How to Plan Catering for a Training or Workshop: A Practical Checklist

Whether you are running a one-day workshop or a three-day training in several districts, catering is one of the biggest line items in your budget. It is also one of the first things participants remember. Here is the checklist we use with our clients.

1. Confirm your numbers early

Start with a realistic headcount for each venue and each day. Include facilitators, support staff and guests. Share any changes at least 48 hours before the event so your caterer can adjust supplies.

2. Choose your meal plan

Most trainings work best with three touch points: breakfast before the first session so participants start on time and alert, lunch at the main break (filling, balanced and served quickly), and evening tea with snacks to close the day on a high note. Add mid-morning tea if your sessions run long.

3. Don't forget water

We recommend at least two bottles of water per person per day, especially in warm venues and for long sessions.

4. Ask about dietary needs

Check for vegetarian, religious or other dietary requirements during registration. A good caterer will plan alternatives without fuss.

5. Know your venue

Tell your caterer about the venue: kitchen access, power, water, and space for serving and seating. For remote or field venues, a mobile caterer brings what is missing.

6. Budget per person, per day

Ask for a quotation priced per person per day, with meals and water as separate lines. This makes approvals, reconciliation and reporting much easier, especially for donor-funded or multi-site programmes.

7. Agree on timing

Share the training timetable with your caterer. Meals should be ready when the session breaks, not the other way round.

Need help planning? PMF Catering Services plans and serves catering for trainings, workshops and conferences anywhere in Uganda. Send us your dates, venues and numbers, and we will send you a clear, itemised quotation.

Call +256 393 104 683, WhatsApp +256 783 601 155, or email [email protected].