7 Easy Steps to Hiring Your Next Caterer

by Elijah “EJ” Calahan-Goodman

It is fun - until it’s not! The decision to hire a caterer can be stressful. From decisions about the venue, headcount, budget and food, one can get overwhelmed if not organized in her or his approach. Everything is important, but nothing seems to take more consideration than deciding on the food. Hiring the right caterer can ensure that your guests are not only satisfied but delighted. Whether it’s a wedding, bbq, corporate event, or birthday party, there are a few simple steps you can take to ensure you have set yourself up for a successful event. Here’s a thorough guide to help hire the right caterer:

1. Take a Big Picture View

Start broad. What is the look and feel of your event? Is it a feel-good class reunion or a formal nighttime wedding? Before you start reaching out to caterers, it’s essential to have a clear understanding of your event's needs. The food should complement your event. If your vision is a brunch tea party, you would not serve comfort food. Having this vision will help you start your search for caterers that fit your needs.

2. Budget Reasonably

You have your vision, now you have to pay for it. A few things to consider. Is your budget for

just food or does it include service? Catering can be as simple as picking up prepared food

dishes or as complex as white glove plated dinners. Are you planning on serving alcohol? Are you open to buffet style and paper plates? These are all questions you need to answer when you start planning your budget. Small decisions can save (or cost) you big money. Are you willing to reduce your guest list by 50 to get a higher quality event? A few “sneaky” extras to your “cost per person” are: alcohol, plated meals, formal service, service fees, gratuity and substitutions. Create a budget that is comprehensive and fits your theme and includes the ancillary costs.

3. Act Like You Are A Hiring Manager

Get a list of possibilities as if you are a manager hiring for an open position - because you are! Reach out with your contact method of choice paying special attention to the way each interacts with you. Are they friendly and knowledgeable? Do they listen or try to quickly get you off the phone? Are they avoiding giving you direct answers? These are all things you need to pay attention to. Also, ask around and read reviews! People love to help out and warn you in advance. But remember, one person’s bad experience doesn’t always mean the caterer is a bad option. Feel free to mention it during the consultation to see how they respond. Also, during your “interviews” see if they have any ideas for you to either save you money or set your event apart. Successful caterers have seen it all. Finally, how flexible are they? Do you have guests with dietary restrictions and how are those handled? Be as specific as possible and always ask for sample menus!

4. Is the Food Good?

Eat it! If it’s a caterer you are seriously considering, ask for an opportunity to sample the food. You can assess if it’s too spicy for your pallet, bland or not appealing visually. What you’ll probably discover is that it’s really good and you want more. If your caterer doesn’t do taste tests, run! Keep in mind, many caterers may charge you a small fee for the samples. Food is not free.

5. READ THE FINE PRINT

You’ve selected a caterer! Before you commit, read the contract and be comfortable with the

pricing, details, deposit requirements, and ancillary costs. Avoid word of mouth promises and make sure it is in writing. If you are not comfortable with something, ask for clarity. Also, make sure the caterer is insured. Things happen - not just rain for an outside event, but sickness, road closures, etc. You need to know there is a back up plan in case something outside of your control happens. This is the time to check on all the small details - including a cancellation policy before you sign the contract.

6. Be Available

Effective communication is key to a successful catering experience. Stay in regular contact with your chosen caterer leading up to the event to finalize details, provide updates on guest

numbers, and address any last-minute changes or concerns. Remember, they are fulfilling the order based on the last conversation you had. Events can change suddenly and your caterer needs to know this. For example, your outdoor family reunion is moving indoors because of rain in the forecast. This can be huge for a caterer that is providing on the spot bbq. Your caterer and you should be in constant communication on all changes.

7. Review Your Experience

Give feedback not only online but directly to your caterer. What worked, what didn’t? How was the service? How did your guests like the food? Which dish landed flat? These are all great pieces of information for the caterer as well as future clients. Just like you relied on reviews to help guide your decision, so will other people. Give your caterer the same feedback, however. If given constructively, it will not only help the caterer improve, but you can start building a business relationship for future events.

Like I mentioned earlier, hiring a caterer is fun, until it’s not. Follow the steps and you’ll reduce the stress and it should make the decisions easier. Remember, be reasonable with your budget and flexible with your needs and the rest is a simple taste test. And who doesn’t love a good sample? Happy hiring!