How to time canapés at a Peterborough drinks reception

Give the caterer an arrival window and a clear end point

Use the running order to note the earliest guest arrival, when you expect most guests to be there and the time they will be asked to move to the next part of the event. At a wedding, allow for photos or a short journey from the ceremony. At a networking event, guests may leave work at different times and arrive in waves.

Tell the caterer if there is a speech, announcement or room change. For example, if a short welcome comes between arrivals and dinner, the organiser can signal when to pause serving and when to start again. Give the caterer the venue contact who will know if the plan changes.

Explain how much of the meal the canapés need to cover

If dinner follows once photos are complete, the canapés are a pre-meal bite. When the reception runs over a meal time and ends without a separate meal, guests may expect more substantial food than a few small bites. Share the duration, guest numbers and the rest of the menu so the caterer can suggest an appropriate mix and quantity.

Ask which pieces are easy to eat while standing and holding a glass. If several items need a plate or fork, check that guests will have a table or somewhere to put their drink. Pass on dietary requirements in advance and agree how guests can tell which items are suitable or ask for details.

Use a serving route that keeps the bar clear

If canapés are passed around, agree where trays come into the room and where they return. Separate that route from the bar queue and the entrance, and include places guests may gather away from the main room. A venue with a courtyard and an indoor bar may need a plan for both spaces if guests use them at the same time.

If you are using a canapé table, first decide which side people will approach it from. Keep a few seats near the reception area for guests who prefer to sit rather than expecting everyone to stand until the main meal.

Plan the transition to the next part of the event

Nominate who tells the caterer when the last round should go out and who directs guests towards dinner, speeches or another room. Check who clears glasses and leftover food from the reception area. With one handover signal and a clear stopping point, the next room can open without guests having to guess whether the drinks reception is still going.