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Party Menu 411 
 Catering
In-Home
Catering Hints
and How-Tos
So you're having a party. By now, you've got all your ideas for your
party set and in place, including theme, date, location, entertainment,
ballpark estimate of number of guests expected to attend, and so on. But
what about the food? What you serve and how you serve it can make or break
a party. Type and timing of your event will determine the kinds of foods
you select and how you will serve them. Caterers can provide much more
than food. They provide a variety of services as well, from food
preparation, delivery, set-up, and servers to clean-up.
I'm assuming that if you're reading this section, you haven't quite
decided if you want to prepare and serve your own food or if you want to
go the catering route. Before you decide, here's a list of questions (and
hopefully, answers) to guide you in your decision-making process and to
prepare you so there's no surprises. Who knows? There just may be a
catered party in your future!
How Much Will it Cost?
Before you ask any caterer that question, of course, you need to know
what your food-budget is, or how much money you have available to spend on
the food. That will depend upon how many people you're having and what kind
of food, service, and set-ups you want. Typically, the food and beverage
cost is 40-50% of the cost of the entire party. For example, a larger
budget may accommodate a sit-down dinner, where tables are set and each
person has a place at a table (assigned or open). Part of this decision
will include whether you want each person served course by course, or if
you want a grab-your-plate and serve-yourself-buffet, with or without
stations, with or without servers. The more service, the greater the
expense. Caterers, whether they're independent or affiliated with a
restaurant or party center, generally have a selection of menus and
mix-and-match options in ranges to fit most budgets. Typically, prices are
quoted on a per-person basis. So the number of people you're expecting,
the kind of food you will serve, how you will serve it, and who will serve
it will all determine the final cost.
How Do I Pick a Caterer?
Let your fingers do the walking! But where do you start? If you've
been to a party recently and were pleased, find out who the caterer was.
That's a great personal reference. Then, there's the word-of-mouth
reference. Ask friends and family if they know of any caterers they've
used or if they've been to parties where they've been impressed and
would recommend. Ask your favorite restaurant if they do off-site
catering. If you're working with florists, party planners, musicians,
photographers, etc., ask them for recommendations. Don't forget, Party411
can help locate a caterer in your
area, too! Once you have your
list, start calling each caterer to check availability for the date of
your party.
What Questions Should I Ask?
- First and foremost, don't be afraid to ask questions. You have to
feel comfortable with the caterer, the service, and the food, so trust
your instincts. If they're hard to work with, you won't enjoy the party.
Finding the right caterer may be worth a few more dollars for peace of
mind, if nothing else!
- Don't rely on references provided by the caterer. Check them out
with the Better Business Bureau. Are they licensed or board-certified?
Most are, but it's better to be safe than sorry.
- After you know they're available, you'll want to see for yourself
what kind of work they do, so ask them if there's an upcoming party you
could peek in on. Then go visit it! Do you like what you see? That's good
enough for me!
- Once you've narrowed the list, talk budget and confirm availability
with each caterer. They'll want to know your budget and how many people
you're planning to have. This will allow them to narrow your options and
to offer recommendations for the type of menu, set-up, and service you
might expect for what you want to spend. Ask them to provide you with
sample menus to fit your budget and affair. They're loaded with ideas and
advice. Listen and learn.
- Food preparation, of course, is your main concern. Ask if they use
all fresh food and produce. Will any of the food for your party be
previously frozen? Most of the better caterers do not use any frozen foods
or anything that comes from a can, but it's best to be sure!
- Alcoholic beverages are generally not included in the price. Many
caterers don't even offer them. If they do include wine or alcohol,
there's usually an additional corking fee (a surcharge for each bottle
opened). Ask what it is and find out if they provide bartenders, and for
how much. You may want to provide your own alcohol and bartenders,
depending on your particular budget and party.
- Ask if non-alcoholic beverages (coffee, tea, juices, sodapop, etc.)
are included in their menus and their costs. Is there an additional
charge? If so, how is it figured, and what is it?
