Planning to provide home cooked meals as part of a parent group for a school event can seem easy until you are faced with dozens, or sometimes hundreds of children who are ready to be fed. PTOs, PTAs, and Booster Clubs are usually expected to provide safe, quick, and inexpensive meals using only volunteer help.
However, if you plan carefully, you can save yourself the stress. Here are some practical ideas to ensure your event runs as smoothly as possible.
Focus on Foods that Kids Will Actually Eat
The safest choice for a school event is using only foods that children like. Popular foods include Pizza, pasta, chicken tenders, tacos, macaroni & cheese, and hot dogs. All of these foods are inexpensive to serve, easy to portion, and have an excellent chance of not ending up in the trash.
Though it might be tempting to add other types of fun or gourmet style to your catering menu, doing so will likely create long lines and more waste. As a general rule, it is always better to serve simple foods than trying to provide various menu items.
Limit the Menu on Purpose
Small menus may seem like a disadvantage, but they are more practical. When there are many menu options for food or beverages, it becomes more difficult to hold the items at proper temperatures, which can create issues with the service line.
Therefore, it is best to limit the number of menu items to two or three main menu options. Have one clearly identifiable vegetarian selection and include one simple side dish. This will make it easier for volunteers to prepare menu items and will ensure quicker replenishment of menu items throughout the service period with minimal disruption.
Awareness of Food Allergies
Food allergies are a significant consideration when it comes to providing food for your event at school. Therefore, you should consider them in your initial planning. Contact your school administration to find out what types of allergies your students typically have and request that anything made with those allergens be clearly identified at the point of service.
Whenever possible, allergen-restricted items should be separated from all other food. They should be prepared in a designated area and served on separate utensils to minimize the risk of cross-contamination. Clearly communicating this information will create trust and provide a sense of safety for families who will be attending your event.
Transport Food Safely
Transporting food safely is just as important as serving it. Always use an insulated carrier to help maintain safe food temperatures while they are being transported. Hot foods should be held at appropriate temperatures to keep them safe. To prevent heat loss, do not open containers repeatedly during setup. Many people do not realize how quickly heat escapes from a food container.
Use the Right Hot-Holding Equipment
The proper use of hot-holding equipment is critical to the success of any event. There are various equipment with different functionalities, and selecting the correct piece for your needs can make or break the event.
Chafing dishes are well suited for buffet service, while electric warmers or roasters may be more suitable for serving foods over an extended period of time. Insulated carriers have a very important role in transporting food. If there is uncertainty in the right type of equipment to keep food hot, there are many guides to assist you.
Design a Fast, Logical Serving Line
If the serving area is arranged well, children will have an easy time getting through. A proper design will cut down on traffic in the serving area. Use the right design for your serving area by placing food items in the order you want them served. Put the plates first, hot entree items second, side dishes third, utensils next, and napkins last. It might also help to set up the children’s drinks in a separate area from the serving line to reduce congestion. When food is laid out in order, there will not be bottlenecks, and volunteers will be able to concentrate on serving instead of managing the flow of traffic.
Control Portions From the Beginning
Portion control helps to guarantee that everyone is fed, and that there is enough food to last through the entire event. Try to use a consistent serving utensil to ensure everyone is getting the same amount of food. You can pre-portion items before the day of the event. If you do not provide guidance on how much to take, then early guests will take more than they should and the later arrivals may not have enough food or options. Additionally, clear portioning of food will allow you to make a more accurate estimate on leftover amounts.
Provide Clear Volunteer Positions
The success of food service depends on clear responsibilities assigned to each volunteer. Instead of having volunteers float between different tasks, assign clear positions such as line server, temperature monitor, refill runner, allergen station lead and cleanup coordinator.
When volunteers understand their responsibilities, it will allow for a smoother, faster operation, and less stress.
Planning Makes All the Difference
Parent group catering can be more than just doing lots of work. With proper planning, it can be fun and fulfilling. Successfully running events with food requires clear roles, simple menus, hot holding equipment, and flexibility. Take some time to determine what you need, plan, and you will be able to provide a positive experience to students, families and volunteers.