Canapés, hot drinks, juices and water for two Project 17 roundtable sessions at John Martin Gallery, Mayfair, planned around tight gallery access.
Date: 24 June 2025 · Venue: John Martin Gallery, Mayfair · Food: 50 covers planned across two sessions · Drinks: coffee, tea, juice and water
The brief: hospitality around a discussion
Project 17 held two roundtable discussions at John Martin Gallery, 38 Albemarle Street, Mayfair, on Tuesday 24 June 2025. Project 17 and the venue ran the sessions themselves; this was not a full conference production. Pearl Lemon Catering’s role was the hospitality: canapés, hot drinks, juices and water, plus the staff and equipment to serve them, so guests could arrive, talk and return to the discussion without catering getting in the way.
Two sessions, separate food and drink numbers
The plan settled on two sessions of around 25 food covers each, 50 food covers in total. Drinks were planned separately, with an allowance for around 60. Keeping food covers and drink covers as different numbers let the organiser plan refreshments more precisely than a single headline attendance figure would. Staffed service was proposed for 10:30am and 2pm.
A concise canapé and drinks plan
The plan allowed four canapés per food cover, around 200 pieces across both sessions, reduced from an earlier six. The sample menu, subject to substitution, included falafel with tahini, smoked salmon blinis, grilled vegetable skewers, chicken satay and empanadas. Coffee, tea, orange juice and still or sparkling water covered the drinks. Final dishes were confirmed with the client as the agenda and dietary requirements were settled.
Working within gallery access
A Mayfair gallery is not a production kitchen. The venue had narrow staircases, no on-site parking and very limited back-of-house space. That made deliveries, moving equipment and timing the two refreshment breaks important. Staff and equipment were planned around those limits rather than a standard kitchen set-up.
Less complexity, same polish
The plan was deliberately kept simple: four canapés per food cover instead of six, clear drink quantities and serviceware the venue could accommodate. A smaller brief with clear limits often serves an organiser better than extra variety or equipment the room cannot take. The practical lesson is to size the food by who will actually eat, not by the largest possible audience.
How to plan a gallery roundtable
Ask how many guests need food, not just how many have registered. Fix the refreshment break times, check whether staff can circulate between seats, and confirm who handles serviceware and clearing up. If the venue has stairs or restricted unloading, agree the delivery plan early.
Related services: corporate event catering in London and canapé catering in London. More examples in our catering case studies.
Roundtable catering questions
Can catering be arranged around separate roundtable sessions?
Yes. Food and drinks can be timed around the agenda instead of one continuous buffet. It helps to confirm the schedule and expected numbers for each session separately.
What if more people need drinks than food?
Plan food covers and drinks covers as separate numbers. In this brief they differed, which avoided preparing food for guests who only needed a drink.
Can you cater in a gallery without a full kitchen?
Usually, with prepared canapés, drinks dispensers and carefully timed deliveries. We check heating, cold storage, access and waste arrangements before the plan is finalised.
Do we need waiting staff for a small roundtable?
Not always. It depends on the venue, how guests move around, the menu and the style of service. This brief included two servers, but that isn’t a minimum for every event.
What should an organiser send for a roundtable quote?
The full agenda, expected numbers for each session, food and drink requirements, dietary needs, venue access restrictions, available equipment, and the plan for clearing up.
Planning something similar? Request a quote with your date, venue, expected numbers for each session and dietary brief.
