Parties, corporate events, and other types of social gatherings can be a nightmare if not planned properly. Party planners or event coordinators are often hired so that everybody else can relax and enjoy, or focus on the main goal for a business function. Anybody in the Events Planning Business will tell you that you have some room for error on most of the items needed for an event, except food.
Food served can make or break any gathering. Several things may go wrong during an event: technical difficulties, not enough seats, or bad weather may ruin an otherwise fun celebration. Food can help change the mood. This is the reason why Event Planners partner up with professional food caterers.
If you happen to be in charge of hiring a caterer, here are some questions you can ask:
What Services Do You Offer?
It is expected for Food Caterers to be responsible for food. However, this may mean that they will only deliver food to the event. Food For Thought Chicago suggests to go for a caterer that can:
- Deliver quality food.
- Suggest venues suited for the event.
- Have several dining solutions based on client’s needs.
- Offer their Food Coordinator to partner with an existing Event Coordinator.
- Handle the entire event themselves.
- Provide pantry or vending services.
In the business of catering food, well-rounded companies can offer more to their clients, making them part of a preferred list for every event that comes up, or even long-time partners.
What Licenses Do You Have?
This is an important question that requires an honest answer. There are several licenses needed for a Food Catering Business, some of them are:
- Business License
- License to serve alcohol
- License to operate a food establishment
- Health Permits or Certifications
All of these licenses should be up to date and should adhere to state-specific laws as well. If a Food Caterer is unable to provide the licenses to authenticate the business, politely end the interview and move on to the next caterer on your list.
What Cuisine Choices Do You Have?
It is common for food caterers to stick with one type of cuisine. Specialty Food Caterers are perfect for themed events; however, people will look for variety, and eventually ask for a different caterer. Survey your participants and get at least three cuisine choices. Ask the potential caterer if they can handle those and if a food tasting can be scheduled.
Do You Offer Food Tasting?
Caterers may have their specialties or signature dish that you may want to have on your event menu. Companies who immediately offer to schedule a food tasting for a client’s shortlisted menu choices signify that they are confident with what they can provide. Stay away from caterers who are hesitant or decline to arrange a food tasting.
How Do You Guarantee Food Satisfaction?
The food may be delicious, but it doesn’t mean it will satisfy everyone. This question is intended to know how a caterer handles special requests like allergy considerations or dietary preferences. Possible great answers are:
- We require a survey to be completed by guests weeks before the event. This survey includes questions on food preferences to cover potential allergies or dietary limitations.
- We indicate possible allergens in our menu and food display cards.
What is Your Price Range?
Value for money is what you’re after, and cheap is not a good way to go. Caterers will offer packages with different price points. Ask for package inclusions and which ones can be adjusted while keeping the same price. Now, a caterer may give you these options:
- Fixed Price – a caterer may offer, for example, $25 per plate regardless of the menu you’ve agreed upon. Clarify if the amount also covers logistics like transportation and service staff.
- Variable Pricing – this price plan can be tedious, but it can also give you your money’s worth. Pricing can be affected by different factors such as menu, number of wait staff, venue location, and special food requests. Negotiate well, and you probably will end up with an excellent personalized package.
Do You Provide Food for Suppliers?
This is a question that is often overlooked but can become a significant concern on the day of the event. Depending on the type of event and how well you’ve planned it, you may end with several suppliers such as:
- Event Staff
- Waiters and Ushers
- Performers
All of these people should be fed, although it is not necessary that they are served the same food as the guests. Ask the caterer if they can provide food for your suppliers and agree on any additional costs it may incur.
In Conclusion
It is wise to consider food caterers suggested by event planners or from personal references. It is unwise to rely solely on these suggestions without checking the caterer yourself. Have a few options in hand so you can objectively compare them. Use the questions above and add as you see fit. Pick the food caterer that offers the most value.
