International GP Journal readers, hello! This is Sugiyama from GP.

Allow me to start by asking you—what comes to mind when you hear the word “hospitality”?

At our company, we strive to provide special moments for our clients and their participants through events. One crucial element that supports our success in this endeavor is catering. It’s more than just serving delicious food and drinks; catering plays a vital role in delivering satisfaction and happiness, making it an unsung hero of events.

On Friday, December 6 (of 2024), we hosted an office relocation party and arranged special catering for the occasion. Seeing our guests enjoying their meals with bright smiles was truly rewarding. Once again, we sincerely appreciate everyone who attended.

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During the event, I had the opportunity to work alongside my colleague, Sakata, at a live cheese-cutting catering station. We personally carved and served cheese to guests, which allowed us to interact closely with the catering team. This experience helped deepen my understanding of the essence of hospitality in catering.

In this article, we’ll explore what true hospitality means—not just in events, but also in everyday moments—through the lens of catering professionals.

In the first place, what exactly is hospitality? 

The word “hospitality” is commonly used in daily life, but if asked to define it clearly, many might struggle—including myself.

Simply put, hospitality pertains to “thoughtfulness and attentiveness toward others.” The term originates from the Latin word hospitaris (meaning “to entertain guests”). It refers to an attitude of considering others’ perspectives while providing comfort and satisfaction. However, hospitality isn’t about following a fixed manual or a set of rules—it requires flexibility based on each individual situation. 

So, how can hospitality be expressed in catering? When we receive a drink or a plate of food, we may not always recognize the careful planning behind it. Catering involves considering various factors, such as the event theme, venue atmosphere, cultural backgrounds, and the guests’ dietary preferences, to curate an experience that goes beyond serving a few plates.

Insights on hospitality from catering professionals

To gain a deeper understanding, we interviewed some catering professionals who are at the forefront of hospitality within the food service industry. Now, let’s see what we can learn from their expertise!

Q. What key points do you keep in mind while interacting with participants?

A. We strive to go beyond just serving food. Instead of simply plating and handing over dishes, we add a personal touch through verbal interaction. “This ingredient is sourced from the ○○ region.” “If you try this dish with this sauce, it tastes even better!” 

Engaging guests in light conversation enhances their dining experience. Without this, food service becomes a mechanical, dull process. By adding these small moments of communication, we create a more enjoyable and immersive atmosphere. Of course, we also adjust the level of conversation depending on the flow of service, ensuring guests aren’t kept waiting while maintaining a comfortable amount of interaction. 

Q. What do you focus on prior to the actual catering?

A. Understanding the attendees and the event’s purpose is crucial. Before preparing the menu, we thoroughly analyze various details, such as who will be attending (age group, profession, cultural backgrounds) and what the event’s objective is. This allows us to tailor the catering to better suit the event and create a richer experience.

Additionally, we carefully review the venue layout and guest movement flow. 

Are the buffet tables positioned for easy access? Are there potential bottlenecks that might cause congestion? These logistical considerations help reduce stress for attendees and enhance overall hospitality.

Q. What should we keep in mind in order to remain flexible in accommodating guests??

A. Expect the unexpected—events are dynamic, it’s inevitable that unexpected situations will arise on the day of. Instead of panicking, we have to focus on staying composed, as our reactions influence the guests’ experience. If the catering team appears flustered, guests will also feel uneasy. In fact, hospitality is often tested the most during unpredictable moments. Maintaining a calm and professional demeanor is key to ensuring that guests feel at ease. And finally, we also have to be able to enjoy the moment. When we genuinely enjoy the experience, it unconsciously reflects in the service that we provide, and ultimately increases the satisfaction of the guests. 

Conclusion

What did you think?

Through this article, we explored real-life examples of hospitality present within the catering industry, and how they can be applied to our work. Hospitality isn’t just about providing a certain service—it’s about genuine care and attention to detail. It’s about putting the other person first and continuously thinking about how you can improve their experience. Here, we gained valuable insights from catering professionals, reminding us that hospitality is, first and foremost, a combination of thoughtfulness and creativity. 

The season of year-end parties (such as New Year’s celebrations) where many of us shared meals with friends and family has already come and gone, but the next time you host a gathering, you can incorporate some of the ideas mentioned here. Even if it’s just a small get-together, a little bit of hospitality can go a long way in making it a more memorable experience. 

We at GP will continue to strive toward true hospitality, continuously evolving and refining our approach in order to deliver meaningful events. Whether it happens in Japan or overseas, the next time you attend an event or share a meal with someone, take a moment to appreciate the thoughtful details behind the experience. Thank you, readers, for reading this all the way to the end!