The Definitive Guide to Buying Commercial Catering Equipment

Getting started with our guide to buying commercial catering equipment

You’re excited. You’ve just bought or leased your new premises, and your business idea is ready to take shape. This is what you have always dreamed of. In the next few months, you will be running and operating your own business, whether that be a restaurant, pub, takeaway or café.

The next steps will be your most important.

A huge part of realising your dream is the setup of your premises. The functionality of your kitchen and restaurant, along with its workflow, will be a massive contributor to the success of your service. There are many necessary steps and stages that you need to consider very carefully before you open your doors.

We see many new business owners at these beginning stages and know the exact process you must go through to achieve your dreams. To keep it simple, we have listed everything you need to know about your commercial catering equipment setup.

This guide to buying commercial catering equipment covers (nearly) everything you need to know from budgeting, to planning and design, choosing a supplier, and getting your equipment installed.

Before you buy commercial catering equipment

Before you begin, it's a great idea to revisit your Feasibility Study (this will be in your business plan). It includes projected sales, semi-variable costs and fixed costs. This is a good starting place when looking at setting up your kitchen and service space. It gives you indications of your budget which helps you and your supplier create a tailored plan.

If you haven't created a Feasibility Study, we recommend doing so. This resource gives you fantastic insight into what you can afford and how you expect to grow over the next few years. Both pieces of information are vital to know before buying equipment.

Use your menu to choose your catering equipment

One of the biggest things that can dramatically impact your budget, and catering equipment requirements, is the menu. A menu is a fun thing to create and design, but to realise your vision your equipment needs to support it.

When you, or your chef, creates each dish consider what is needed to bring it to life. For example, when opening an Italian restaurant, your recipes will likely need equipment that supports making pasta from scratch, storing fresh pasta and cooking large quantities at high temperatures. Your menu is your biggest asset when determining what equipment you need and how much it will cost. Each meal you create will have a piece of essential equipment associated with it.

Take a close look at your menu and try to list everything you think you will need for each meal. Planning a cost effective menu is key to running a profitable restaurant.

If you have recently purchased an existing business, you will most likely want to add your flair to the menu. This usually means making big changes. Again, this will lead to different types of equipment. Check that your kitchen space has the capacity for different or new equipment and that you have budgeted for those upgrades and equipment changes.

Extensive menus with lots of options typically need more equipment to support production. If you are considering having lots of variety in your menu, with different cuisine styles, then reflect this in your budget.

Kitchen and Front of House design

The design of your space needs to be accounted for in your budget. First and foremost, the kitchen needs to be functional and compliant. Plumbing, gassing and access to power all have to be considered. On top of this, the positioning of equipment (for example, if it needs to be close to ventilation) needs to compliant while still ensuring optimal workflow.

Many aspiring restaurant, café or pub owners have the thought about the catering skills required for operating, but are not familiar with every aspect of kitchen design. The most successful owners usually outsource design to an experienced professional.

Using expert kitchen design and equipment specialists

Outsourcing means additional costs, so ensure your budget accounts for this. Unless you have professional experience in setup design for commercial equipment, an upfront fee for an expert to do this for you is well worth the investment. Getting your design and compliance correct will ensure you are not breaking any regulations and no future costs are incurred correcting expensive mistakes.

How to get transparent costings on your catering equipment

When you are working on your budget, it is vital that your supplier can guarantee transparent costings. You do not want to be caught-out by additional fees, add-ons or hidden costs.

Ensure that your supplier quotes cover:

• Delivery (including any specific ‘cut-outs’ that need to happen to fit your equipment into it’s required space)
• Installation
• Freight
• Gassing (LPG or Natural gas, and does it include a gas regulator?)
• Warranty

If you are buying a piece of equipment online, it most likely won’t include any of the above. This can be costly. If you are determined to buy online make sure you include all the additional fees that will come with installing, freighting, hiring professionals to install the equipment and compliance checks.

