Caterers face challenges that most other foodservice operators never have to deal with: transporting food to a location and sometimes even cooking it and serving it off site. When it comes to transporting food, it is essential that you have the proper equipment and supplies to keep yourself organized and keep your food at a temperature that is both appetizing and safe.
When you arrive at your off-site catering location, chances are things will get hectic. It is in your best interest to do as much of the food prep as possible in your commercial kitchen, before you arrive at the site.
Do all of your slicing and dicing work in your kitchen where you have all of your food prep equipment readily available. For cold dishes that require cooking, make noodles, poached fish and other ingredients well in advance so they will have time to be chilled before transport.
When you are done prepping and/or mixing your veggies, fresh fruit, pasta salads and other dishes, you can put them in a food pan and refrigerate them for transport. Or even put them in serving bowls or catering trays if you have a refrigerated vehicle or a food carrier that can accommodate the serving dishes. If you do not have enough refrigeration space in your commercial kitchen to store all the pre-made food, purchase or rent a refrigerated van for extra storage. Conveniently, you can then drive the van straight to the off-site location.
Hot food that is prepared well in advance can be chilled and then reheated in a microwave or oven right before transport to the catering site, or at the site itself. Warmers alone probably will not have enough power to make your food piping hot. Casserole-type dishes often taste even better after reheating, because the flavors will integrate over time, so you can prepare these a day in advance.
Unfortunately, reheating many other types of food tends to dry them out or overcook them, especially with meats and pastas. Consider cooking these dishes only a few hours in advance, then storing them in food pans in a holding cabinet until transport. Or time the cooking so that they are ready right before transport, then transfer the hot foods directly into the food carrier.
Every health code is different, so check with your local health inspector to verify your own code. In general, though, most health codes require the following:
- Cleanable vehicle. You must transport your food in a vehicle with an interior that can be easily cleaned. Refrigerated vans are not required, but they can help you maintain your food at a safe temperature.
- Proper temperatures. Potentially dangerous foods, like meat and eggs, need to be kept at certain temperatures to reduce the risk of bacterial growth. Hot food usually must stay at 140° F or above. Cold food should be maintained at 40° F or lower. Check your food frequently with a kitchen thermometer to ensure that it is kept at a safe temperature.
- Food-safe carriers. The food should be transported in insulated or electrically heated/cooled food carriers to ensure that the food is kept at a safe temperature. Usually they have to meet NSF requirements. Never mix hot and cold foods in the same carrier or container, as this can lead to unsafe food temperatures.
In addition to these regulations on food transport, you will have to follow all of the health codes any other foodservice business would follow during preparation, cooking and serving of food. >>Learn more
While you can theoretically transport food in any vehicle that is easy to clean and sanitize, it is recommended that you use a car, van or truck that is specifically designated as a catering transport vehicle. There are several companies that lease or sell station wagons, vans, trucks and trailers that are specially equipped for a catering operation. They can include the following built-in features:
- Coolers and freezers
- Ovens
- Cold plates
- Customized shelving
- Awnings or windows for vending from the vehicle
For part-time caterers, renting a van or truck for your events is a great way to get extra refrigeration and storage space and ensure that you have a catering vehicle that meets health codes. For full-time caterers that contract for large-scale affairs, purchasing a truck or van might be a good idea. It can save you money in the long run. For marketing on the go, you can even get your name and logo put on the side of the vehicle.
You have your food prepped and your vehicle ready for transport. What kind of food transport equipment should you use? The truth is, it depends on the event you are catering and the type of service you will provide. Partial- and full-service catering requires a different set of supplies from no-service, drop-off catering.
When catering lunches, business meetings and casual events, often your clients will want no-service catering, where you simply drop off the food and go. Because you will not be around to retrieve leftover food and supplies, it is essential that you are stocked with a full range of disposable catering supplies that you can leave behind.
- Disposable food pans. Store your hot and cold food in aluminum food containers instead of reusable metal food pans. These containers come in standard food-pan sizes, so you can fit them into any standard food carrier or warming and holding cabinet. For full-service buffets, they can double as a chafing dish food pan. You can even print your logo on the lid to create more brand awareness.
- Food carriers. Unless you have coolers and warmers built into your catering vehicle, you will need insulated food carriers to ensure that your food stays hot or cold during transport.
- Disposable Lunch Boxes. For individually packed lunch orders, pre-package the food in cardboard or paper lunch boxes before transport.
- Disposable Catering Trays. Arrange hors d’oeuvre, veggie and deli foods on disposable catering trays with clear plastic lids for easy drop-off. Slip these trays into an insulated carrier to maintain their temperature.
- Disposable Beverage Dispensers. These are perfect for bringing hot coffee, tea or cocoa to a drop-off catering location. If you are not bringing cans or bottles of drinks, disposable coffee dispensers can also be used for iced tea, soda or other cold beverages.
Of course, you will also need to deliver paper napkins, and unless you are serving pre-packaged finger foods like chips or wrapped sandwiches, you should provide all the utensils and dishes needed to eat the food.
Full- or partial-service catering provides food, set-up and clean-up for a buffet. If it is a casual event, you can still feel free to use disposable transport supplies. However, because you will be present during clean-up, you can save money and reduce waste by using reusable catering supplies to transport your food.
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Beverage carriers in storage in a caterer's kitchen. These beverage carriers have attractive covers.
- Food carriers. These are the staple of any caterer’s food transport equipment.
- Beverage carriers. Use an insulated beverage carrier to keep beverages hot or cold during transport. At a casual buffet, they can also be used for self-serve dispensing, or you can transfer the contents to a coffee urn or beverage dispenser.
- Air pots. An air pot with a handle is great for transporting coffee, tea and hot water, as well as for leaving at the beverage station for self-service. A well-insulated model can keep your drinks hot for hours.
- Catering trays. Reusable catering trays are the perfect way to transport deli cuts, hors d’oeuvres, mini-desserts, pastries and other treats. Just arrange them on the tray, cover them in plastic wrap, and put them in a food carrier or cooler for transport. Then you can remove the wrap and
put them straight on the buffet line when you arrive.
When you are transferring large amounts of food from the kitchen to the van, car or truck, things can easily get mixed up. To avoid leaving anything important behind, develop a catering transport checklist for each event that you cater. You should use the checklist a few hours before the event, so you can make sure everything is in the final stages of preparation. Then use it again as you load your food and supplies onto the vehicle. Make sure to put all the supplies on your checklist, too. If you have all your food ready but forget the table skirts, chafing dishes or display stands, your client will not be happy.
For many caterers who are first starting, the transport process is one of the most difficult aspects of pulling off an event. If you follow this guide and use your checklist to verify that everything is in order, the transport to your next catering site will be pleasantly unmemorable.
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