Planning production catering in NYC can feel so overwhelming. It is about making the right steps in the right order. In this blog post, you will learn all about production catering in NYC for large-scale events and corporate dining.
Getting Started with Local Knowledge in NYC
The first approach is what is called boots on the ground. It is actually a pretty good idea, but it is also very expensive and super time-consuming. Unless there are months to plan and a really big budget, this probably is not realistic for a first event.
The second is leveraging other people’s knowledge. This means talking to a colleague who has planned events in NYC or connecting with someone from the company who lives there.
Production Catering in NYC
This works great, but there is usually one catch. Their experience needs to be recent and relevant. A friend who visited NYC for vacation cannot really tell how to plan a production catering event there.
The third, and what most successful planners actually do, is using specialized platforms or services that already have vetted local knowledge.
The Four Types of Corporate Events
Sales Kickoffs and Company Events
From experience, these corporate events are 50/50, meaning 50% work and 50% fun, and it is super important to know that before finding the right venue. Most people planning for the first time start looking at downtown hotels in major cities. That is a big mistake.
What actually works is something experiential, typically outside of the city center, places where a team can actually connect. There are three non-negotiable things. The first one is a natural light meeting space. Nobody wants to be in a bunker for hours, especially when talking about goals for the new year. Number two is outdoor areas for activities. Number three, and most importantly, it needs to be no more than one hour from the airport.
Leadership Offsite Events
When it comes to leadership offsites, everything changes. Executives are not just looking for another meeting in an exotic destination. They are looking for an experience.
Executives want privacy and exclusivity. They do not want to share a property with three other corporate groups.
When it comes to location, this is where things can get really specific. High-end destinations where leaders can actually disconnect and have really important conversations are what work. These events are not actually focused on activities themselves.
Instead, the focus should be on elevated experiences, not something typically done with other types of events. Private corporate dining experiences, high-end spa facilities, golf courses, or a scenic tour are what matter here.
Client Events and Presidents Clubs
Client events and presidents’ clubs are incentive trips built to reward employees or customers. These are 100% fun events, and this is going to have a huge impact on the venues and production catering choices made for NYC.
Do not make the common mistake of booking a Marriott or Hilton hotel in a big city. The framework that works for every successful client event is called the AAA approach. Number one, amazing location. Think Caribbean, Mexico, and Hawaii. Number two, absolute luxury, top-tier results only. Number three, authentic experiences.
Holiday Parties and Day Events
Companies consistently underestimate the cost of holiday parties and day events. Many companies come in with a budget that is not going to produce the experience worth designing for a team.
For holiday parties, Thursday nights are prime time. November and December are the key months. For day events, instead of stuffy ballrooms that were kind of the norm for the past few years, there is now more success with converted spaces, a converted art gallery, a warehouse venue with indoor and outdoor areas, and a place that can handle a big group.
Do Not Let Ego Get Ahead
The third thing when it comes to events is not letting ego get ahead. Remember that starting off means starting small. Wanting it to be the biggest and the best and wanting everybody to be really, really impressed is natural.
But if it is a first event, the best thing is just making sure it is a successful event and that people are really, really happy. It is not about blowing them away, and to be fair, it will not be affordable in the first instance either.
An idea to host in the biggest venue is not deserved in the first instance. It has not been earned and will not be manageable. Wanting the biggest speakers or the biggest entertainers is the same story. On a first run, they will not be managed properly and there will be overpaying. Wanting the fancy packages for production, the best sound, the best lighting, all of that, will not be affordable, will not be manageable, and will knock the balance of the event out of sync.
Skipping steps will, a lot of the time, cost too much money. It will get to a point where things are out of balance, or too much personal stress will be taken on. Keeping things in check is really important so the event and everything in it can be managed and kept in balance.
Frequently Asked Questions
What is the biggest mistake when planning large-scale corporate dining in NYC?
The biggest mistake first-time planners make is not about budgets or timelines. It is about location research. A large event can be completely compromised by one small detail, as a venue in an unsafe neighborhood is discovered only on arrival.
What works best for holiday party catering in NYC?
Instead of stuffy ballrooms, there is now more success with converted spaces like a converted art gallery or warehouse venue with indoor and outdoor areas. Entertainment is the priority, such as a band, DJs, or interactive elements.
Should a first-time planner start big with production catering in NYC?
Literally 90% of people in their first instance lose money. Starting small means losing small. Starting big means losing big. Mistakes will be made in the first event, and the smaller they are, the harder those mistakes are to see.