- You will also want to know what else is included in addition to
food and/or beverages. For example; is there a charge for delivery? Is
service extra, and if so, what is the charge for set-up and for each
server? How many servers will be provided? (Ask what their ratio is of
servers to guests. A rule of thumb is to have one server for every 8-10
people.) What will the servers wear? (You don't want them wearing shorts
and Hawaiian print shirts at a black tie affair, nor do you want them
wearing tuxes at a casual dinner party-- unless, of course, they're the
entertainment du jour! Still, you don't want any surprises, so ask!) Is
there an hourly charge? Are tables, linens, glassware, china available or
included at an extra charge? What about garnishes? Napkins? Taxes and
gratuities? Is cleanup provided?
- Not everyone will want all the service and set-ups. Ask if they have
catered foods available for pick-up.
- Many caterers base their costs on a guaranteed headcount. Find out
if they do and what it is. Remember, their quotes will be based on a
per-person estimate. If your final guest count is less than the guaranteed
number, there may be additional costs. Also, ask if there's a date when
the final count is due and if so, how far in advance of the actual party.
Be specific or it may co$t you!
- If there's a buffet or food station(s), will menu board(s) be
provided? Many quests like to know what yummy foods (or off-limit foods)
they're eating. (If the caterer doesn't provide a menu board, Party411
can custom-design one to coordinate with the rest of your themed
decorations!) You might also ask what other rental items (tables, chairs,
serving platters and chafing dishes, etc.), paper products, or services
(like a nice ice sculpture) are available and at what charge.
- Once you have all these costs and the menus, you can compare them
and decide which caterer to hire. After you decide, you'll want to set up an appointment to meet with them and
go over the details and selections. Keep in mind any special dietary or
health considerations of your guests and don't be afraid to ask if you
can substitute one kind of food for another. (For example, some guests may
be vegetarian. What accommodations can the caterer recommend or provide?
Or, their menu may include only 3 hors d'oeuvres per person and you might
want four. Perhaps you can barter that for fewer desserts or side dishes,
etc.)
- While you're discussing the particulars of the event, ask how much
of a deposit is required, if it's refundable, and if so, under what
conditions. Also ask what the pay schedule is and what the arrangements
are for final payment. Never pay the full amount up front! Whenever
possible, use a credit card. If there should be a problem or dispute, you
will have a much better chance of getting a refund than if you pay by cash
or check. Paying by credit card is also a great way for you to earn any
extra mileage or perks and give-aways offered by your credit card company!
- Ask what happens to any leftovers. Some caterers, particularly if
you're having the party at a hotel or party center, keep whatever food is
left, particularly at buffets. (Don't ask me what they do with unserved
food. I don't want to know!) You might ask them to package the leftovers
for you to freeze or donate to a homeless shelter, hospital, or charity.
- Once you've decided on the menu, ask for a "Tasting."
(This is more important if it's a large affair with a sit-down dinner,
and less critical for simpler buffets, cocktail parties, or dessert-only
parties.) Most caterers will accommodate you, or at least offer you some
options as you "view" other parties they're servicing.) The
Tasting will give you a chance to not only sample their culinary skills,
but to get a look at their presentation. If it looks great, but tastes
lousy, or vice versa, there's a potential problem!
- Have all your details put into a contract. Don't take anyone's
word that they'll provide free delivery or extra bagels or substitute
your Aunt Selma's Bean Dip recipe for their own. Get everything in
writing!
- Before you sign anything, read your contract carefully. If
something's unclear, ask for clarification and have the contract
adjusted. Make sure you have the signed contract with all the important
information (date, time, duties, etc.) prior to giving them the deposit.
As you go through the planning stages, any changes or revisions should be
noted on the contract, dated, and signed by both you and the caterer.
- Keep in touch with your caterer. Touch base a month before, a week
before, a day before, and ask any questions you might have. Confirm that
everything's going as planned.
To Cater or Not to Cater? That Is the Final Question
Having gone through all these questions and answers, you should have a
pretty good idea of whether or not you want to cater your party.
- Can you afford it?
- Is there sufficient time?
- Can a caterer do a better job, more efficiently and effectively, than
if you did it yourself?
- Do you have more than enough to do to get this party off and running
without having to worry about food and/or service?
Did you answer YES to all of the above? Is that your final answer?
Well then, relax and enjoy being catered to!
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