Have you ever asked your guests what they remember about your event? I bet most of them will probably not remember as much about the decor or entertainment, but they will definitely remember whether or not their meal was remarkable. Quality, flavor and appearance of the food and beverage you serve at you event are a few of the most important things that will make or break an event. This make choosing of which cater to hire of atmost importance, , and if you think this decision really isn’t that important, look at it this way … amazing catering can rescue an event that’s on the rocks, but bad catering will almost always send guests to the doors (or, in your nightmare scenario, to the restrooms).
Since catering is usually in your top five in your to-do list, the caterer you choose can have great influence on your budget and can determine how much money you have left over to spend on other areas depending on food costs and quantities.
The fact that caterers can vary dramatically in their pricing and the types of meals and services they offer, and the process of selecting a caterer can figuratively and literally feel like you are comparing apples to oranges (pun fully intended).
So we’ve researched and collected some few tips about the criteria recommended in selecting a caterer. And based on these recommendations…
Here is a few of the tips we came up with for selecting the right caterer for your event.
● Responsiveness and Personal Interest in Your Needs.
How responsive and interested a caterer is during your initial conversations is indicative of how they will perform during the length of their contract with you. A prospective caterer should be learning as much as they can about you in your first few conversations with them, so you should expect them to be talking and asking questions about 20% of the time and you providing answers and outlining your needs about 80% of the time.
● Ability to Handle Your Specific Type of Event
Not every caterer is perfect or every type of event, and many caterers themselves openly admit this. So when interviewing your caterers (and you should speak with at least 3 caterers for any event with a reasonable budget), you need to be specific about the type of event you are planning and the type of food and/or presentation you are expecting. Otherwise, you may end up selecting a caterer who simply isn’t a good fit for the type or style of your event.
● Flexibility Regarding Menu Options
Practically every caterer has a standard menu or menus to choose from, and many do provide some level of built-in flexibility to adapt these menus to your specific needs by substituting specific items and/or customizing others. However, the standout caterers will go beyond standardized menu options and be willing to create amazing fare that matches even more specific theme and dietary needs. An ideal caterer should also be willing to handle (or at least consider) special requests.
● Willingness to Provide Tastings
How will you ever know what a caterer can do unless you sample their goods? And more specifically, how will you know what the menu items you are considering will taste like unless you specifically try them? Some people shy away from asking to sample the specific items they want for their event because it seems like a hassle for the caterer, but it is standard to ask for a sampling of what you are intending to order before you sign on the dotted line. In addition, you can request wine parings for these tastings if they are appropriate for your event (again, be prepared to pay a fee … it’s a small price to pay to ensure you choose the right caterer). And when you are sampling the food, also attend to how it is presented, as any caterer who takes the time to properly display a sample will probably be more likely to make that kind of effort on your event day.
● Familiarity With the Venue
You may be in for a surprise if you hire a BBQ take-out joint to cater a formal ballroom fundraiser. Or if you choose a high-end corporate event caterer to serve a barn wedding. Why? Because these caterers may not be accustomed to preparing and serving food in such a setting.This can get even more specific depending on restrictions of the venue itself. Even more traditional venues can also have restrictions that caterers must follow – like certain setup standards or disposal restrictions for waste food and water – so having a caterer that is familiar with a venue’s rules can potentially save you lots of hassle on event day.
● Complete Explanation of Services/Goods Promised in the Contract
The caterer’s contract should clearly spell out exactly what food, beverages and services the caterer will be providing on the designated day(s). Moreover, it should protect you from non-performance as much as it protects the caterer from non-payment/default, so you may want to consider having an attorney look at it before you sign it.
● A Well-Defined Cancellation Plan
No caterer with a shred of dignity and scruples enters into a contract with plans to bail at the last minute, but you need to make sure there is a cancellation clause in your contract just in case your caterer has to cancel. You don’t want to be left without recourse with only days or hours before your event, so just make sure cancellation procedures and penalties are in place so you do have a backup plan.. Every detail should be included in the contract, included selected menus, number of servings and/or people to be served, beverage/bar service details (if applicable) and all pricing and additional services.
● References You Can Call and Talk To
Of course you will need to check up on the caterers you are considering, and it’s always good to start online and check out for their reviews and ratings However, don’t stop there, as online reviews are not always reliable (or even authentic); for example, a good caterer may have had a few nightmare/hater clients who skew their ratings, while a truly mediocre caterer may have padded their online reviews. So see if you can track down some past clients of the caterers you are considering and reach out to them.
● An Experienced Chef and Kitchen Staff
Surprisingly, how long a catering company has been in business may not be as critical in selecting a great caterer as you may think. Length of time in the catering industry doesn’t necessarily translate into great and tasty cuisine. The chef’s background and experience can be more important than the owner of the company who has awards on their shelf. It’s the chef, sous chef and kitchen staff that often seals the deal. So make sure to ask about the chef’s bona fides and CV because he/she will probably be the one most responsible for the outcome of the meal and whether your guests enjoy it or not.
And when do you know you have picked the right caterer? When a caterer is willing and able to elegantly and expertly surprise and delight your guests by delivering beautiful, tasty and adventurous food with great service that compliments your event theme, you have nailed the catering aspect of your event.