HACCP for Event Catering: A Complete EU Compliance Guide

Introduction

One of the most common issues in event catering is the transport of hot food that arrives at the venue below 63°C. This lapse not only puts guests at risk but also violates the strict temperature control regulations outlined in EC 852/2004 Annex II Ch. IV Section 7.

What You'll Learn

• How to establish and maintain critical control points (CCPs) during transportation.
• The importance of proper allergen management for large events and how to implement it.
• Best practices for training staff to ensure food safety compliance at every event.

What Auditors Check First

• Temperature logs during transit to confirm food arrived at safe temperatures.
• Allergen management practices, specifically whether meals are individually sealed and labeled.
• Risk assessments for each venue, including checks for adequate facilities and equipment.

Hazards Specific to Event Catering

Biological Hazards:

• Clostridium perfringens:
  • Common in large batch meats or stews cooked at the base kitchen. On a busy Saturday when you prepare 50 kg of beef stew, if it's transported warm and held too long at the venue, this pathogen can proliferate.
• Staphylococcus aureus:
  • Frequently found in foods handled by many people. During a buffet setup for 300 guests, if your staff handles hundreds of portions without proper hand hygiene, the risk of contamination increases significantly.
• Bacillus cereus:
  • Often associated with rice and grain dishes. If you transport 20 kg of rice for a wedding and it sits at 20°C for 2 hours, the risk of this pathogen growing is high.
• Salmonella:
  • Particularly a risk with undercooked poultry. On a busy event day, cooking 200 chicken breasts can lead to uneven cooking, especially if the internal temperature does not reach at least 75°C.
• Norovirus:
  • Can spread from an ill food handler to food. On a crowded event day, if one staff member is symptomatic but still works, they can potentially infect hundreds of guests.

Control Measures:

• Cook poultry to a minimum of 75°C and verify with a probe thermometer.
• Transport hot food at >63°C and verify at both load and unload.
• Hold rice below 5°C during transit; discard any held at ambient for over 2 hours.
• Ensure all food handlers practice proper hygiene, especially after handling raw foods.

Chemical Hazards:

• Cleaning agents can contaminate food if not rinsed properly. On a busy Saturday when staff are cleaning equipment, if they don't allow sufficient time for surfaces to dry, residues can contaminate food.
• Allergens must be managed to avoid cross-contact. If a team member preparing nut-free meals uses the same utensils as those used for dishes containing nuts, the potential for cross-contact is significant.

Control Measures:

• Ensure cleaning agents are rinsed thoroughly with potable water before food contact.
• Label and store allergen meals separately and ensure utensils are dedicated to specific allergens.

Physical Hazards:

• Foreign objects like glass or plastic can end up in food. On a busy Saturday when you're setting up, if a glass bowl shatters near food prep areas, shards can contaminate the food.
• Improperly stored utensils can lead to injuries or contamination. If staff improperly stack knives near food, this poses a physical risk to both staff and guests.

Control Measures:

• Conduct a thorough inspection of the area before food prep starts to remove any potential hazards.
• Store utensils in a safe manner, away from food preparation areas.

Seasonal Considerations

In summer, outdoor events in 25-30°C ambient temperatures can halve display times for cold canapés. Use insulated transport and monitor food temperature closely.

During the December party season, when volume peaks, ensure casual staff are trained properly. Untrained agency staff can lead to corners being cut, increasing risks.

Critical Control Points

• Transport Temperature for Hot Food

  Measure hot food temperature at departure and arrival: must be >63°C.

  Use a calibrated probe thermometer at load and unload; check every event.

  If the limit is breached, discard food that falls below 63°C and document the incident.

• Transport Temperature for Cold Food

  Measure cold food temperature throughout transit: must remain <5°C.

  Use data loggers in cool boxes; check temperature upon arrival.

  If the limit is breached, discard food that exceeds 5°C and document the incident.

• Venue Hot Holding Temperature

  Measure holding temperature: food must remain >63°C if served within 2 hours.

  Use a probe thermometer to check every 30 minutes during service.

