Behind the Scenes: How We Prep for a 300-Guest Festival (Ham Fair Case Study)

The Art of Large-Scale Outdoor Catering Logistics

When the sun rises over Ham Common for the annual Ham Fair, the air is usually filled with the scent of freshly cut grass and the buzz of local excitement. But for the team at Jaflong Tandoori, the work starts long before the first visitor arrives. Managing a festival catering process for over 300 guests requires more than just great recipes; it requires military-grade precision, a dedicated team, and since 2008 of experience in the Richmond catering scene.

As a local institution based at 16 Ashburnham Road, we pride ourselves on bringing the authentic taste of our Tandoori kitchen to the great outdoors. Whether it is a local fair or a large corporate garden party, outdoor catering logistics are the backbone of a successful event. Here is how we make the magic happen.

24 Hours to Go: The Preparation Phase

A successful event is won or lost in the kitchen the day before. For a 300-guest event like Ham Fair, our prep list is extensive. We don't believe in shortcuts; every dish must meet the same high standards as our 5-star hygiene-rated restaurant.

Sourcing and Base Sauces

Our day begins at 6:00 AM with the arrival of fresh, Halal-certified meats and locally sourced vegetables. For Ham Fair, we prepared 40kg of chicken for our famous Chicken Tikka Masala and 25kg of premium lamb for our Lamb Biryani. Our chefs spend the afternoon simmering our signature base sauces—the foundation of Indian cuisine—ensuring the spices have 24 hours to mature and develop that deep, complex flavor our clients love.

Equipment Loading

By 4:00 PM, the logistics team takes over. Outdoor catering in Richmond parks requires a mobile kitchen setup. We load our transit vans with high-capacity gas burners, insulated hot-holding cupboards (Cambros), and heavy-duty marquee equipment. For an event of this scale, we ensure we have 20% more stock than anticipated—because running out of food at a festival is never an option.

The Big Day: Early Morning Setup and Food Safety

At 7:00 AM on the day of the fair, our team of 8 professional staff arrives at Ham Common. Setting up a professional kitchen in a field presents unique challenges, particularly regarding large event catering Ham residents can trust for safety.

• Temperature Control: We use digital probes to monitor food temperatures every 30 minutes. Hot food must stay above 63°C to remain safe and delicious.
• Hygiene Stations: Even in a field, we maintain our Food Hygiene Rating 5 standards with portable hand-washing stations and strict cross-contamination protocols.
• The Tandoori Touch: We bring our specialized grills to ensure that our Tandoori Mix Grill has that authentic smoky char that only high-heat clay-style cooking can provide.

Managing the Rush: Coordination and Service

By midday, the queue at Ham Fair usually stretches back toward the artisan stalls. This is where our coordination is put to the test. With a team of 8, we divide into specific roles: two 'Front of House' to manage the queue and take orders, four chefs on the line, and two runners ensuring the serving trays are constantly replenished.

Efficiency is key. We’ve refined our service so that a fresh, steaming plate of Vegetable Korma or Biryani is in the customer's hand within 90 seconds of ordering. This keeps the queue moving and the festival energy high.

Our Menu Tiers for Events

While festivals often feature a set menu, we bring the same quality found in our private event packages:

• Essential (£15/head): Perfect for high-volume events focusing on core favourites.
• Premium (£22/head): Includes a wider variety of sides and starters like onion bhajis and samosas.
• Luxury (£35/head): A full banquet experience with premium cuts and seafood options.

Explore our full range of options on our catering packages page.

Lessons Learned from around 500 events

After twenty years in the business, we’ve learned that the secret to large event catering Ham success is adaptability. At the last Ham Fair, we noticed a significant spike in demand for vegan options. Because we prepare our Vegetable Korma and various lentil dishes from scratch, we were able to pivot and ensure every guest left satisfied.

We also learned the importance of clear signage. When people smell our Tandoori grill from across the common, they need to know exactly where to find us! This is why we now use high-visibility branding that reflects the premium nature of our Richmond-based service.

Bring the Jaflong Experience to Your Next Event

Whether you are planning a community festival, a corporate fun day near Richmond Park, or a large wedding, our team has the logistical expertise to handle it. We don't just provide food; we provide a seamless, stress-free experience that lets you enjoy your event while we handle the heat of the kitchen.

Don't just take our word for it—read our latest client reviews to see why we are Richmond's first choice for Indian catering.

Ready to plan your event?

View our full catering menu for inspiration, or if you have your event date ready, request a bespoke quote today. You can also call us directly at 020 8332 1339 to discuss your requirements with our head chef.

Frequently Asked Questions

What areas do you cover?

Jaflong Catering is based in Richmond (TW10) and covers Richmond upon Thames, Kingston upon Thames, Twickenham, Teddington, Surbiton, Hampton, New Malden, Sheen and Wimbledon. Delivery is free within 10 miles; a small fee applies between 10 and 20 miles.

How much does catering cost per person?

Our packages start from £15 per head (Essential buffet), £22 per head (Classic) and £35 per head (Premium multi-course). Final pricing depends on guest count, menu choices and service style — request your bespoke catering quote for an exact figure.

Is your catering halal?

Yes. All our meat is sourced from trusted suppliers providing halal-certified products, and we can cater fully halal events including Nikah, Mehndi, Walimah, Eid and Aqiqah occasions. Vegetarian, vegan and gluten-free options are clearly marked on the explore our full Indian & Bangladeshi catering menu.

How far in advance should I book?

For weddings and events over 100 guests we recommend booking 6–12 weeks ahead. For smaller parties 2–3 weeks is usually enough, and we regularly accept last-minute bookings within 48 hours where capacity allows.

Do you offer tastings?

Yes — tastings are available by appointment for weddings and larger events. Ask about a tasting when you send us your event details for a personalised catering quote and we'll arrange a convenient slot at our Richmond kitchen.