I've catered over 400 events at Unlockspace — from a 12-person board lunch to a 380-guest wedding reception. The events that go flawlessly share one thing in common: the client started planning early and communicated clearly. This guide gives you everything you need to do exactly that.

Start with the Numbers

The first question every catering client asks is: how much sushi do I need? Here's the formula I use:

  • Sushi as the primary food: 8–10 pieces per person (1–1.25 rolls per person)
  • Sushi as part of a larger spread: 4–6 pieces per person
  • Reception-style (guests circulating): 3–4 pieces per person over 2 hours

Always add a 10–15% buffer for guests who love sushi more than average. In my experience, underestimating is far more disruptive than having a small surplus.

Menu design is where most clients need the most help. Here are my core principles:

A great catering menu is 60% crowd-pleasers, 30% adventurous options, and 10% wow factor. If you go 100% adventurous, you'll have guests standing hungry next to platters they won't touch.

Crowd-pleasers (always include): California Roll, Salmon Roll, Spicy Tuna Roll, and at least one vegetarian option. These cover the broadest range of palates and dietary preferences.

Adventurous options: Dragon Roll, Rainbow Roll, Spider Roll, or specialty nigiri. These generate excitement and conversation among sushi enthusiasts at your event.

Wow factor: For premium events, consider a live rolling station where guests watch our chef prepare custom rolls. It's the single most commented-on element at every event where we've offered it.

For corporate events, I recommend 4–6 roll varieties for groups under 30. For 30–80 guests, 8–10 varieties. For 100+ guests, 12–15 varieties to ensure the serving stations never look depleted.

Logistics & Timing

The timeline is everything in sushi catering. Unlike hot food that can be held in a warming tray, sushi has a window of optimal quality. Here's how we handle it at Unlockspace:

  • Arrival: We arrive 90 minutes before service begins to set up stations, arrange platters, and prepare mise en place.
  • Rolling schedule: For live stations, we roll continuously during service. For pre-plated packages, rolls are completed in the 45 minutes before service starts.
  • Replenishment: For events with on-site chefs, platters are replenished every 20–25 minutes to ensure freshness.
  • Service window: Optimal sushi quality is maintained for 90 minutes from rolling. We plan our rolling schedule accordingly.

For your planning purposes: confirm your event start time when booking, allow for a 30-minute buffer before guests arrive at the food stations, and communicate any schedule changes to us at least 24 hours in advance.

Handling Dietary Requirements

This is the area where I see the most planning oversights. Here's my recommended approach:

  1. Survey your guests in advance. Ask about dietary restrictions when collecting RSVPs. Even a simple form field ('Any food allergies or dietary requirements?') will surface 90% of issues before the event.
  2. Always include at least 20% vegetarian options. Even if only 5% of your guests are vegetarian, having generous vegetarian options ensures no guest goes hungry.
  3. Notify us of all allergens. When booking, provide a complete list of guest allergies. We will design the menu to accommodate them and label all platters clearly.
  4. Consider a gluten-free station. For larger corporate events, a dedicated gluten-free platter (clearly labelled, separate utensils) demonstrates care for all guests.

Budget Planning for Sushi Catering

Our catering packages start at $120 for 10–15 guests and scale up to $850+ for 80–120 guests. Here's how to think about the budget:

  • Per-person cost: Typically $12–$22 per guest depending on the package and add-ons. This is lower than most restaurant catering and significantly lower than full-service event caterers.
  • On-site chef value: Adding an on-site chef (+$150–$300 depending on hours) is the single highest-value add-on. It ensures freshness, handles replenishment, and creates an experience guests remember.
  • What's included: All our packages include serving equipment, condiments, and eco-friendly platters. You don't need to source or hire serving ware separately.

How to Book Unlockspace Catering

The booking process is straightforward. Contact us via our contact page or by email with:

  1. Your event date, time, and duration
  2. Guest count (approximate is fine at first)
  3. Venue address
  4. Any dietary restrictions or special requirements
  5. Your budget range (optional but helpful)

Our catering coordinator will respond within 4 hours with a full proposal including menu recommendations, package pricing, and availability confirmation. A 30% deposit secures your date.

For events under 20 guests, 48 hours notice is sufficient. For 20+ guests, we recommend booking at least 5 business days in advance. For major events (100+ guests), 2 weeks is ideal to ensure ingredient sourcing and staffing.