Online purchasers also need to consider the costs and times associated with warranties. For example, if equipment purchased online breaks or has a fault, it may need to be sent back to the supplier’s repair centre (under a “return to base warranty”). This is often located interstate, and freight costs are typically not covered by the manufacturer. Consider freight associated with shipping items interstate and also the cost of returning it to the NT. If you opt to purchase from

Check real costs when buying catering equipment online

If you are buying a piece of equipment online, it most likely won’t include any of the above. This can be costly. If you are determined to buy online make sure you include all the additional fees that will come with installing, freighting, hiring professionals to install the equipment and compliance checks.

Online purchasers also need to consider the costs and times associated with warranties. For example, if equipment purchased online breaks or has a fault, it may need to be sent back to the supplier’s repair centre (under a “return to base warranty”). This is often located interstate, and freight costs are typically not covered by the manufacturer. Consider freight associated with shipping items interstate and also the cost of returning it to the NT. If you opt to purchase from a local supplier, these costs are usually not incurred as they will often have local repair centres or can come to you. To be sure, always check this with your supplier.

How to make smart compromises in catering equipment

Make sure every purchase you make is well informed. Every piece of equipment you buy does not necessarily need to be the latest model or the leader in catering technology. To stick to your budget, some compromises on items might need to be made.

If so, work out what you need each piece of equipment for, where it will be located in your establishment and how often you will be using it. For example, if you are buying a fridge in Darwin and plan to run a takeaway business, then you need to think about humidity and how that will affect the equipment’s longevity and operation. A cheaper fridge will not have the functionality to be able to cope with the humidity and regulate it’s temperature while it is in a hot takeaway kitchen. However, if you were buying the same fridge to keep in your air conditioned shopfront, to display drinks, the cheaper option may be all you need so save some money and buy the cheaper option.

In this example, you can easily compromise on functionality if you are displaying drinks. The takeaway owner cannot. When budgeting, consider all these external factors and evaluate what you need. Your local supplier should be able to help you considerably with this.

Setting up and installing your commercial catering equipment

With a detailed budget established it is time to start thinking about the practical steps of setting up.

The set up of your commercial kitchen dining space can dramatically affect how your service is delivered. You want everything to be in its perfect place before you open your doors to minimise stress and frustration during your service. You will also need to consider regulations, rules and compliance throughout the entire setup process. It is vital you are compliant; you do not want to be closed down on the first day because your equipment is too far away from a fan.

Planning and designing your equipment and commercial kitchen

Menu

Show your supplier what dishes you intend to serve, and they will be able to tell you what equipment you need. What you serve, and to what standard (for example, fresh vs. pre-made) determines precisely what type of equipment will suit and how you need it to function.

Your cuisine will also contribute to your design. For example, a Greek restaurant will need very different pieces of equipment compared to a Japanese restaurant. Your supplier should be experienced in the setup of many different styled and themed restaurants, cafes and bars, and should quickly determine what the essential items you need are.

If you are shopping online and not buying directly from a supplier, it is vital that you do the research. The best way to do this is to visit restaurants with similar menus and ask to see their kitchens or reach out for advice. The disadvantage to this is that they will only be able to give insight into what works for them in their space. They may also have outdated equipment, depending on their setup. It would be best to take advice from multiple businesses similar to yours to help you make educated decisions.

Start with the "must-have" equipment pieces

Depending on your cuisine, you may need specific equipment; however, there are some fundamental equipment pieces that every restaurant will need. Make sure you have the basics covered as some of them are easy to overlook (such as simple shelving and storage).

Capacity

How many people does your chef and staff have the capacity to cater for? How many tables are in your bar or restaurant? What are your ideal numbers of dishes served?

In your business planning stages, this information should be defined. Present this to your supplier, and they will factor all this information into the assessment of how your design should be laid out. This is where workflow and capacity to support your numbers is vital. If your plan does not support your capacity, you will end up with delayed service which will impact your reputation, reviews, and return business.

Timing

When do you plan to serve your meals? Are you delivering a lunch service and a dinner service? If you are attempting two sittings, then you will need your equipment to be able to cope with high demand. You will need your most frequently used equipment in prime position. It should not only suit your chef but also adheres to government regulations and standards.

