How to Hire a Caterer

How many times have you been served a cold plate of rubber-tasting chicken at a dinner? The food can make or break any event, be it an intimate brunch, a business power lunch or a wedding banquet. That's why finding the right caterer for the occasion is crucial.

Difficulty: Moderate

Instructions

1. Start your search as soon as you have the date and event venue nailed down. Ask friends for recommendations. If you loved the food at an event, ask the host for the caterer's number. Also, your venue may also have a list of preferred caterers.

2. Create a budget based on what you want or can afford to pay per head for food and beverages, and go over this with prospective caterers. High prices don't necessarily guarantee quality. Some famed caterers resort to premade pasta sauces, while many small operators make everything from scratch and use fresh ingredients.

3. Look at the caterer's portfolio of color photographs. Look at the presentation in individual dishes, table designs and buffet spreads. Does the food look beautiful and delicious?

4. Get phone numbers of previous customers and ask them if they were satisfied with the caterer.

5. Ask for sample menus that fit your budget. The caterer will create a tasting for you of all the items. Besides evaluating the dishes' flavor, you can gauge a caterer's desire to please you with additional special requests. Do they use heavy oils and butter in their recipes, or would they be willing to switch to healthier options? Do they offer vegetarian dishes? A larger caterer may offer more dishes to sample, but this is not the most important criterion. Just make certain the company can handle the total number of guests, even if it has to outsource some tasks.

6. Expect to be charged a set fee per person for food. This ranges from $10 to $100 per head depending on the event, plus additional costs for beverages, furniture rental or other extras. Ask for an estimate on the rates for servers, bartenders and cleanup crew. A 6-hour bash might last 8 hours, and unless you arrange otherwise, the caterer must keep paying the staff until the last guest leaves.

7. Review the venue with your caterer, who will want to see the kitchen facilities and space where guests will mingle and dine. Make sure that the caterer surveys the space carefully and plans the positioning of food and beverage tables to optimize traffic flow. This is crucial to arranging serving and dining tables.

8. Determine who will provide or rent tables, chairs, centerpieces, tent, glassware, utensils and linens. Also confirm number of wait staff, their dress code, taxes, gratuities and payment schedule. Have all agreed-upon details written into the contract.

Tips & Warnings

• Clarify the dress code for servers and staff. The bistro look--a neat white shirt, black tie and pants, and an apron--has overtaken the tuxedo look, although you can go formal if you wish.
• Ask your caterer and the venue if you can bring in your own alcohol--this can save you a bundle. Buy from a discount beverage store that will let you return unopened bottles.
• You are expected to tip the caterer after the event.
• Some function halls or hotels won't allow you to bring in outside caterers, so double check up front.
• Find out if the caterer is insured and bonded. If they're not, you're taking a big risk.
• You would be right to worry if a caterer doesn't ask lots of questions about your ideas and goals for the event and about what you like, love and hate. A lack of curiosity sends up a red flag that you're in for generic, impersonal service.

on 6/30/2006 Here in California we cannot return any alcoholic beverage to the store. Buy what you like to drink, just in case.