Top 5 Mistakes People Make When Planning a Catered Event in San Diego — and How to Avoid Them
You've found the perfect venue. The guest list is confirmed. Now it’s time to plan the food—and suddenly, the stress sets in. What if there’s not enough? What if it arrives late? What if the vegan guests are left hungry?
Catering can make or break an event, especially in a city like San Diego where expectations run high and competition is fierce. Whether you're hosting a beachfront wedding, a rooftop corporate mixer, or an intimate birthday dinner, avoiding common catering mistakes is the key to creating a seamless, memorable experience.
At Coastal Cuisine & Cocktail Co., we've seen it all—and helped clients recover from near-disasters. So, let’s dive into the top five catering pitfalls and exactly how to avoid them.
Mistake #1: Waiting Too Long to Book a Caterer
Why it happens: Many hosts prioritize the venue and décor first, assuming they can sort out catering later. But in San Diego’s bustling event scene, especially during spring and summer, top caterers book up months in advance.
The fix:
Start reaching out to caterers as soon as you have your event date and estimated headcount. For large-scale events or popular dates (think summer weekends or holidays), book at least 60–90 days out. Not only will this secure your preferred vendor, but it also gives time for tastings, custom menu planning, and logistics.
Pro Tip: Choose a full-service caterer who can also help with rentals, staffing, and beverage service to save time and reduce coordination headaches.
Mistake #2: Not Accounting for Dietary Restrictions
Why it happens: Hosts often plan for the “majority” without asking guests about allergies or dietary needs—and that can lead to awkward moments (or worse, medical issues).
The fix:
When sending RSVPs, include a prompt asking about dietary restrictions (e.g., vegan, gluten-free, nut allergies). Share this list with your caterer early, and make sure they label everything clearly at the event.
In San Diego, dietary-conscious catering is the norm, not the exception. From plant-based taco bars to gluten-free charcuterie tables, great caterers will help you accommodate every guest without sacrificing flavor or presentation.
Mistake #3: Underestimating Portions and Service Needs
Why it happens: Hosts try to “keep it light” with smaller portions or skip staff to save money—only to end up with empty platters and overwhelmed hosts doing the work.
The fix:
Your caterer should help guide you on portion sizes and service levels. If you're unsure how many servers or bartenders you need, ask! Generally, one server per 20 guests for plated meals or 1 per 30 for buffets is a good rule of thumb.
When in doubt, always order a bit more than you think you need—especially with crowd-pleasers like sliders, pasta, or signature cocktails. No one remembers leftovers, but everyone remembers leaving hungry.
Mistake #4: Overcomplicating the Menu
Why it happens: It’s tempting to create an elaborate menu with multiple courses and global flavors to impress guests. But overly complex menus can overwhelm both guests and caterers—especially in high-paced event environments.
The fix:
Stick to 2–3 standout dishes and a few supporting sides or apps. Focus on high-quality ingredients, great presentation, and dishes that travel or hold well. For corporate events or cocktail-style parties, bite-sized, handheld options are ideal.
San Diego’s laid-back but food-forward culture makes it easy to impress with simplicity—fresh ceviche, grilled tri-tip, seasonal produce, or mini tacos are always a hit.
Mistake #5: Not Planning for San Diego’s Unique Climate
Why it happens: The weather is almost always perfect in San Diego—until the one day it’s not. Events near the beach, on rooftops, or outdoors during “May Gray” or “June Gloom” can be impacted by wind, drizzle, or unexpected heat.
The fix:
Work with a caterer experienced in outdoor events who can recommend wind-resistant setups, shaded food stations, and weather-appropriate menus. Always ask:
Can the menu be adjusted for hot or cold weather?
Will servers be equipped for wind, heat, or uneven terrain?
What’s the rain contingency plan?
Trust us—warm cheese platters under the sun = instant regrets. A smart caterer will anticipate the unexpected and help you pivot with ease.
Bonus Tips for Stress-Free Catering in San Diego
Schedule a Tasting: Always sample the food before committing—presentation, flavor, and consistency matter.
Ask for a Site Walkthrough: If your caterer hasn’t worked your venue before, invite them for a visit to plan layout, access points, and power needs.
Confirm the Final Guest Count Early: Most caterers need 5–7 days' notice for final numbers. Don’t guess—confirm RSVPs to avoid overpaying or running short.
Trust Your Caterer’s Expertise: They do this every day. Share your vision, but let them guide logistics so you can enjoy the event.
Choose Coastal Cuisine & Cocktail Co. for a Flawless Catering Experience
At Coastal Cuisine & Cocktail Co., we specialize in curating unforgettable events that feel effortless. Based in the heart of San Diego, our team blends culinary creativity with five-star service to deliver everything from executive lunches to elegant soirées.
From craft cocktails to seasonal menus, vegan bites to interactive stations, we help you avoid these common mistakes and bring your event to life with flavor, flair, and precision.
Let’s Make Your Event Unforgettable
Ready to book your catered event in San Diego?
Reach out to Coastal Cuisine & Cocktail Co. for a custom quote, tasting, or event consultation.
Visit www.coastalcuisinecocktail.com