Behind the Scenes: Lux Catering Co. Executes a 5,000-Guest Event in Utah

Every once in a while, you get the chance to step out of your day-to-day and be part of something big - really big.  I was recently invited to Utah to team up with Lux Catering Co. for 5,000-person event tied to a major conference at the Gallivan Center in downtown Salt Lake City. It was a wild ride; grueling prep, high-octane execution, and a ton of lessons (with some serious fun) packed in.

When you hear “5,000 guests,” your mind starts doing the math on just how much food and drink that entails. Spoiler: it’s insane. Lux was already firing on all cylinders, a tight crew moving like they’d done this a thousand times. They brought me into the chaos, and I got a front-row seat to how they pull off something this huge.

The real magic wasn’t just the sheer volume; it was the precision behind it. Every detail, from meticulous prep lists to the strategic layout of stations, was dialed in to keep things flowing like a dream for thousands. No bottlenecks, no lulls - just seamless service.

Jumping into the prep was like a masterclass in scaling up. At Cohost, we’re used to crafting polished experiences for a few hundred. Multiply that by 10, and every tiny detail becomes a make-or-break moment. Timing, communication, and staying nimble are everything. One misstep can snowball fast, so watching Lux anticipate and pivot on the fly was consistently noteworthy.

Of course, no event this big goes off without a dose of controlled chaos (the good kind). When service kicked off, it was like flipping a switch: doors swung open, bars buzzed, and food stations hummed. The middle of the night was a blur of trays flying, drinks pouring, and the team moving like a single unit. Then, suddenly, it’s done. Guests are stoked, the energy settles, and you catch that unspoken “we nailed it” vibe among the crew.

For me, the best part of the trip wasn’t just the scale of the event; it was learning alongside a team that’s been doing this at the highest level. Lux operates with a confidence and rhythm that comes from experience, but also from a genuine passion for hospitality. It reminded me why I love this industry in the first place: it’s about more than food and drink. It’s about people working together to create moments, whether for 50 guests or 5,000.

Flying back home, I couldn’t help but feel grateful - for the lessons learned, the connections made, and the chance to bring a little bit of that big-event energy back to Cohost.