Do your homework to ensure you’re on the same page as the catering company when it comes to pricing, necessary staff and schedule.
When it comes to referrals and references for caterers, it’s best to exercise caution, says Lori Beesley, co-owner of Panetta’s Elite Events. “Someone who recommends a caterer is useful, but references often aren’t. If you ask for three references, the company will usually give you its best clients, and those aren’t going to represent the entire range. You need more than three references.”
Don’t just look at the quoted price for a food and beverage package; ask what it does and doesn’t include. Some caterers don’t include charges for flatware or china in their initial quotation, setting clients up for a surprise when the final bill comes. This isn’t necessarily disingenuous—sometimes the caterer isn’t asked to provide these things—but knowing exactly what’s included in the quoted price can help you avoid unexpected costs.
Another important piece of information is the number of serving staff. A good rule to follow is one server for every 20 guests, plus an additional server for each upgrade, like a carving station or passed hors d’oeuvres. Inadequate staffing can result in delays and cold food.
Be sure to schedule setup and clean-up time when you book a caterer. Generally, allow for two to three hours for setup before the event and another hour for clean up afterward.
When it comes to sampling food, says Ms. Beesley, you’re really taking part in a taste test. “Is the food fresh? Is it to your preference? Is it too salty? Too greasy? Look for good, fresh food and menu items that complement everything else. Hosting a successful event isn’t just about finding a caterer. You need somebody to help you make everything work together.”
