Case Study: Roundtable Catering for Project 17 at John Martin Gallery

Client Overview

Project 17 is a leading cultural and social impact initiative under THE NAT, curating high-level roundtables and thought-leadership forums across London. For this flagship event, hosted at the John Martin Gallery in Mayfair, the Project 17 team needed a catering partner who could combine premium hospitality, flawless logistics, and adaptability under time pressure.Pearl Lemon Catering was selected to deliver two intimate but high-profile roundtable sessions on 24 June 2025, serving a combined 50 guests across the day in a venue better known for art exhibitions than hospitality.

The Challenge

The brief came with tight timelines, venue restrictions, and high expectations:

• Short lead time: Confirmation and final menu decisions were locked only a few days before the event.
  
• Venue constraints: The gallery offered no parking, a narrow staircase for deliveries, and only a minimal back-of-house space (the client even shared a candid photo of the “kitchen” to set expectations).
  
• Split sessions: Two separate discussions (10:30–12:30 and 14:00–16:00) required catering teams to be present, reset, and responsive in quick succession.
  
• Guest mix: 35 expected daily attendees, but catering specifically required 25 covers per session for food, and drinks for all.
  
• Service style: The food brief shifted mid-planning from six canapés per person to four, but the client requested all six proposed varieties to be included in rotation.
  

Brand fit: The client asked that attire feel “smart but not overly formal.” Our “all-black” uniform was enthusiastically approved: “That’s perfect”.

Our Approach

Pearl Lemon Catering mapped out the event in four structured steps:

1. Expectation Alignment
   
   • A WhatsApp group was established with both client and internal teams for real-time updates.
     
   • BOH logistics were clarified, including hot water access and set-up timing from 09:05.
     
   • Dietary needs (vegan, halal, gluten-free) were built into the menu to ensure inclusive service.
     
2. Menu Finalisation
   
   • The canapé selection included:
     
     • Mini falafel with tahini (vegan, GF)
       
     • Smoked salmon blinis with dill cream
       
     • Grilled veg skewers with basil pesto (vegan)
       
     • Avocado & tomato bruschetta (vegan, GF)
       
     • Chicken satay skewers with peanut sauce
       
     • Sweet potato & black bean empanadas (vegan)
       
   • Beverages: freshly brewed coffee/tea, herbal options, milk alternatives (soy, almond, oat), orange juice in sustainable packaging, and still/sparkling water on tables.
     
3. Operational Coordination
   
   • Two professional servers were assigned for setup, service, and support across both sessions.
     
   • Internal discussions weighed one vs two servers, but the final approach prioritised safety, guest coverage, and flow.
     
   • A clear service timeline was created, including table placement of 60 bottles of still and sparkling water.
     
4. Live Day Management
   
   • Load-in was executed via the staircase, using a trestle table as makeshift prep space.
     
   • Service was structured so that each canapé type appeared in rotation, ensuring variety across the guest group.
     
   • Despite a last-minute request from the client to extend venue use until 17:00, the Pearl Lemon team communicated constraints transparently (another event pending) and delivered a “subtle load-out” while leaving waters and cups behind.
     

Execution

The day ran with precision:

• Morning session (10:30–12:30): Guests arrived to freshly brewed coffee and herbal teas, complemented by table waters. Servers circulated canapés in a steady rhythm to ensure each attendee sampled the full range.
  
• Afternoon session (14:00–16:00): A reset was executed quickly during the break, refreshing beverage stations and canapé trays.
  
• Attendee experience: The client confirmed mid-event: “First event is just wrapping and the apps were delish, thank you!!”
  
• Team presentation: All-black attire was noted as professional yet unobtrusive — aligning with the gallery setting and Project 17’s branding.
  
• Operational adjustments: Hot drinks were managed independently of venue facilities, ensuring smooth service despite hot water uncertainty.

Results & Outcomes

• 50 covers delivered seamlessly across two sessions, despite venue challenges.
  
• 100% service continuity: No delays, all six canapés circulated as planned.
  
• Positive client feedback: Direct praise on canapé quality (“apps were delish”) and team presentation (“That’s perfect”).
  
• Expectation exceeded: Though initially briefed for four canapé varieties, Pearl Lemon provided all six, enhancing guest choice.
  
• Brand impact: Project 17 achieved a polished and professional event experience aligned with THE NAT’s reputation for cultural leadership.
  
• Foundation for repeat work: Client communications closed with openness to future collaborations, and Pearl Lemon shared review links to capture testimonials.
  

Client Testimonial

“That’s perfect” – Laura Jane Justice, on team presentation“First event is just wrapping and the apps were delish.” – Laura Jane Justice, during service

Conclusion & Commercial Value

Pearl Lemon Catering proved to be more than just a supplier — we acted as a logistical problem-solver, client collaborator, and brand extension for Project 17. By managing tight timelines, complex venue restrictions, and evolving requirements, our team delivered a seamless roundtable experience that reinforced Project 17’s positioning as a thought-leadership leader in London’s cultural sector.

The event demonstrated Pearl Lemon’s ability to:

• Adapt menus and service levels to late-breaking changes.
  
• Navigate restrictive venues with efficiency and professionalism.
  
• Maintain brand alignment for clients where tone, presentation, and execution are as important as the menu.
  

Event Overview

Pearl Lemon Catering partnered with Project 17 to deliver two high-profile roundtable sessions at John Martin Gallery, Mayfair. With 50 guests across two sittings, the team overcame venue constraints, short timelines, and shifting requirements to provide premium canapé and beverage service. All six canapé varieties were served alongside coffee, tea, juice, and still/sparkling water, supported by professional staff in brand-aligned attire. Client feedback was enthusiastic, praising the service as “delish” and perfectly presented. The event reinforced Project 17’s cultural leadership while showcasing Pearl Lemon’s ability to deliver corporate catering in complex London venues.