Staff

The layout of your equipment can be heavily impacted by the number of staff you intend to hire. This includes chefs, wait-staff and dishwashers. A crowded space can lead to disaster in the kitchen and make meeting regulations and requirements difficult. An example of this is cross-contamination, which can occur when surfaces are crowded, and people are not assigned to designated kitchen or restaurant areas.

Work out the maximum number of staff you will have working at one time and what roles those staff will have. This will impact the size of your equipment and your kitchen layout.

Location

Plan with your location in mind. Darwin City establishments will have very different requirements for rurally located restaurants. For example, your storage requirements will vary dramatically; rural businesses demand more capacity for storage and restoration equipment to eliminate frequent, expensive deliveries. Higher demands for storage will lead to a completely different design. This is just one example of how location impacts your design and plans.

Brands

If you are invested in a particular brand, this will have an impact on design. You will need to ensure your preferred brand stocks the equipment size that you need and will fit neatly into a streamlined workflow.

We recommend that you don’t limit yourself to a brand, especially if you are working with limited space.

How to choose the right commercial catering equipment supplier

Should you buy your kitchen equipment and restaurant smallwares online, or from a local supplier? There are pros and cons to each. Especially if you’re starting your first hospitality business, you can save yourself time, money and lots of headaches by accessing the knowledge, expertise and support of a local equipment supplier.

Thinking about buying your equipment online?

Before deciding if you will purchase independently or online, be sure to assess the additional costs to you (when buying independently) and compare them to the prices and service of your local supplier.

Ask about design and installation experience

Make sure your equipment supplier can provide expert assistance in the design of your commercial kitchen space. Without the right skills and experience, they will be unable to recommend the best pieces of equipment to suit your specific purposes and requirements. It is perfectly acceptable to ask your supplier what experience they have had in the setup of commercial spaces and what projects they have worked on. Review their work, ask for references from current clients – or go talk to their clients in person and ask them about their experiences with the supplier.

Be sure that when your supplier recommends equipment, they ask the right questions associated with your design. This includes a discussion around your:

• Menu
• Service timings
• Location
• Staff

You need your supplier to highlight your blind spots so you can partner together and design the perfect space.

Regulations and compliance

You should feel confident in asking your supplier questions about regulations and hospitality codes you need to adhere to. They are not legal advisors, but they should be equipped with years of experience in designing and setting up commercial spaces. If you are trusting a supplier with design, make sure they provide you with plenty of industry-specific information and offer reasons for the position of each item in your kitchen.

Service and support

Good service and support begins before you buy your equipment. From the moment you step into their showroom, evaluate whether they are asking you industry-specific questions to find you the best, and most tailored, equipment.

Industry knowledge

Is your supplier giving you industry-specific advice on all the equipment you are considering? It's an essential first step. You need to trust the guidance your supplier is providing. If your supplier seems unsure in these areas, or is not willing to do the research for you, consider a new one.

Previous experience helps your supplier understand your business and your needs. Good commercial catering equipment suppliers have delivered and installed many different kitchen and dining room setups across a variety of restaurants, cafes, takeaways, and bars. They should be able to provide you with options and alternatives to suit your business.

Sometimes you might think you need a piece of equipment that is not required. Your supplier should be able to tell you this with confidence. Be sure that they get to know your business so they can find equipment that is tailored to you.

Advice about your business’s future

It’s important that your supplier be able to incorporate the future growth of your business into the purchases you are making today. If you have big aspirations for growth in the next 12 months your setup needs to be able to cope. Otherwise, you’ll find your equipment doesn’t have the capacity you need going into the new year.

When you go to your supplier give them an indication of current numbers but also let them know where you plan to be in the years to come. They should be able to guide you to equipment that is best suited to your growth plans.

Trust

You will naturally be putting trust in your supplier, so it is crucial that you enjoy a strong working relationship. Make sure you ask the right questions about knowledge and experience and, in turn, they ask you the right questions about your business.

