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Planning the menu for your catering event is extremely important. Whether it’s an elaborate wedding reception, a casual corporate Christmas party, or a small client appreciation reception, food can turn your event into a smashing success or a total disaster.

Choosing the right catering company for your function is a key element in your event planning process. A knowledgeable and experience caterer can make your life a lot easier, so it’s worth the effort finding a catering company with which you can rely on, enjoy working with, and trust.

1. Have a budget

Before you start looking for a caterer, you need to define your budget. As in any other industry, catering companies come in all shapes and forms and cater to different markets. You don’t want to waste your time on a catering company that you won’t be able to afford. Nor do you want to settle for a neighborhood take-out, if you have the budget for something a bit more sophisticated.

2. Do your research

The catering business is extremely competitive. There are tons of catering companies, each having their own specialty. Take some time to search through the caterers in your area to find the ones that you think might work for your event. Look through their websites, menus, and prices. Usually you can get a feel of what the company is all about. Ask your friends, family members, colleagues – there’s a good chance that someone in your social network used a catering company in the past and might have some recommendations for you. There’s nothing better than a referral from someone you know and trust.

3. Compare apples to apples

Different catering companies set their prices differently. Some tend to have a basic price displayed and all “bells and whistles” will be extra. Others will operate on a more inclusive basis. When you do your research make sure that you compare apples to apples. Don’t be fooled by low prices. If it sounds too good to be true – it usually is. Make sure that you compare the food of the same quality, the same portion sizes and similar inclusions in the price.

4. Schedule a consultation

Any respected catering company should offer you a complimentary consultation to discuss your particular needs and requirements. This is a good opportunity to get an idea of the company and people you will be dealing with. You will get a feeling of the level of knowledge and expertise they provide and how comfortable you are dealing with them.

5. Sample the food

It is sort of obvious – before spending $20,000 on your wedding reception, you want to make sure that the food is exactly what you expect. Different catering companies might have different policies when it comes to food tastings. Some caterers will charge you a nominal fee to eliminate people who are not serious, others will do it for free.

6. Ask for references

There’s nothing wrong about asking a catering company for references. It might also be a good idea to read through the customer testimonials – and not just on the company website but in other sources as well. In this day and age, where social media defines the rules of how we conduct business, organizations can’t hide anything anymore. So, do you home work, read about the caterer you consider doing business with.

7. Understand terms and conditions

When reviewing a contract, make sure you read and understand terms and conditions. There are 3 main questions you need to ask:

1) Payment schedule. Most catering companies will ask you for a deposit. It might be a fixed amount or a percentage of the total invoice. Sometimes they will charge another portion 2 weeks prior to the event, and the remaining balance right after the function when all the charges are finalized.

2) Cancellation policy. What happens if your need to cancel your event? Will you lose the deposit? What is the cut-off time when you can cancel without any penalties? Be very clear of the cancellation policy and get everything in writing.

3) Changes to the guest count and menu. When is cut-off date for making the changes to the menu and number of guests? Normally a catering company will require all the information 72 hours prior to the event. At that point you’ll need to confirm “guaranteed numbers”. So if your guaranteed number is 200 people, and 8 hours prior to the event your attendee numbers drop to 180, it will be too late to make the adjustment, and you will have to pay for 200 people.

8. Be aware of extra charges

Having a budget is important. Sticking to your budget is very important. Being aware of the real price for the catering services is extremely important. That’s where you can get yourself in trouble. First of all, you need to know about all mandatory fees, such as taxes and gratuities. If you live in the area with 12% tax (like we do, here in Vancouver, BC) and then add the industry standard 15% gratuity – you’re looking at an almost additional 30% on top of the food prices. You also need to know what is included in your catering company services. If you are planning a sit down dinner, you will need service staff. Normally, it’s not included in the price but that could be your negotiation tool. For big functions you might be able to work out a deal. Does the dinner price include linens, china, cutlery, and glassware or will it be extra charge? There’s really no standard – it depends on how a catering company structures the prices. Basic white linens and napkins might be provided but if you need a particular color, most likely you will have to rent them. That leads to the next point…

9. Ask what additional services your catering company can provide

Will your catering company arrange flowers for your event? Will they take care of all rental needs – linens, napkins, chair covers, etc? Keep in mind that it might be cheaper to do it yourself though.

10. Don’t assume. Ask questions

You don’t want to annoy your catering company by calling them 5 times a day with various questions, but you don’t want to assume things either. It’s better to ask if china and silverware are included in the price than make that assumption. Diligent, detailed oriented caterers will appreciate you asking the questions, providing them with all the necessary information, and re-confirming everything- it actually makes their job easier.

Whatever your function is, choosing the right caterer is an important and sometimes not an easy task. Do your homework, be prepared. Don’t get fooled by cheap prices and shady companies that promise you the world and deliver nothing. Ask the right questions. Be demanding but reasonable and professional.

