Choosing a Caterer for your Event
It's that time of year, time for personal and company Christmas parties followed by New Years parties; then it will be Super Bowl parties and more. Nearly every event includes food, much of it provided by a caterer. But how do you choose a reputable caterer who will enhance your event, not create unpleasant, and perhaps costly, surprises? The following tips will help.
First, decide on your budget. Be sure to consider the cost of sales tax, gratuity and other incidentals, which can add as much as 24 percent or more to the food cost.
Next, decide on the type and quantity of food you would like to serve. In this area we are fortunate to have a wide variety of catering choices, including Basque, Mexican, Italian, barbecue and more. You might serve a meal or perhaps you need only appetizers. If your party is casual and not too large, you might ask a caterer to drop off food rather than paying a server to stay during the event. Some caterers have alcohol or beer and wine permits; others offer cakes, pies and other desserts. If either is important to you, it will be less expensive to choose a caterer that can provide alcohol or a special dessert rather than hiring a bar service and/or a specialty baker.
If you are renting a venue for your event, check with the manager to find out if there are caterers, bar services or bakers that are banned. If so, that indicates past problems and you will want to avoid those businesses.
After you have determined your needs you will want to interview two or three caterers. Your event planner can provide recommendations. As you interveiw people, ask the following questions:
How long have you been in business, not just in a related field but in this specific business? Many people can prepare great food but they lack the business skills to successfully operate a business and they may be under financed as well. If you are planning an event several months into the future, you want to be certain the caterer knows what they are doing and will still be in business. Ask for references if you are uncomfortable with anything you hear and do check them.
What is included in your service? Does the caterer provide dishware or disposable plates? If so, is there an additional charge? Can the caterer provide linens? If so, can you rent them yourself from a rental center less expensively? If the linens, dishware or other items are being marked up, you may be able to rent them yourself and save. Ask to see samples of linens. Will they be formal enough for your event? A square linen on a round table, which many caterers provide, says "casual," not formal.
How many servers will be assigned to your party? If the caterer says only one, beware. One person cannot do everything. Chances are you or your event planner will end up doing much of the work, particularly the clean up.
If you are serving cake or another dessert, is there a fee to cut it? what about dessert plates and forks? Do you need to provide them or will the caterer? If you order beverages, will the caterer provide a punch bowl or another appropriate serving container or must you provide one? How about glasses and will they be glass or plastic? Will the caterer bring ice or is that your responsibility? What about bottled water on a hot day?
Ask about leftovers. If a caterer comes to a venue of your choosing, you should receive any leftovers that are safe. Health department regulations determine what items, if any, can be given to you and what has to be disposed of to prevent food-borne illness. You may need to provide your own containers for leftovers, so be sure to ask.
Be certain to ask about set up and clean up. How much of it will the caterer do and what do they consider set up and clean up activities? Will they set up tables and chairs, place linens and dishware or must you do it? Will they tear down the tables and chairs, sweep, mop, clean the kitchen, empty trash? If so, do they charge extra? Be sure to get all the details in writing so there are no surprises later. A caterer who walks away at the end of the evening may leave you with hours of clean up if you want your cleaning deposit to be returned.
You should receive a contract detailing the services to be provided and the costs, including sales tax and gratuity, sometimes called a service charge. It should also indicate the dates you need to provide a deposit and final payment and the date you need to provide a guaranteed number of attendees (usually three days before the event). This is the number for which you will be charged.
You may or may not be able to have a food tasting. If the caterer owns a restaurant, they may request that you dine at the restaurant to get an idea of the quality of their food. Other caterers may allow you to sample what they have prepared for their current catering job, though it may not be what you plan to serve.
By taking time to prepare before visiting with caterers, you can make a better informed decision about who is right for you and your event and save yourself time, money and stress.
First, decide on your budget. Be sure to consider the cost of sales tax, gratuity and other incidentals, which can add as much as 24 percent or more to the food cost.
Next, decide on the type and quantity of food you would like to serve. In this area we are fortunate to have a wide variety of catering choices, including Basque, Mexican, Italian, barbecue and more. You might serve a meal or perhaps you need only appetizers. If your party is casual and not too large, you might ask a caterer to drop off food rather than paying a server to stay during the event. Some caterers have alcohol or beer and wine permits; others offer cakes, pies and other desserts. If either is important to you, it will be less expensive to choose a caterer that can provide alcohol or a special dessert rather than hiring a bar service and/or a specialty baker.
If you are renting a venue for your event, check with the manager to find out if there are caterers, bar services or bakers that are banned. If so, that indicates past problems and you will want to avoid those businesses.
After you have determined your needs you will want to interview two or three caterers. Your event planner can provide recommendations. As you interveiw people, ask the following questions:
How long have you been in business, not just in a related field but in this specific business? Many people can prepare great food but they lack the business skills to successfully operate a business and they may be under financed as well. If you are planning an event several months into the future, you want to be certain the caterer knows what they are doing and will still be in business. Ask for references if you are uncomfortable with anything you hear and do check them.
What is included in your service? Does the caterer provide dishware or disposable plates? If so, is there an additional charge? Can the caterer provide linens? If so, can you rent them yourself from a rental center less expensively? If the linens, dishware or other items are being marked up, you may be able to rent them yourself and save. Ask to see samples of linens. Will they be formal enough for your event? A square linen on a round table, which many caterers provide, says "casual," not formal.
How many servers will be assigned to your party? If the caterer says only one, beware. One person cannot do everything. Chances are you or your event planner will end up doing much of the work, particularly the clean up.
If you are serving cake or another dessert, is there a fee to cut it? what about dessert plates and forks? Do you need to provide them or will the caterer? If you order beverages, will the caterer provide a punch bowl or another appropriate serving container or must you provide one? How about glasses and will they be glass or plastic? Will the caterer bring ice or is that your responsibility? What about bottled water on a hot day?
Ask about leftovers. If a caterer comes to a venue of your choosing, you should receive any leftovers that are safe. Health department regulations determine what items, if any, can be given to you and what has to be disposed of to prevent food-borne illness. You may need to provide your own containers for leftovers, so be sure to ask.
Be certain to ask about set up and clean up. How much of it will the caterer do and what do they consider set up and clean up activities? Will they set up tables and chairs, place linens and dishware or must you do it? Will they tear down the tables and chairs, sweep, mop, clean the kitchen, empty trash? If so, do they charge extra? Be sure to get all the details in writing so there are no surprises later. A caterer who walks away at the end of the evening may leave you with hours of clean up if you want your cleaning deposit to be returned.
You should receive a contract detailing the services to be provided and the costs, including sales tax and gratuity, sometimes called a service charge. It should also indicate the dates you need to provide a deposit and final payment and the date you need to provide a guaranteed number of attendees (usually three days before the event). This is the number for which you will be charged.
You may or may not be able to have a food tasting. If the caterer owns a restaurant, they may request that you dine at the restaurant to get an idea of the quality of their food. Other caterers may allow you to sample what they have prepared for their current catering job, though it may not be what you plan to serve.
By taking time to prepare before visiting with caterers, you can make a better informed decision about who is right for you and your event and save yourself time, money and stress.
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