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Working With Caterers

Professional caterers can prepare virtually any type of food in nearly any setting, which adds great flexibility to the event planning process. It means you can create any kind of menu your client desires—from special butlered hors d'oeuvre with themed cocktails, to an authentic Asian-style banquet with multiple food stations, or an elaborate sit-down multi-course tasting dinner with matching wines. Plus, you can hold the event practically anywhere you wish, even if the venue is not equipped with a kitchen. The trick is to find the right caterer for the job.

Catering Services

Caterers differ in the range of services they provide. Some will basically supply the food and the staff to serve it. Others—full-service caterers—will attend to more details of event planning, from scouting out a good location to coordinating the theme by contracting with outside vendors—party supply providers, floral designers, etc.—to implement it. Some are actually full-scale event companies with their own in-house staff who can orchestrate the entire production.

Your choice of caterer will depend on the scale of your event, your budget, menu preferences, and the types of services you need, which is why it's important to choose a company with experience in catering the particular type of event you are planning.

If the event is a casual picnic-style garden party in the boss's backyard, for example, a trusted local mom and pop catering operation might be a fine choice.

If, on the other hand, you are holding the event in an unusual space that requires creating a fully equipped kitchen under a tent on public grounds or in an empty room behind the scenes at a historic landmark building, you will need a caterer with experience in assembling all the elements and attending to the many details that come with the territory, from securing necessary permits and dealing with health and fire department inspectors to supplying electricity, heating units, refrigeration, lights, ventilation, etc.

If your get-together is held on a yacht, be sure your caterer has sea legs and is used to working in a small galley kitchen.

When You Need a Caterer

Generally, if your event is to be held in a location other than a restaurant or hotel, you will need to hire a caterer. Some established event venues contract with one or more caterers to handle their in-house food and beverage service, including catering for special events. If the site has an exclusive contract with an in-house caterer, you will have to work with that particular catering operation. Sometimes venues have a preferred caterer list from which you can choose, or they may allow you to hire any caterer you wish.

Many off-premise catering outfits are also familiar with the local event venues and can recommend places for your event. If they have worked at the locations already, they will have valuable inside information about the pros and cons of each site and can be of great help in advising you on your choice of venue.

Budget Considerations and Costs

The costs of catering services vary with the amount of time and expertise involved in planning and orchestrating the event, and how many "extras"; are required. The four basic categories to consider in catering costs are food, beverage, rental equipment and staff. Within each category is a price structure based on item cost and quantity of goods, preparation and other required services. Flowers, decor, entertainment, transportation, site rental fees, etc., are additional. Generally, simpler is less expensive in all four areas.

You will also need to have a good idea of your budgetary constraints before you nail down specifics with the caterer. Once that is established, together you can figure out where to spend more money and where to economize. It's also important to keep in mind what kind of party your guests expect and the image you want to project. That will help determine where costs can be trimmed and where more money should be spent. You will also need to know, as closely as possible, how many guests will attend, since costs are often figured on a per person basis.

Questions to Ask

When you interview a caterer for the first time, ask to see a portfolio and a client list. Ask how long they have been in business and what kind of experience they have catering events. Ascertain what parties the company has served recently, what their specialties are and exactly what services they can provide. Request a tasting or ask to attend an event they are catering (if possible) to sample the wares and witness the staff in action.

Be sure to check references and always get a signed letter of agreement or contract. Make sure all details of what will be provided and who does what are clearly spelled out. Also make sure that your caterer has a state license, which will ensure that he or she has met local health-department standards and has adequate insurance in case, for instance, the property is damaged, or someone at your event contracts food poisoning.

Determine all fees, gratuities, extra charges, payment schedules and the cancellation policy. Find out how costs are affected if more or fewer guests attend than predicted, and if adequate set-up and breakdown periods are covered in the price.

Although payment procedures vary, you can expect to pay a sizable down payment (50 percent is common), with the balance due by the date of the party, or, in some cases, within a prescribed time period following the event.

About Menu and Food Presentation

Although caterers generally will accommodate a wide range of tastes, they may specialize in particular types of food and presentation. Invite them to give you some fresh ideas and let them show you what they can do, perhaps at several price points, before you determine the exact menu.

Sooner or later, you will have to agree on a menu and mode of food presentation, which will, of course, depend on the nature of your event. The caterer will need to know how many people to feed—your guests, but also any other people working the party such as musicians and other attendants too. (You may choose to include them or not. If so, it adds to your costs.)

Will the event include a cocktail party/reception or a sit-down meal? What about the hors d'oeuvre—how many kinds and how elaborate will they be? Are hors d'oeuvre butlered or served buffet style? How many courses will the meal entail? Will guests have a choice of appetizer, entrée, or dessert? How will the meal be served? Will food be placed on plates in the kitchen or at the table? Family style? Buffet?

About Beverage Service

You will need to figure out what beverages will be offered and how much will be served at each stage. Be sure to have enough of everything so you don't run out of popular choices (i.e. white wine). Will the bar be open just for cocktail hour? If you're providing a meal, will bar service be available throughout the meal or event? After the event? Specifically, what beverages will be served tableside with the meal?

Always include a selection of non-alcoholic drinks, i.e. soda, juices, bar mixers, bottled water, and perhaps, tea and coffee. Will you have a full bar or just beer and wine? Well bar? Premium bar? Is the site licensed to serve liquor? Does the caterer have a liquor license? Who will provide the beverages, ice, and other bar/serving accoutrements? How are bar costs determined? By the hour? Per person? By actual amount consumed? Who takes care of setting up and breaking down the bar? How many bartenders will you need and for how long?

About Rental Equipment

Caterers may own a large amount of equipment or rent as much as they require from outside sources. Rental costs will depend on the quality, variety and quantity of items needed. The amount and type of equipment necessary for actual food preparation will also factor into the total cost.

You and your caterer will need to determine exactly what items will be needed and the amount of such items as table linens, (cloths and napkins), glassware, silverware, china (place settings and serving pieces), tables and chairs, plus any necessary catering equipment. Also specify when the rented items will arrive, where they will be delivered and when they will be picked up.

If the caterer is taking care of other aspects of the event such as flowers, lighting, tents or entertainment, ask for the names and telephone numbers of the suppliers in case you need to contact them directly.

About Staff

The number of kitchen workers, bartenders and waitstaff required will depend on the size of the group and complexity of food preparation and presentation. Don't skimp on service. While staffing is a major cost factor, the people involved in preparing and presenting food are the lifelines of your party. You will need to work with the caterer to determine the optimum number of chefs, bartenders, and waitstaff. Will parking attendants, security guards, coat-check personnel, rest room attendants be needed? Who will hire and supervise them? How will the staff be attired? When will staff arrive and how late will they stay? Who is responsible for set-up and breakdown? How are these costs determined?

A Final Note

Choose a caterer you feel has enough experience to handle the unexpected, especially if your venue is not equipped with a standard kitchen. Make sure you can communicate with him or her as one professional to another in working toward the same end—keeping the purpose of the event in mind and providing a comfortable, exciting atmosphere for the guests.