies. From menu planning to deposit collection, boost your restaurant sales with these tips.
Whether it’s birthdays, graduations, backyard weddings, or company picnics, restaurant owners have a chance to capture more revenue by offering convenient ways to serve large groups.
But restaurant catering involves more than just making food in bigger batches. You're dealing with longer prep times, transportation, and packaging. Many restaurant owners treat catering like an afterthought, then wonder why it feels more stressful than profitable.
The good news?
You don't need to transform into a full-scale catering company. With some simple systems and realistic planning, you can turn those occasional catering requests into a reliable income stream.
Here are five practical strategies to help you make the most of those catering opportunities without overwhelming your kitchen or staff.
Your regular menu works great for dine-in customers, but catering needs its own approach. A separate catering menu helps customers understand what you offer while steering them toward dishes that actually work for their events (and your kitchen).
Think about the types of events you're likely to cater. Office lunches need easy-to-serve options that won't interrupt meetings. Backyard parties call for crowd-pleasers that work well on buffets. Small weddings might want something a bit fancier without breaking the bank.
When choosing menu items, be realistic about what travels well. Your famous french fries might be amazing fresh from the fryer, but they'll disappoint after a 20-minute drive. Instead, focus on items like roasted chicken, pasta salads, sandwich platters, and sturdy desserts that hold up during transport.
Don't forget dietary restrictions. Having a few vegan, gluten-free, and nut-free options isn't just trendy anymore. It's what customers expect, and it saves you from last-minute scrambling when someone mentions allergies.
Keep your catering menu seasonal but simple. Summer brings requests for lighter foods, fresh salads, and grilled items. But don't go overboard creating 50 options. A focused menu with clear packages (like "Backyard BBQ for 20" or "Office Lunch for 10") makes ordering easier for customers and prep more manageable for your kitchen.
Price your catering menu separately from your dining room. Include the extra time for packing, the cost of disposables, and a reasonable delivery fee if you offer it. Most customers understand catering costs more than table service.
Peppr Tip: Use our Menu Builder to create a separate catering menu without affecting your regular operations. Set different prices, create package deals, and manage it all from one system.
Every restaurant owner has a horror story about preparing a huge order only to have the customer cancel at the last minute. That's why deposits aren't just a nice idea, they're essential.
According to the National Restaurant Association, restaurants that require deposits see significantly fewer cancellations and no-shows. A simple 25% to 50% deposit weeds out uncommitted customers while giving you cash flow to buy ingredients and schedule staff.
Keep your payment terms straightforward. For orders under $300, you might ask for full payment upfront. For larger events, require 30% of the full amount to place the order, and then have the guest pay the remainder at pickup.
Make your policies crystal clear from the start. Put them on your website, include them in quotes, and have customers acknowledge them when ordering. Explain what happens if they cancel (how much they get back and when) and your policies for date changes.
Peppr Feature Spotlight: Send professional email invoices that let customers pay deposits online instantly. No chasing checks or wondering if payment is coming.
Here's where many restaurants get tripped up. "Full-service catering" sounds fancy, but it just means you handle more than dropping off food. Understanding what you can realistically offer helps you price appropriately and set clear expectations.
If you're just starting with catering, begin with drop-off service. You prepare the food, pack it properly, and deliver it ready to serve. The customer handles plates, serving, and cleanup. This keeps things manageable.
Over time, you might add a basic setup service, where you arrange the food on the customer's tables, set up your chafing dishes if needed, and ensure everything looks presentable. You're still not staying to serve, but you're taking more responsibility for presentation.
Full-service catering (where you provide servers, handle the entire event, and clean up afterward) can be profitable but requires serious planning. You need trained staff who can work events, relationships with rental companies for extra equipment, and good insurance coverage. Many small restaurants find it's not worth the complexity unless they're doing it regularly.
Whatever level of service you offer, build in realistic time buffers. Loading takes longer than you think. Traffic happens. Setup always has surprises. Better to quote longer timelines and arrive early than to rush and stress everyone out.
Kitchen Timing: Peppr automatically sends catering orders to your kitchen at the right prep time, so you're not making food too early or scrambling at the last minute.
Catering orders are usually bigger tickets than your average dine-in check, which means more risk if something goes wrong. A few simple policies can save you major headaches.
Start with clear contracts for large orders. This doesn't need to be complex legal language. Just spell out what you're providing, when, where, and for how much. Include your cancellation policy and what happens if they need to change the date or guest count.
Watch out for "scope creep," where a simple drop-off order slowly morphs into expectations for full service. When customers ask, "Can you just help set up?" or "Would you mind staying to serve?" have your answer ready. Either it's included in your service level (and priced accordingly) or it's not available.
Always get signatures. Have someone sign when you deliver, confirming they received everything in good condition. Take a quick photo of the setup if you can. This documentation protects you if someone later claims the order was wrong or never arrived.
Consider your seasonal patterns too. Summer might be busy with events, but what about fall? Try to build relationships with offices or organizations that need regular catering year-round, not just for special events.
You don't need a massive marketing budget to build a solid catering business. Start with the basics and expand as you see what works for your market.
First, make sure people know you offer catering. Update your Google Business Profile to include catering as a service. 87% of consumers used Google to evaluate local businesses in 2023. Add a simple "Catering" page to your website with your menu, policies, and how to order.
Social media works well for catering because people love seeing food photos. Share pictures from events you've catered (with permission), behind-the-scenes prep videos, or seasonal menu highlights. You don't need professional photography. Real photos from real events often perform better.
Build relationships in your community. Introduce yourself to office managers at nearby businesses. Drop off samples at event venues. Connect with local event planners. These relationships often generate more consistent business than any advertising.
Don't forget about past customers. After each catering job, follow up with a thank you and ask for feedback. Happy customers often have other events coming up or know someone who does. A simple referral discount can turn one graduation party into three summer events.
Ready to add catering to your restaurant? Here's a realistic action plan:
Adding catering doesn't require a complete overhaul of your business. Start small with what you can handle, learn what works in your market, and grow from there. The National Restaurant Association reports that off-premises dining (including catering) continues to grow as a percentage of restaurant sales.
Focus on doing a few things well rather than trying to be everything to everyone. A restaurant that reliably delivers delicious food on time will build a better catering reputation than one that promises the moon but struggles to deliver.
Ready to streamline your catering operation? Peppr's integrated online ordering includes catering features at no extra cost for existing customers. From dedicated menus to deposit collection, we've built practical tools that help restaurants manage catering alongside their regular service.
How much can restaurants realistically make from catering?
It varies widely based on your market and effort level. Some restaurants add $2,000-5,000 per month with occasional catering, while others build it into a major revenue stream. Start small and see what's realistic for your operation.
What equipment do I need to start restaurant catering?
Basic insulated carriers, disposable serving items, and a reliable vehicle for delivery. Many restaurants start by renting chafing dishes and serving equipment as needed, then invest in their own once catering becomes regular.
Should I offer full-service or drop-off catering?
Start with drop-off to keep things simple. You can always add services as you get comfortable. Full-service requires more staff and planning, but can charge premium prices.
How do I price my catering menu effectively?
Calculate your actual costs, including food, labor, packaging, and delivery. Add at least a 50% margin for drop-off service. Consider setting minimum order amounts that make small catering orders worth your time.
What's the best way to market catering services?
Start local. Update your Google listing, tell your regular customers, and introduce yourself to nearby offices and event venues. Word-of-mouth from happy customers beats any advertising campaign.
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