How to Plan a Menu for Any Occasion

Menu Planning With Intention, Flexibility, and A Focus On Making Your Event Feel As Good As It Tastes

When you’re planning a special occasion—whether it’s a bridal shower, birthday celebration, or relaxed weekend brunch—the menu sets the tone just as much as the décor or guest list. Food brings people together, sparks conversation, and often becomes one of the most memorable parts of the event.

But choosing the right menu can feel overwhelming. How formal should it be? How do you balance crowd-pleasing favorites with something memorable? And how do you make sure it fits the occasion without over-complicating things?

Here’s how to think about menu planning for special events—and how a thoughtful, well-designed catering menu can elevate the entire experience.

Champagne Toast to Kick Off a Great Brunch Menu

Start With the Occasion (and the Guest Experience)

Every event has a different rhythm.

• Showers tend to be social, light, and celebratory—guests mingle, graze, and chat.

• Birthdays can range from casual and playful to elegant and intimate.

• Brunches are relaxed by nature, often blending comfort foods with a touch of indulgence.

Before selecting dishes, ask yourself how you want guests to feel. Energized? Pampered? Cozy and connected? The best menus support the flow of the event rather than compete with it.

Match the Menu Style to the Event Format

A seated meal isn’t always the best choice—and neither is an overflowing buffet.

• Showers & mingling events: Small plates, passed appetizers, or grazing-style displays encourage conversation and movement.

• Birthday celebrations: Family-style or buffet options allow flexibility for different ages and appetites.

• Brunches: Thoughtfully curated spreads with a mix of sweet and savory keep things relaxed and inviting.

The right format ensures guests can enjoy the food without feeling rushed, restricted, or unsure of what to do next.

Balance Familiar Favorites With Thoughtful Touches

Great menus often combine comfort with creativity.

Guests appreciate recognizable flavors, but they also love discovering something a little unexpected—whether it’s a seasonal ingredient, a house-made sauce, or a modern twist on a classic dish.

The goal isn’t to impress with complexity, but to create food that feels intentional and well-considered. When the menu feels cohesive, guests notice—even if they can’t quite put their finger on why.

Consider Timing, Season, and Setting

Food should make sense for when and where your event is happening.

• Morning and early afternoon events call for lighter fare.

• Evening celebrations can handle richer flavors and heartier options.

• Seasonal ingredients not only taste better but also feel more aligned with the moment.

Outdoor brunch in spring? Fresh, bright dishes shine. Cozy indoor birthday gathering? Warm, comforting options feel just right.

Don’t Forget Dietary Needs (Without Over-complicating)

Accommodating dietary preferences doesn’t mean creating separate menus for everyone. Thoughtful planning can naturally include options that work for a variety of guests—vegetarian, gluten-free, or lighter choices—without calling extra attention to them.

When menus are designed holistically, everyone feels considered.

Why Menu Design Matters in Catering

At its best, catering is about more than providing food—it’s about creating an experience that fits seamlessly into your event.

This is why when working with clients, I approach every menu as a design process, not a template. These are some things I think about:

• The occasion and guest count

• The flow of the event

• The host’s vision and style

• Seasonal availability and balance

From there, I curate the menus that feel effortless for hosts and memorable for guests.

If you’re planning a shower, birthday, or brunch and want a menu that feels just right—not generic, not overdone.

If you are planning a party at your home and are looking for simple ingredient-driven recipes that are easy to make and full of flavor that your guests will enjoy, check out my cookbook, Gather; Recipes That Bring People Together. You will have everything you need to make your get together a special and delicious one.

If you are in need of someone to swoop in and take care of the details for you, I’d love to help you design something that truly fits your celebration. You can click here to request a free consultation.

~Annamarie