  If the limit is breached, reheat food to >75°C or discard it if it has been below 63°C for over 2 hours.

• Time Control for Ambient Holding

  Document time food is held at ambient temperature: maximum 2 hours.

  Use a timer or log sheet to track time from cooking.

  If time exceeds 2 hours, discard the food and document the decision.

• Allergen Meal Management

  Ensure allergen meals are individually sealed and labelled.

  Check every meal before loading; use a checklist for each guest's requirements.

  If meals are not sealed or labelled correctly, repackage meals before serving or discard them.

Common Mistakes

• Mistake:
  • No temperature log between leaving base kitchen and arriving at venue. Fix: Implement a temperature log for every event, recording temperatures at load and unload.
• Mistake:
  • Hot food arrives at venue below 63°C but is served anyway. Fix: Discard any food below 63°C upon arrival and do not serve it.
• Mistake:
  • Allergen meals not individually sealed, risking cross-contact. Fix: Ensure all allergen meals are sealed, labelled, and trackable to specific guests before transport.

Supplier management and receiving checks are critical in event catering. The quality and safety of your food start with what you receive. Implement a robust system to verify that all equipment and ingredients meet your standards before they enter your kitchen.

Delivery Acceptance Checklist

• Check hired equipment (bain-maries, hot cupboards, fridges) to ensure they maintain required temperatures.
• Test temperature of food upon arrival; hot food must be >63°C and cold food <5°C.
• Verify power supply (amps) and water access for hired equipment and venue facilities.
• Inspect transport vehicles; if not refrigerated, ensure cool boxes with data loggers for cold food.
• Confirm that casual/agency staff have valid food hygiene certificates (minimum Level 2).

When to Reject a Delivery

• Hot food arrives below 63°C; do not accept it.
• Cold food is >5°C; refuse delivery immediately.
• Equipment fails temperature tests; return it before use.
• Casual staff cannot provide their food hygiene certificate; do not allow them to handle food.

Daily Monitoring Checklist

• Check transport temperature of hot food:
  • >63°C at load and unload
• Check transport temperature of cold food:
  • <5°C throughout transit
• Verify hot holding temperature at venue:
  • >63°C within 30-45 minutes
• Document time for hot food held at ambient:
  • max 2 hours
• Inspect allergen meal packaging:
  • individually sealed and labeled

What Records Auditors Expect

• Temperature logs for hot and cold food during transport
• Hot holding temperature records at the venue
• Documented risk assessment for each venue, including facilities check
• Allergen management records, tracking meals to specific guests/tables
• Staff training certificates for all casual/agency staff

Staff Training Requirements

All event staff must be trained in probe thermometer usage at the venue. Hot food must be >63°C and cold food <5°C; check these temperatures on arrival and before service.

Each event needs a nominated 'food safety person' responsible for temperature logs and allergen management. Team leaders should ensure compliance and address any issues immediately.

Casual staff require a 10-minute briefing at the event start covering handwash locations, allergen specials, and service temperature rules. Drivers must understand their responsibility for food temperatures during transport and unload checks.

Compliance in event catering hinges on strict adherence to temperature control, allergen management, and risk assessment as outlined in EC 852/2004 Annex II Ch. IV Section 7, Annex II Ch. III, and Regulation 1169/2011 Art. 44. Understand that transport temperatures must be maintained above 63°C for hot food and below 5°C for cold food, while allergen meals need to be individually sealed and trackable.

Each venue requires a documented risk assessment to address specific facilities and requirements.

Quick-Start Action Plan

1. Conduct a risk assessment for each venue you cater at this week.
2. Implement a temperature log system for food during transit.
3. Verify all hired equipment maintains correct temperatures before your next event.
4. Train staff on probe thermometer use and allergen management.
5. Ensure all allergen meals are individually sealed and labeled for tracking.

Generate your free Event Catering HACCP plan at ilovehaccp.com/builder - it takes under 10 minutes and covers all the points in this guide.

For practical implementation, review haccp-for-delis-and-charcuteries-eu and haccp-for-vegan-and-plant-based-cafes-eu before finalizing your HACCP records.