Working with Caterers

When planning and executing an event, it is likely that you'll spend the bulk of your time working with your caterer. Developing a strong working relationship before, during, and after your event will ensure that you and your guests will be satisfied with your event.

The Interview Process
When you sit down with potential caterers, make sure you outline all of the potential costs and financial extras that will go along with your particular event. Make sure you ask about setup and cleanup fees, as well as the venue hours that your caterer will need to ensure that the event runs smoothly. Always ask to taste the food before signing on a particular caterer, and make sure the food that you're interested in serving will actually be in season at the time of your event.

Before the Event
Check in with your caterer a month before the event to ensure that everything is running smoothly and that your event is on the calendar. Run through your menu again and make any last minute corrections or changes. A week before the event, go over your final guest list and make any necessary calls to people who have yet to accept or decline. Ask your caterer to visit your event venue and make sure the kitchen is in order and ready to go for your event.

During the Event
Make sure you know who your point person is before the day of the event. If you're involved in the festivities and unable to work with the catering company, assign someone you trust to handle the task.

Feel free to check in with your caterer about how the timing is running throughout the event. If you feel something is running slower than planned, check in with your main point of contact to find out what is causing the delay. Keep in mind that catering staffs have worked hundreds of events and are well-versed in getting back on schedule, so try not to be too nitpicky with your comments and suggestions.

After the Event
After the event is finished, consider giving your catering staff a tip to thank them for a job well done. Also write up a recommendation for the company so that they can use it with future clients. If you are not satisfied with the service you received, arrange to meet with the catering company a few weeks after your event to discuss what went wrong. Keep in mind that most catering companies earn business through word of mouth and will do anything to make sure that their reputations are not tarnished.

Pitfalls to Avoid

• Don't be cheap when deciding how much food to order. If you think you will be having one hundred people for a buffet dinner, don't tell your caterer that you expect only seventy five will really eat.


• Don't be cheap when deciding how many servers to have on staff. When in doubt, hire more servers. Make sure that you feel comfortable with the server to guest ratio and don't understaff to save a few bucks.


• Don't be lazy about reading the contract. Make sure you understand all of the charges you will incur with your event before you sign on the dotted line.