Article Source: http://EzineArticles.com/?expert=Elena_Parshuto
http://EzineArticles.com/?Catering-101—10-Things-to-Keep-in-Mind-When-Choosing-a-Caterer&id=4575995

Outdoor event catering is easier than it has ever been because of a larger amount of catering companies to choose from. The more you know about catering the better your chances are in finding one that is suitable, a good caterer that will make your outdoor event memorable and successful. This article will give you the information you need to make an informative decision regarding the selection of outdoor event catering companies.

First, catering is the business of providing food and beverage at any location. Catering is a growing business that is constantly evolving. Many caters are moving away from simply serving food or drink and adding event planning, outdoor event planning and other food related services into their portfolio of services.

Secondly, catering companies still focus on providing food and drinks to any location people but they can now provide you a full service that can satisfy all your wishes and desires. Many catering companies can provide decorations, music, furniture, and entertainment alongside the food and beverage. Even if you need an event location, the caterer can supply one for you. Outdoor event catering involves creating an entire atmosphere for the party. Catering companies are expected to be able to provide and fill in all the details of the party while meeting a budget and never making a mistake.

Third, the cost for outdoor event catering is usually determined by the total guest count and the complexity of the menu. Additional services provided by catering companies are usually charged on a per-item basis. Service charges and gratuity for wait staff are also charged for large events, however the application and disbursement of these charges should be discussed with your accountant.

Fourth, when looking for catering companies for your next event you should realize that there are two basic choices: independent caterers or large catering companies. An independent caterer usually can be more creative with their menu but may be unwilling to take on very large parties themselves. Independent small catering companies may also lack the resources and equipment to outfit your entire party. Usually independent caterers will have contacts with other companies who can assist with aspects of your event that they themselves cannot perform.

Most importantly, larger catering companies will probably be less flexible with menu choices and they rotate menu choices through many parties to speed up prep time. They tend to be more willing to take on a very large projects based on them already having the manpower and experience to handle and staff larger events. If you require additional support a large company may have it available in-house. This reduces the amount of vendors you will need to pay and work with during your event planning.

Finally, if you are too busy to cook and plan for your own event having good catering companies you know and trust can be very important. You can check the internet and find great caterers. When you are confident you have one that can plan and stage your party without making a mistake, you keep going back to that company time and time again. If you have a lot of parties or events good catering companies can maintain a history of menus served and plan new unique menus for each and every event.

Catering is a wonderful way for you to have a perfect event without having to do all the work yourself. Next time you want to have an outdoor event consider hiring a caterer who specializes in outdoor event catering.

Article Source: http://EzineArticles.com/?expert=Joseph_Celestine
http://EzineArticles.com/?Outdoor-Event-Catering—Finding-The-Right-Catering-Companies&id=1163015

Finding a Caterer for any event is an extremely important decision. Corporate, or private, large or small, choosing the right Caterer is imperative. There are many catering companies in the market so you need to do your homework and choose carefully in order to guarantee the success of your event. This article gives you a step-by-step guide to choosing the right Caterer along with a useful checklist.

Preparation

Before seeking a Caterer you need to think about your catering needs and gather together information that a Caterer will need to know:

• What is the time and date of the event?
• Do you have a budget in mind?
• Where is your event being held? (Or do you require a venue?)
• Is there a kitchen at the venue?
• How many guests are you expecting?
• Do any of your guests have special dietary requirements?
• Does your event have a theme?
• Do you desire a particular style of cuisine?
• Do you require decorations, flowers, table settings?
• Do you need to hire equipment? (Tables, chairs, linen, crockery etc)

Once you have answered these questions you will have a good idea of the services you will require. A great Caterer will offer a complete service to save your running around organizing things separately. Having everything organised by one company will help your event run smoothly and cut down your workload.

Research

After you’ve completed your preparation it’s time for some research. First you need to find some catering companies. The best way to do this is to seek recommendations. You can ask friends, family and colleagues. Or use a search engine for a list of professional caterers in the area your event will take place.

Now select a short-list of Caterers according to the needs you identified in your preparation. For example you may have identified that your venue doesn’t have a kitchen, or that your guests have particular dietary concerns or that you need to hire equipment.

Once you have a list of a few Caterers contact them with a list of questions to make sure they are reputable and are able to handle your particular requirements.

What to look for

First and foremost, does the Caterer offer a range of menu options including the particular cuisine you are after? Most good Caterers will have detailed menu listings on their website. Failing this, you can contact the company and have this information emailed or faxed to you.

What type of function are you organizing? Is it private or corporate, small or large, casual or formal, inside or outside? Whatever the case, ensure that your chosen Caterer can handle the type of function you are planning.

