EDGEUCATION: Venues & catering - how one can Affect the other

When planning an event, the venue often sets the tone—but it also plays a major role in shaping your catering budget. At Edge Catering, we work across a wide range of venues, from raw industrial spaces to fully serviced event venues, and one thing is always true: the venue matters more than most people expect when it comes to catering costs.

Here’s a behind-the-scenes look at how different venue types can impact pricing, logistics, and overall value.

1. ON-SITE KITCHENS VS. OFF-SITE PREP

Venues with fully equipped commercial kitchens typically allow for smoother service and lower logistical/rental costs. When a kitchen is available on-site, our culinary team can prepare, finish, and plate food efficiently, reducing the need for additional equipment, transportation, and staffing hours.

In contrast, venues without kitchens—or with limited prep space—require us to bring in mobile kitchen equipment, hot boxes, refrigeration, and additional staff to manage setup and breakdown. While these spaces can be stunning and unique, they often come with higher catering costs due to the added labor and kitchen rentals involved to safely heat and finish food on site. This is not meant to be a deterrent for booking blank spacing,  but something to keep in mind when budgeting.

3. VENUE RESTRICTIONS AND PREFERRED VENDORS

Some venues have strict rules around catering operations, including:

• Limited setup and breakdown times

• Mandatory use of specific rental or bar providers

• Restrictions on open flames, glassware, or certain cooking methods

These guidelines help venues protect their space, but they can also affect menu design and service style. At Edge Catering, we tailor menus to work within these parameters while still delivering a memorable experience—but flexibility often comes at a cost.

5. OUTDOOR VENUES AND WEATHER PLANNING

Outdoor venues can be breathtaking, but they often come with hidden costs. Tents, flooring, lighting,  climate control, and backup weather plans are essential—not optional. Food safety considerations also require additional refrigeration, tented prep areas, and staffing to manage temperature control.

All of these elements ensure guest comfort and food quality, but they add layers to the catering budget that aren’t always obvious at first glance.

PLANNING SMARTER NOT HARDER

Understanding how your venue affects catering costs allows you to plan strategically. Sometimes investing in a venue with strong infrastructure can free up budget for upgraded menu selections, bar packages, or enhanced guest experiences.

At Edge Catering, we believe transparency is key. We work closely with our clients to explain venue-related costs, offer creative solutions, and design menus that align with both the space and your budget.

If you’re still deciding on a venue—or curious how your chosen space may impact catering—our team is always happy to guide you with extensive experience working in many of Vancouver’s best  – reach out to us at hello@edgecatering.ca!

2. LOAD-IN ACCESS AND TIMING

Easy load-in access can make a big difference. Venues with ground-level loading docks, freight elevators, or nearby parking allow our team to move equipment and food efficiently.

If a venue requires:

• Long carries

• Multiple elevator trips

• Tight load-in windows

• Restricted access times

…additional staff and time are needed to execute service properly. Along with increased rental delivery costs, it can also increase labor costs. Either way, these are essential to ensure your event runs seamlessly.

4. RENTALS AND INFRASTRUCTURE NEEDS

Not all venues are created equal when it comes to infrastructure. Blank-slate spaces—such as warehouses, galleries, or outdoor locations—may require full rentals including:

• Tables and chairs

• Linens

• China, glassware, and flatware

• Bars and beverage equipment

• Power generators or additional lighting

Venues that include these elements in-house can significantly reduce overall event costs. While raw spaces offer creative freedom, it’s important to budget for the additional rentals needed to bring the event to life.

6. SERVICE STYLE AND GUEST EXPERIENCE

The venue layout can influence the type of service that works best. A seated dinner may require more staff in a formal ballroom, while a cocktail-style reception in a gallery might need additional action stations or passed service to keep guests engaged.

Different spaces naturally lend themselves to different service styles, and staffing levels are adjusted accordingly to maintain Edge Catering’s standards of hospitality.

Photography by: Mathias Fast & Lumina Weddings & Events - Rentals: Pedersen’s Event Rentals