How to Hire a Caterer for a Big Event

When planning a big event, the last thing you want to go wrong is the food. The tablecloths may not match perfectly and the bartender may not know how to make a Mojito, but the food--good or bad--will be what guests remember. Finding the right caterer will make your life easier and ensure your party's talked about for all the right reasons.

Difficulty: Moderate

Instructions

1. Start your search as soon as you have the date and venue nailed down. Get a list of preferred caterers from your venue or ask friends for recommendations. If you loved the food at a party or event, ask the host for the caterer's number.

2. Create a budget based on what you want to pay per head for food and beverages, and go over this with prospective caterers (see the related eHow titled How to Budget for a Wedding). High prices don't necessarily guarantee quality. Some famed caterers resort to premade sauces, while many small operators make everything from scratch using fresh ingredients.

3. Flip through the caterer's portfolio of color photographs. Look at the presentation of 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. Besides evaluating the dishes' flavor, you'll be able to gauge his or her desire to please you with additional special requests. Are vegetarian or low-fat dishes offered? A larger caterer may offer more dishes to sample, but this isn't the most important issue. 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 per person for food, ranging from $10 to $100 per head depending on the event. Beverages, furniture rental or linens may be priced separately. Ask for an estimate on the rates for servers, bartenders and cleanup crew. A six-hour affair might stretch to an eight-hour bash, and 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 he or she 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 the 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 request formal wear if you wish.
• Some caterers will act as a coordinator on the day of the event. Even if you don't have your caterer take on this role, provide him or her with an event timeline.
• You are expected to tip the caterer 15 to 20 percent after the event.
• 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.
• Some function halls or hotels won't allow you to bring in outside caterers.
• If the caterer is not insured and bonded, you're taking a big risk.
• You would be right to worry if a caterer doesn't ask lots of questions about what you like, love and hate, and about your ideas and goals for the event. A lack of curiosity sends up a red flag that you're in for generic, impersonal service.

[HawaiianGirl]

on 7/4/2008 If our caterer and party planner is the same person husband and wife should we tip them the 15-20% of the overall cost of the party. We are putting on a party for 200 people at a total cost of $21,0000