Make sure the Caterer is available on the day that you desire. (With no weekend or public holiday loading.) Also check that the Caterer has a 24 hour service and is contactable 7 days a week. Many events are held after hours or on weekends so it will be a great disadvantage and frustration if you can’t contact your Caterer in the evening or on a Sunday morning when you suddenly think of something you need to discuss! And you certainly don’t want to pay more for your catering just because your event isn’t in business hours.

Does the Caterer provide their own waiting staff? Are the staff experienced in the style of event you are planning? Will they be professionally attired? Will the staff take care of everything from delivery and preparation to waiting and cleaning up afterwards?

According to the needs that you identified in your preparation, does the Caterer provide the equipment that you require? This may include tables, chairs, linen, crockery, glassware, cutlery or even ovens and a bar serving area. Make sure they are able to provide what you need so that you don’t have to do additional running around after event hire. Also ensure that their equipment is new and in excellent condition. You don’t want tatty linen and tarnished silverware to take the sparkle out of your event.

Perhaps you require a venue for your event? If so, a Caterer who can source a venue for you will save you time and have an established relationship with the venue. This will streamline the whole catering experience and make your life a lot easier!

If you plan a theme for your event, can the Caterer help you to achieve your desired atmosphere, from cuisine choices to decorations and table settings?

Where will the food be prepared? If your venue doesn’t have a kitchen the Caterer will need to prepare and heat it at their premises and then deliver it ready to serve.

Can the Caterer organize beverages? There’s a lot involved in the logistics if you need to do this yourself. First you need to physically purchase the drinks and then transport them to your venue. Then you need somewhere to store them and a method of keeping them cool. On the day you will need staff to serve the drinks along with a bar serving area, plus glasses etc. So if the Caterer doesn’t handle anything to do with the drinks you’ve got a lot more tasks to add to your to-do-list.

Is the company an actual Caterer? (Not just a bakery or cafe). There is after all a lot more to catering than simply the food, so you need to select a Caterer who is familiar with all aspects of event catering.

For peace of mind, check that the company is a member of any relevant Catering Associations, or you can also ask for references. A good Caterer should have nothing to hide.

Ensure that the catering company you are considering has an actual premises and isn’t just an online middleman. (In the case of the latter, you may have problems with food quality, accountability and find it difficult to contact the company.)

What payment methods does the company accept? Make sure they accept all forms, including credit card, and that there is no additional charge for using a credit. Be very wary of companies that will only accept cash. You have very little bargaining power should things go wrong.

Does the Caterer require a deposit? Almost all will, however the amount will vary considerably. The lower the deposit the better.

What is their cancellation policy? Can you get all your money back should the event be cancelled?

Do they have a postponement policy? Hopefully the Caterer can simply change the date. However some will charge a fee for this.

Here’s a quick checklist to help you find the right Caterer:

1. Menu options – Do they have what you are looking for? (Including any special dietary requirements?)
2. Can they cater for your particular function? (Corporate, private etc)
3. Are they available on the day of your planned event?
4. Are they contactable 24/7?
5. Can they provide staff? Are the staff professional and experienced in your style of event?
6. Can they organise equipment hire? Is the equipment in good condition?
7. Can they arrange a venue for you if necessary?
8. If required, can they assist you with theming and decorations?
9. Are they flexible regarding food preparation if you have limited kitchen facilities?
10. Can the Caterer organise beverages?
11. Are they actual Caterers, rather than a bakery or cafe?
12. Are they a member of the Restaurant & Catering association?
13. Ask for references.
14. Does the Caterer have actual premises, not just an online reseller?
15. Do they accept all payment methods including credit?
16. Do they have a credit surcharge?
17. What deposit do they require?
18. What is their cancellation policy?
19. What is their postponement policy?

Get a Quote

Once you’ve gone through the above checklist and identified a reputable Caterer that can fulfill your requirements, it’s time to get into the specifics and get a quote.

Good service Caterers generally have a well designed online form to submit for a quick quote which can make things easier and quicker for you. However you may prefer personal service so it’s important that the Caterer you select is easy to contact.

In seeking a quote, it’s helpful for the Caterer if you can advise a budget. That way, they can help you to design a menu based around what you can spend, how many guests you are expecting and what other services you require (such as staff and equipment for example.) A good Caterer has a wealth of knowledge and will most likely have some inspired suggestions that may not have occurred to you simply from perusing their menu selections.

Once you settle on the food, staff, equipment, drinks, venue or anything else you require, ask for a detailed quote.

Ensure that the quote covers everything including tax and delivery so that you’re not stung with hidden extras once you’ve committed to the Caterer.

Article Source: http://EzineArticles.com/?expert=Oron_Raviv
http://EzineArticles.com/?How-To-Choose-The-Right-Caterer-For-Your-Function&id=1059838