maiouigourmet
Jan 4, 2026
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Hiring a caterer in Jacksonville for a big team event can feel like a lot to take on. When you’re planning for more than just a few people, every detail matters a little more, especially when you’re working with a specific date and space. Winter is a busy season for business events all across Florida, especially throughout January, with the holidays wrapping up and team schedules getting back to normal. That’s why planning early isn’t just helpful, it’s smart. Whether your event is a company lunch, a staff meeting, or an appreciation day, using a clear checklist makes the whole process easier to manage from start to finish.
Choose a Date Before You Call
One of the first things we always suggest is picking your date, or at least narrowing it down to two or three options. Without that, it’s hard to get clear answers on availability, setup choices, or even basic timelines. January in Jacksonville, Florida, often sees full calendars and ideal weather for outdoor or mixed-space events. Because of that, prime dates tend to disappear quickly.
If you’re planning for a Thursday or Friday, those tend to book fastest, especially midday. Monday and Tuesday lunches are usually easier to grab. Even if your details aren’t final yet, having a strong date range in mind helps everything move faster and gives you more flexibility across menu styles, servers, and rentals.
Know Your Guest Count and Setup Needs
Before reaching out, grab a rough headcount. It doesn’t have to be exact, but planning for 40 versus 100 will lead to very different food layouts, server numbers, and venue space. Be sure to jot down whether everyone is attending in person or if you need boxed meals for those on the go.
Next, think through how the space should be used. Do you need seating for a full meal? Will people be walking between stations? Are there presentations or activities planned that need space breaks? Outdoor patios, indoor offices, and open-air event lawns each come with different needs. Telling the caterer where and how the event flows helps them suggest better fits for tables, trays, or buffet setups.
Pick a Caterer in Jacksonville That Can Scale
Not every team can handle a large guest list with ease. When reaching out, focus on groups that are used to working events with 50 or more people. It helps to ask direct questions about how they handle crowd flow, dish prep, and timing.
A good fit will ask you more than just what food you’re thinking about. They’ll want to know how much time people have to eat, whether people are moving in and out during sessions, and what kind of layout makes sense for your space. Big teams usually benefit from a setup plan that keeps things smooth from start to finish. Flexibility is key, especially when adjustments come up last minute.
Look for signs that the caterer thinks about the full picture, not just what goes on the plate.
Don’t Forget Dietary Needs and Timing
With big groups, food preferences and dietary needs almost always come up. Even if most of the group is easy to serve, skipping allergy checks or ignoring important restrictions can lead to avoidable stress.
Ask your team early if there are any standout needs like gluten-free, dairy-free, or vegetarian meals. Religious or cultural food needs can also affect the menu. Planning ahead for these doesn’t just help the kitchen, it makes sure your guests feel seen and included.
Meal type and time of day play a big role too. A sit-down lunch works fine for most midweek events, but lighter fare like small bites or grazing tables may be better in the afternoon. If people need to work through lunch, boxed meals might be the easier route. Once you know the general flow, your food plan will match the pace of the day much better.
Ask What’s Included (So There Are No Surprises)
When getting started with a new catering provider, one of the quickest ways to avoid last-minute stress is asking what comes with the booking.
Some providers include staff, serving equipment, cleanup help, or rentals like tables and trays. Others focus only on food prep and delivery. If you assume something is included without asking, you might scramble later to pull things together on your own.
You may also need help with event extras like florals, drink stations, or entertainment. Not every event needs those, but if yours does, planning them early, alongside the food, will help it all feel more connected.
A simple checklist can help you cover the key pieces:
- Who handles setup and breakdown
- Whether drinks or servers are included
- Cleanup support after the meal
- Rental items like linens, tables, or plates
Knowing this upfront helps keep your responsibilities clear and gives you confidence that nothing will fall through the cracks.
Make Team Events Feel Easy From the Start
Big team events can get complicated fast, especially when you’re working across calendars, departments, and budgets. But with a simple plan and a few key checks early on, it’s possible to keep the process smooth.
From picking a great date to bringing in the right support, every step you take in advance will pay off later. Finding a caterer in Jacksonville who understands your group size, space, and flow will make your event easier for everyone involved.
Some days are made to feel more like work. Others are meant to bring people together. The better your plan, the more your event feels like time well spent.
Planning your next office gathering shouldn’t be stressful. With Mai Oui Catering and Event Planning, you get the support of a trusted caterer in Jacksonville who understands how to bring together the right space, timeline, and experience for your team. Let’s connect to discuss your needs so you can spend less time troubleshooting and more time building relationships at your upcoming event.
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