Planning meals for a large group over several days can feel like a daunting task, but with the right approach, it can become one of the most rewarding parts of your event. Whether you’re organising a youth camp, a team-building retreat, or an extended family getaway, self-catering gives you the flexibility to craft menus that suit everyone’s needs while saving on costs and adding a personal touch to the experience.
Catering for multi-day events becomes much easier at venues like Camp Belgrave, with its well-equipped kitchens and group-friendly dining areas. From breakfast spreads to hearty dinners, a little preparation goes a long way in ensuring every meal is enjoyable and stress-free. Wherever you’re hosting your event, these practical tips will help make your self-catering experience a success, leaving everyone well-fed and ready to make lasting memories!
Understand the Group’s Needs
Before you even think about what’s on the menu, take time to understand who you’re feeding. Different groups come with different needs. Some might have dietary restrictions such as vegetarians and vegans, others might require gluten-free options or kid-friendly meals, some may be allergic to specific food products. Make sure to take stock of everyone’s dietary requirements before you start planning.
Aside from the group’s dietary requirements, think about the quantity of food everyone will consume. If you’re organising an event for growing teenagers expect to prepare more food than what would be required for young preschoolers. Also, consider the length of the event. Are you providing just one meal or will you need breakfast, lunch, dinner, and snacks? For longer events, balance hearty meals with lighter meals to keep everyone energised without overloading them.
Check the Venue’s Facility
If you’re hiring a venue like Camp Belgrave, it’s important to familiarise yourself with the kitchen and dining facilities ahead of time. Take note of what’s available. Does it have ample fridge and freezer space and basic cooking tools like knives, cutting boards, and serving trays provided? Is there a large oven, stovetop, or BBQ grill?
Understanding the venue’s setup in advance allows you to plan your meals according to the setup available and avoid any surprises on the day of the event. It also helps you decide whether additional equipment like coolers, extra serving dishes or portable burners. You can also ask the venue for a full list of amenities and consider doing a quick walkthrough before your event to double-check what’s available.
Plan a Simple but Varied Menu
When planning your menu, simplicity is key. But simple doesn’t have to mean boring. The trick is to choose dishes that are easy to prepare in large quantities and appeal to a wide range of tastes. Think of crowd-pleaser meals like pasta bakes, BBQ skewers, hearty salads, and one-pot dishes such as chilli or curry. Add variety with sides like garlic bread, coleslaw, or steamed veggies, drawing inspiration from healthy recipes to ensure at least one vegetarian or gluten-free option so everyone has something to enjoy. Most of all, don’t forget dessert! Brownies, cookies, or a simple fruit salad can hit the sweet spot without too much effort.
Create a Detailed Shopping List
A good shopping list is your best friend when catering for a crowd. Start by listing every ingredient you’ll need for your dishes. Then, organise your list by categories like produce, pantry staples, and dairy so you can shop efficiently and avoid running back and forth in the store.
Quantities are important when cooking for large groups. Too little food is a disaster, but too much can lead to unnecessary waste. You can try online portion calculators to help you figure out exactly how much to buy, especially for main ingredients like meat, rice, or pasta. Always stock up on extra essentials like bread, drinks, and snacks since they are easy to store and use later if not consumed.
Opt for Make-Ahead Dishes
The secret to a stress-free event is preparation. Choose dishes that can be made ahead of time like casseroles, pasta salads, soups, or baked goods. These meals can be refrigerated and reheated or served cold, allowing you to focus on enjoying the event rather than scrambling to cook. Marinated dishes like chicken or veggies can also be prepped in advance. You can just throw them on the grill or in the oven when it’s time to eat. Check out these make-ahead recipes for ideas to simplify your preparation.
Pro tip: Store prepared dishes in stackable containers to save fridge space and make transport easier.
Delegate Tasks
Self-catering doesn’t mean doing everything yourself. Assign roles to different members of your group to spread the workload. One person can handle grilling, another can prepare sides, and someone else can keep an eye on the drink station. Cleanup crews can rotate throughout the day to ensure no one feels overburdened. Create a schedule or task list ahead of time to avoid confusion and don’t forget to play some music while you prepare to make it more fun!
Include Self-Serve Stations
Buffet-style serving is a lifesaver for large groups. Set up a line with clearly labelled dishes so guests can serve themselves. This reduces the need for servers and allows everyone to choose their portions and customise their plates.
For drinks, a self-serve station with jugs of water, juice, tea and coffee with a hot water url keeps the crowd hydrated without constant refills. Add an extra touch with a separate station for desserts or snacks.
Have a Cleanup Plan
A little organisation goes a long way when it’s time to tidy up. Set up clearly labelled bins for trash, recycling, and compost from the start to keep things organised. Assign cleanup duties in shifts so no one feels stuck doing all the work. Pack a dedicated cleanup kit with extra garbage bags, dish soap, sponges, and towels beforehand to make the process smoother and more efficient. Plus, working together to clean up can feel like a natural extension of the day’s teamwork and camaraderie.
Be Ready with Storage Solutions
Leftovers are inevitable when cooking for a crowd. Be prepared with containers, foil, or zip-lock bags to store extra food. Label everything with the dish name and date so it’s easy to find later. If you have too much, consider offering guests takeaway boxes!
Conclusion
Self-catering doesn’t have to be overwhelming. With the right planning, the right team, and some make-ahead magic, you can create meals that bring people together and leave everyone raving. And best of all, it’s a chance to share not just food but memories.
At Camp Belgrave, we’re here to help make your group events as smooth and enjoyable as possible. Along with our spacious facilities and well-equipped kitchen, the surrounding area offers breathtaking hiking trails and opportunities to explore the stunning flora of the Dandenong Ranges. It’s the perfect setting for creating unforgettable moments both at the table and out in nature. Planning your next group gathering? Book your stay with us today and enjoy the perfect venue for creating unforgettable memories together.