CATERERS AND CATERING TIPS
EVENT PLANNING HOME
CATERERS AND CATERING TIPS
WHEN TO START LOOKING
As soon as you have established an event date, it is time to start looking for a
caterer since in major metropolitan areas the better caterers are booked a year or more in
advance. If you are planning to hold your event in a hotel or a facility where
catering is provided, it may not be necessary to book a caterer since it is part of the
facility package.
WHERE TO START LOOKING
There are numerous resources available in the local yellow pages, on the Internet and in
local publications. Remember, the largest or best looking ad does not mean the best
quality or the best value. You can also ask friends, relatives, associates and industry
related suppliers for recommendations. If you are also looking at facilities where
you can hold your event, many have a list of caterers who have provided service at the
facility.
HOW TO START LOOKING
With some facts in hand like the event date and time, reception location, anticipated
guest numbers, type of service, i.e. buffet or sit down, whether you want to use china or
disposables, the theme or style of your event, etc. it is time to start calling caterers
to gather the information that will be needed to make an informed decision relative to the
selection of a caterer. Note: If you don't have an event location yet, the caterer
may be able to help you find one as well. You should plan to compare a minimum of 3
caterers or more before making your final decision and so you can accurately compare
"apples to apples" you will want to base your inquiries on the same
criteria.
WHAT TO ASK
Different caterers offer different amenities with their catering packages. You need
to find out exactly what is included and what is not. Listen carefully and take
notes.
Some provide china with their catering package while others provide disposables.
Some provide top and skirt for the dinner and buffet tables while others do not.
Some include labor charges in a per person cost while others have an additional charge for labor.
Some charge corkage charges for opening or pouring bottles of champagne or wine that they do not provide while others do not.
Some have per piece cake cutting charges if they do
not provide the wedding cake.
Ask for sample menus and literature pertaining to what is included in their catering
packages. After you have spoken to the 1st caterer on the list you should have a
pretty good idea of what information is needed from you and what questions you need to ask
the other caterers. Listen carefully and write down notes from the discussions with
each caterer so you can refer to them later.
If during your conversation with a caterer a question arises that was not asked of another
caterer, call that caterer back and ask them the question. It is only way you will
get an accurate picture of who will be providing the most complete service at the best
price.
SMART QUESTIONS
In addition to general information, you will also want to know some details that will
impact your final costs. Here is an example of some of the types of questions you
will want to get answers to;
How long has the caterer been in business?
Caterers come and go. Make sure they do not go with your deposit. Most
catering companies that do not make it end up folding within the 1st 12 to 18 months of
business. Consider their track record before handing over a significant deposit.
Has the caterer serviced events at the location where you are holding your reception? A caterer who is familiar with the facility knows what is required for efficient service of your guests and knows the mechanics of the facility which means that there is less probability of mistakes, oversights or duplications of service. A caterer who is familiar with the facility can also advise you relative to other possible oversights or service duplications which will end up saving you unnecessary expense and headaches.
Does the facility charge the caterer a "catering fee" to provide service at that location? Some facilities charge caterers a flat fee or percentage of sales fee which means that your cost of catering at that facility may end up being higher than at other locations. If a catering fee is charged at that location you may be better off looking at another location where a fee isn't charged to save money on your catering bill.
Has the caterer provided service for a group of this size before?
What is the ratio of servers to guests that the caterer will be providing?
What is the cost and what "exactly" is included in the cost?
Does the caterer take care of items like table set up and tear down and placing the tablecloths/skirts on the tables? If the facility does not take care of table set up and tear down, someone will need to do it. Some caterers will handle the set up but not the teardown.
What is the amount of tax and gratuity and do the quoted prices include tax and gratuity or is it added to the food cost total? Some caterers include tax and gratuity in their per person charge while others add it to the total billing.
Is gratuity based on the total food bill or is it based on the total bill? Some caterers use the food total as a base for the gratuity while others use the entire bill as the base. If you are obtaining rental items, i.e. linens, china, glassware, etc. from the caterer and they are basing gratuity on the total bill this could add significantly to your cost.
How are leftovers handled? In many cases there will be a significant amount of food leftover at the end of service. Some caterers will package the leftovers for you while others will simply dispose of the leftovers. (Some actually take unused product and resell it. Yuck!) Tip: If refrigerated storage is not available at the facility, bring coolers with ice to store the leftovers. Food that has been in temperature conditions of higher than 40 degrees F or lower than 160 degrees F in the case of heated foods for 4 hours or more should not be saved due to potential food related illnesses.
How is the staff attired? Some have a uniform standard while others are somewhat lacking in a uniform appearance.
It is also a great idea to view photos of previous events so you can see what the caterer is capable of when it comes to presentation. Good food presentation is as equally important as the quality and taste of the food.
THE CONTRACT
Once you have decided on a caterer (and have a facility for your event) and have selected
the menu it is time to reserve the service date and contract the caterer. This
should be in the form of an agreement that outlines specifically what you are getting,
when you are getting it, and what you are paying for including an itemization of all
additional labor and equipment charges and the specific services that will be performed by
the caterer. Be sure that the agreement specifically outlines times and guarantees
service on your date and time since some caterers have canceled service of a smaller event
at the last minute in order to service a larger event. Be sure you fully and
carefully read the agreement before signing it. Double check to make sure that no
services are duplicated by another service or the facility before signing the agreement
since duplications will impact your total event cost.
Have a tip
that you would like to share?
Let us know!
If your tip is selected and published we will list your name and/or company
name along with your tip.
Copyright �1998 - Hospitality Networks, Inc.
All Rights Reserved