How to Build a Catering Program from Scratch

You've decided your restaurant should offer catering. Smart move - catering is one of the highest-margin revenue streams a restaurant can add. But where do you start?

This guide walks you through launching a catering program from zero to first orders, in a logical sequence that builds on each step.

Phase 1: Foundation (Week 1-2)

Define your catering niche

You don't need to cater everything. Start with what fits your restaurant:

• Fast-casual restaurant → corporate lunch platters and boxed meals
• BBQ joint → event catering and party packages
• Mexican restaurant → taco bars and burrito bowls for offices
• Deli/sandwich shop → platter trays and boxed lunches
• Bakery → breakfast meetings and dessert catering
• Pizza shop → pizza party packages for offices and events

Pick the 1-2 catering types that align with what you already cook well and what's in demand near your restaurant.

Research your local market

Before building a menu, understand:

• Who's nearby? - offices, coworking spaces, hospitals, schools, corporate parks
• What do they order? - ask your regular customers if their offices order catering
• Who else caters locally? - what restaurants, caterers, or marketplaces serve your area
• What's missing? - is there a gap you can fill (healthy options, ethnic cuisine, dietary-friendly)?

A 30-minute drive around your delivery radius reveals more than any market report.

Set your goals

Be specific:

• "5 catering orders per week within 3 months"
• "$3,000/month in catering revenue by month 4"
• "3 recurring corporate accounts by month 6"

Written goals keep your team focused and give you a target to measure against.

Phase 2: Build the product (Week 2-3)

Create your catering menu

Follow our detailed guide on creating a catering menu. The key principles:

• Start with 3-5 packages, not 20 individual items
• Use per-person pricing - easier for customers and for you
• Set minimums - 10-15 people or $150 minimum for delivery
• Include dietary options - vegetarian at minimum, vegan/GF as add-ons
• Offer add-ons - beverages, desserts, serving supplies

Set your pricing

Follow our catering pricing guide:

• Target 30-35% food cost (including packaging)
• Price delivery separately ($25-$50) or build it into a minimum
• Plan your deposit structure for large orders
• Set your lead time requirements (24-48 hours standard)

Get your packaging

Order disposable catering packaging:

• Foil pans with lids for hot items
• Plastic platters with dome lids for cold items
• Boxed lunch containers (if offering individual boxes)
• Utensils, napkins, labels
• Insulated bags for transport

Budget $1-$2 per person for packaging costs and include this in your pricing.

Phase 3: Set up your systems (Week 3-4)

Online ordering

Set up online catering ordering so customers can order from your website. This is the single most impactful thing you can do - it removes friction for customers and eliminates manual order entry for you.

FlashCater gets most restaurants live in under a week. You get a branded ordering page, payment processing, and an order management dashboard.

If you're not ready for software yet, at minimum create a PDF catering menu and a Google Form for orders. But plan to upgrade quickly - the ROI is immediate.

Order management

Decide how you'll track catering orders:

• Best: Dedicated catering software with dashboard and calendar
• Okay: Google Calendar + spreadsheet (works for fewer than 5 orders/week)
• Bad: Memory and sticky notes

Set up whichever system you'll use before your first order comes in.

Kitchen prep workflow

Decide when and how catering prep happens:

• Prep timing - start 2-4 hours before delivery for most items
• Dedicated station - even a small section of counter helps
• Packing checklist - print a list for every order so nothing gets forgotten
• Quality check - one person verifies the packed order against the ticket before it goes out

Phase 4: Launch and promote (Week 4-5)

Announce to existing customers

Your warmest leads are people who already love your food:

• Email blast to your customer list
• Social media posts (with photos of your catering spreads)
• In-restaurant signage and table tents
• Mention by staff to regulars

Local business outreach

This is the highest-ROI tactic. Follow our full guide on getting catering clients:

1. List 15-20 nearby offices
2. Bring sampler trays during lunch hours
3. Leave a catering menu + ordering link
4. Follow up within a week

First-order incentive

Lower the barrier:

• 10% off first catering order
• Free delivery on first order
• Complimentary dessert platter with orders over $200

Online presence

• Add catering to your Google Business Profile
• Create a catering page on your website (or link to your ordering page)
• Post about catering on social media 2-3x per week

Phase 5: Optimize and grow (Month 2+)

Track what matters

After your first month, review:

Iterate your menu

Based on data from your first 20-30 orders:

• Drop items that don't sell
• Add items customers request
• Adjust pricing if food cost is off target
• Add seasonal or rotating options

Build repeat systems

The automation guide covers this in detail:

• Set up automated re-order emails
• Track customer preferences in your CRM
• Follow up after every delivery
• Quarterly check-ins with top accounts

Scale carefully

Don't chase volume before your operations are solid. Better to do 8 perfect orders per week than 15 with mistakes. Scale when:

• Your current volume runs smoothly with no errors
• Your kitchen can handle more without impacting dine-in
• You have (or can hire) dedicated delivery capacity

The timeline

Most restaurants that follow this plan have a functioning catering program generating $2,000-$5,000/month within 3 months.