You want to know that your supplier is working to your budget and recommending equipment that fits a purpose (rather than creating add-ons or pushing you towards a more expensive impractical purchase). Make sure they explain their equipment recommendations, and how it suits your business now and in the future.

Your business should be at the heart of every equipment option presented to you. A tailored recommendation. If this isn’t happening, or you don’t feel confident in the advice you’re receiving, shop around and find someone that does.

Advantages of buying from the same supplier

Many benefits come from finding the right supplier and sticking with them. Before making your choice ask some questions that will help you analyse the level of service and the financial benefits or staying with them long-term.

What every hospitality business should ask their equipment supplier

Do you keep equipment warranty, repairs, and service records?

This is crucial. If the worse happens and your machine breaks down, you need to know that your supplier can act fast. The best way to ascertain this is by making sure they keep your warranties and services recorded on a system internally.

A comprehensive database means that your supplier will have complete knowledge of your equipment’s history. The database should be able to monitor your equipment’s entire life cycle, so you don’t have to keep tabs on when your next service is due or when your warranty ends.

Working with a supplier who knows your equipment inside and out means they can provide the right advice on upgrades and repairs, and be proactive in the upkeep of your assets.

Do you asset manage?

You don’t want to be worrying about your kitchen equipment while you’re running your business. Ask your supplier if they provide reporting that will keep you up-to-date on all your equipment, including how much you have spent on repairs and services. This ensures you are not throwing more money at a piece of equipment than what it is worth and can help you accurately assess if you need an upgrade.

Your supplier should be able to advise you on your assets years after you have purchased from them.

Do you have a 24-hour repair service?

There is nothing worse than a piece of equipment failing. Your equipment is key to your operations and cash flow. If you can’t cook, you can’t open. You can avoid this unnecessary stress by making sure your supplier provides a 24-hour repair service so you can get help when you need it.

Local supplier means local showroom

You and your staff will be using your catering equipment every single day. You want to be able to see, hold, and try equipment to make sure it’s right for you.

The benefits of being able to see, touch and visualise your equipment are important aspects of a purchasing decision. When you can, buying from a local supplier is always the better choice. A showroom is the best way to get a clear idea of what your equipment is both capable of as well as how it will function and look in your space.

Showrooms should always feature your typical kitchen layout which gives you helpful insight into how your kitchen could be set up, the positioning of equipment, and the style.

A physical layout allows you to assess the comfort level and the relationship each piece of equipment has to another. It should demonstrate the most functional positions for equipment in your kitchen and give you a priceless glimpse of a standard commercial set-up.

Catering equipment installation

To ensure you are compliant, you will need the following to assist your installation:

• Qualified Gas Fitter (Whether your equipment uses LPG or Natural gas will need to be considered when hiring)
• Qualified electrician
• Assistance in moving heavy equipment
• Letter of intent to WorkSafe to let them know you are changing to a new piece of equipment

If you choose to purchase through a supplier, they will often include this in their complete service.

Should I project manage my installation?

If you are considering project managing the installation of your purchased equipment, then it is vital you understand the time involved and the additional support you will need.

• Catering equipment is large and heavy, so make sure you have a suitable entry point to your premises.
• You’ll need help to unload your items and move them into the correct position.
• Adequately assess the health and safety risks and requirements of the installation.

Have all your bases covered with insurance and risk assessment. It’s easy to forget this when you’re in the early setup phases of your new business – make sure your insurance is in order before installation begins.

Have your design and layout planned well in advance. Ventilation, for example, is a regulation that cannot be ignored. Every piece of equipment that emits fumes or smoke must be positioned correctly. There are many more regulations that dictate where specific equipment can be placed.

These are just some of the primary considerations a project manager must consistently monitor. We highly recommended that you do not project manage your installation. Make your life much easier and hire a professional.

Commercial catering equipment: Planning for the future

The last vital consideration in the setup of any commercial catering equipment is the future of your equipment.

Ask yourself these questions when thinking about the future of your kitchen equipment and hospitality business.

How long do I expect my equipment to last?

