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Hiring an Event Caterer: 10 Key Considerations When Choosing A Catering Vendor

As a full-service marketing agency, one of the things we know best is managing events. And as such, we’ve got the hookups. Whether it’s DJs, bartenders, event staff, venues, talent managers, design teams or anyone else our clients are looking for, we’ve got them all. But when it comes down to it, one of the most crucial elements of any event boils right down to the food. As a culture, it’s something that we love to talk about, and of course, love to indulge in, so if you don’t have the right caterer for your event, it’s a major red flag.

Having the ability to enjoy a quality cocktail hour or meal at an event can be a lifesaver. When at events, people use food as bonding moments, as the opening line to tell someone else about that event, or even just as an excuse to indulge a little more than usual. If you are currently looking for a caterer, or know of someone who is, here are 10 helpful tips for choosing the perfect vendor.

Explore 10 Tips for Picking the Best Event Caterer

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1. Consider your personal needs and event size when selecting a caterer.

Make sure that whoever you hire for your event can handle the number of people you plan to invite. It is also crucial to consider what you’ll need from your caterer. Sometimes, you may need appetizers and entrees, or just one versus the other. Your caterer should be able to handle the size of your party without hesitation, given all the crucial details up front.

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2. Keep in mind your event’s location when picking catering staff.

Location is crucial. Consider the location (and the distance) they will come from to cater your event. If they don’t attend events in your area often, they may have difficulty with the venue. Try and find a caterer who knows your venue or at least has experience with a similar venue. We have had several companies build out entire kitchens for our events when on site, when there wasn’t one available. If they aren’t willing to go the extra mile to see to it that everything meets or even exceeds your expectations, it might not be the best fit for your event.

3. Decide how much flexibility you need from an event caterer.

Party planners and hosts have the stressful job of preparing for anything that could happen, so it makes it easier on everyone if all parties are as flexible as possible. This is especially true when it comes to food. Allergies and preferences can complicate things, so having a chef that foresees and prepares for these details is important. When interviewing caterers for the job, ask them about any last minute pieces they might have had to pull together to get a sense of not only their creative problem solving and planning abilities, but also to see how flexible they have been for others.

4. Check out event caterer’s customer reviews before selecting them.

You want to trust that your caterer will follow through with their promises. The best way to ensure that you have chosen the right caterer is to double check your sources. If you heard of your caterer through a seemingly trustworthy source, make sure to ask around if your friends or colleagues have worked with them. This also applies if you were recommended through a friend. Be sure to check online sources as well.

5. Review the event caterer’s costs.

This may seem like an obvious one, but cost is important, especially since catering costs can become exorbitant, and quickly. Be sure to weigh your options, and look out for hidden event budget fees. There will always be some give and take, but you don’t want to go too low or too high. Weigh in all your expectations, the size of the event, and type of food you’d like, and then think about what you expect in return.

6. Ask to see the event caterer’s certifications.

As soon as you find out who you want to hire, make sure they are certified by meeting the basic requirements as mandated by health departments and insurance agencies. If they aren’t able to provide these types of certificates to you, it might be time to move onto the next candidate before you have a disaster on your hands.

7. Be sure to find out about the caterer’s food preparation methods.

Be sure to ask how the food will be prepared, as well as delivered if it is being taken care of offsite. This element should also be considered in your event budget, as well as in your master event timelines. It is a more affordable option to have your food cooked offsite, but it only works for certain meals. There are limitations to doing this, but there are also cost-friendly benefits. You can still have a great chef that prepares meals offsite and that work perfectly for you, but make sure you have a firm grasp of how everything will be done before saying yes.

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8. Decide the number of catering staff you need available during your event.

You’ll need to have a number of staff available for your event, which your caterer should be able to provide. Here’s a rough estimate of what you might need if this is unfamiliar territory.

  • Buffet “ Assume two servers for every thirty guests. For larger groups, you should also figure two or three additional runners to clear dishes and restock chafing stations.
  • Sit Down Dinners “ For sit down meals, you should assume one server per every two tables, with additional servers to handle drinks service.
  • Bar Staff “ Figure on at least one bartender, and one bar-back, for every fifty guests. Additional bartenders may be needed if you plan on featuring specialty drink stations.

9. Get a tasting of the caterer’s options.

No matter how perfect the description is, no matter how beautiful the pictures are, make sure your potential caterer provides a tasting, especially if you haven’t personally worked with them before. Finding out that their staff was chock-full of photographers and writers and no chef the night of the event would be a major disappointment.

10. Get a feel for the quality level of the event caterer.

This is a quality that should be expected from any of your vendors, but especially in a caterer. From the aesthetics of the food to the clauses written explicitly in your contract, the details are crucial. Make sure you and your caterer have discussed everything in the contract so there are no surprises in the end and all the kinks are worked out prior to your event.

Asking the right questions never hurts. Join Social Tables on Twitter and share a story about your favorite caterer or experience working with a vendor.

Now You’re Ready to Hire the Perfect Event Catering Staff!

Up next, learn more about hiring the right event staff, and how to create an event planning contract for your clients.

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Looking for more information about hiring an event caterer?

What questions should you ask a caterer?

Ask about different types of catering available for an event (e.g. buffet vs. table service), whether there’s flexibility in the menu, how they handle dietary restrictions, what their level of service is, and any other questions particular to your event or venue.

Why is catering important for an event?

The food and beverage experience can have an outsized influence on attendees’ perceptions of an event. Turning to skilled professionals for catering means that attendees will have a better experience across the board, and that everyone’s particular needs will be more attended to. Simply put, catering has a big ROI when it comes to event experience.