Two to four weeks before
- Guest list, with adults and children counted separately
- Dietary needs and allergies collected
- Caterer booked, or recipe, pans and burners sorted
- Space chosen: flat, firm and clear of fences and branches
- Gazebo or cover arranged in case of rain
The week before
- Final numbers and diets sent to the caterer
- Seating and tables counted
- Plates, cutlery, napkins and glasses sorted
- Drinks bought, and ice ordered
- Neighbours warned if it might get lively
On the day
- Access and parking clear for the caterer
- Bins and recycling out
- Nibbles ready for when guests arrive
- Someone in charge of drinks
- Camera ready for the moment the pans come off the heat
What to tell your caterer
- The address and parking
- A photo of the space
- Numbers of adults and children
- Dietary needs and allergies
- When you’d like to eat
- Whether you need plates, cutlery and staff
If you’re cooking yourself
- Pan and burner tested together
- Gas bottle full, with a spare
- Ingredients prepared and chilled
- Stock made and kept hot
- Fire extinguisher and a clear zone around the burner
Make it easy on yourself
Delegate drinks, music and clearing to friends. The host who tries to do everything misses the party.
Timeline for the day
For a typical afternoon party: the caterer arrives and sets up before guests come; guests arrive and have drinks and nibbles; the paella goes on and people gather to watch; the food is served; dessert and coffee follow later, and the party carries on. Give your caterer the time you want to eat, and they’ll work back from it.
If you’re cooking yourself, start the sofrito well before you want to eat. A big pan takes longer to come up to heat than you might expect, and the rice needs time to cook and rest.
Common mistakes to avoid
- Not asking about diets until the day
- Forgetting to count children
- No plan for rain
- Not enough seats
- No bins
- Leaving leftovers out in the sun
Avoid these and your party will run smoothly.
Afterwards
Paella is best eaten fresh. If there’s any left, cool it quickly and refrigerate it; see leftover paella safety.
Planning an event? Tell us about it and we’ll suggest a menu and send a quote.