Your business type, your location and how you want your equipment to function will determine its longevity.

Thinking about, and planning, your service environment will inform how rugged and functional it needs to be, and help you choose what quality of product you actually need.

For example, commercial fridges come in all shapes and sizes, features, and price tags. You don’t need to buy an expensive fridge, full of dehumidifying features, if it’s going to be positioned inside an air-conditioned room. However, food storage fridges that are positioned in the heat of your kitchen need to be up to the task.

Make sure the quality is tailored to the equipments intended purpose and environment.

How much will future equipment upgrades cost?

Future upgrades are only necessary for one of two reasons.

1. Your equipment keeps failing and is at the end of its lifespan, or
2. Your capacity requirements have changed and your equipment is no longer suitable

Monitoring your equipment over its lifespan will help avoid unnecessary upgrades and provide valuable insight about how much you’ve spent on each piece of equipment.

Make sure you, or your supplier, keep precise records of your equipment’s service history, this way they can give you valuable insight into costs incurred.

For example, your equipment may have failed at several different points in the year. On a case-by-case basis you might not realise just how much you’re spending keeping older equipment running. With a detailed service history, you’ll be able to make a cost effective decision about whether to continue repairs or replace the equipment.

If you find yourself growing rapidly, the best course of action is to speak to your supplier straight away. They should be able to give you a clear plan of action that creates the most strategic and cost-effective way to handle rapid growth.

Changes to your menu will impact your equipment requirements. Every dish needs to be supported by the right piece of equipment. If you are thinking of making significant changes to your menu, also think about the costs that will be incurred if new equipment is required.

Have I submitted a ‘Letter of Intent’ to upgrade my equipment?

Changes and upgrades to your equipment may require you to take action with local regulatory bodies.

For example, in the Northern Territory, every upgrade and change you make to your gas apliance equipment requires a “letter of intent” to be submitted to NT WorkSafe.

Such documentations typically requires you to outline the changes and the reason for those equipment changes. You will also need to clearly show considerations you have made regarding health and safety and compliance.

Balancing innovation vs. tradition in catering equipment

A typical situation we often see when supplying equipment is the partnership between a head chef and a business owner. The chef usually has a significant influence on the menu and kitchen setup. Naturally, it makes sense for the chef to have a voice in the setup of their kitchen. What this often leads to is a discussion around the 'pros and cons' of buying something your chef is familiar with against the latest technology and innovation.

Make equipment decisions with your chef and team

Every chef will come with their preferences. It might be a result of what they are used to, or how comfortable they are with the equipment. Understanding and respecting your chef’s preferences is a critical part of your purchasing decision. To ignore it could mean delays to your service and impacts on staff morale.

Some of the best advice we give is for both chef and business owner to agree on the essentials a piece of equipment needs to provide. If your chef is biased towards a brand, explore why this is and what features have built this opinion.

Your chef is a professional and listening to their requirements is highly beneficial to the future of your business.

Innovation and technology trends in catering equipment

It is also important not to ignore the latest innovations and technology trends. Not only do these updates assist in streamlining your service, but they can also relieve pressure on your chef and staff.

Your supplier should be able to walk you both through the latest equipment technology and inform you of the impact it can have on your business.

Knowing what’s new since you last purchased catering equipment can save, and make, you money. By minimising time spent on specific tasks, your kitchen can be efficient, creating happy staff and customers.

Innovations in equipment can help your restaurant, cafe, takeaway or bar produce a better product.

Juicers are a great example of this. A traditional juicer will not provide healthy juice. It has been discovered that older models destroy healthy enzymes in fruit which means by the time you serve it to your customer they are left mainly with sugar and some fibre.

Today, juicers include a slow-press function that slowly breaks down ingredients to ensure all the healthy elements are retained. Your customer will be served something full of vitamins and goodness if you opt for the latest technology. This becomes important when you are marketing your juices as ‘healthy’.

To stay ahead of your competitors and keep customers coming back, make sure you’re capitalising on the latest catering equipment innovations to continuously improve your product.