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Top Mistakes Caterers Make

Well, you cater for a living. Chances are many people don’t realize the planning and the know how that goes into making an event a success. As far as they know it just means serving the right food, right?

Wrong Nothing is further from the truth. It’s just as much about what you shouldn’t do as what you should do. By avoiding errors inexperienced caterers make you are more likely to retain your customer and get better referrals. It’s important to communicate with your customer, before, during and after the event to avoid any nightmares and create the perfect event.

Planning an event is a daunting task. You wear many hats and the hat of event coordinator is perhaps the most important. Without that experience it can be overwhelming but here are some tips to help you navigate the waters of catering an event.

Don’t Underestimate the Number of Guests

Sometimes it is impossible to know exactly how many people will be at an event. This is often because you are entering into an agreement with your customer before they have all of their responses in hand. Although knowing you will have exactly 250 people would be ideal, it’s not always possible with today’s busy and ever changing world. In these cases, over estimate rather than underestimate the amount of food your are going to need. Unless it’s a cocktail party with drinks and finger foods that you are planning, it is a good idea to ensure that you have adequate seating space for all of your guests.

If it’s a corporate event you are catering, that will typically include a presentation and perhaps presentation documents and materials on the tables. Another important consideration for a corporate event is that no one wants to stand and balance a plate. Suggesting a table arrangement if your client has not already requested can make a difference in how a business gathering pans out.

Considering all of these points will help to ensure you are not short on food, cutlery, glassware, crockery, staff and seating. Underestimating can cause a myriad of problems with manpower but an overestimate allows you to remove tables and seating and create more space rather than jamming guests who were not expected and are left feeling tolerated and not a part of the event itself.

Ask and Prepare for Guests with Allergies

Don’t make the event a memorable one for all of the wrong reasons. An allergic reaction to food can be at best, embarrassing, at worst, fatal. Ask your guests directly if you are able or, if you are not, ask your customer to include it in their invitation RSVP’s. It is not uncommon in today’s world to list any allergies someone might have on their RSVP. It is also wise in today’s high allergy prone culture to list any ingredients perhaps on the buffet line which may have allergen ridden products. You can do that with an index card placed in front of the dish outling what foods the dish contains that might be harmful to guests.

Use Seasonal Ingredients

Often the food at an event is the focus and what is remembered. There are consequences to not planning your menu properly. Food costs can be driven up by choosing non seasonal ingredients and that cost has to be passed along to your customer. Cost is not the only reason to use in season ingredients. Foods out of season, while more costly, are also less abundant making your choice for fresh foods limited.

Let’s face it, no one wants to eat bad tasting food and as a caterer you definitely don’t want to serve bad food. Serving food that tastes like it is out of season, heated in the microwave or came out of can or carton will give your business an image that is hard to change. Choose good foods, in season foods and prepare fresh for superior quality results.

Don’t Go All Exotic on the Food

Not everyone is a foodie and often people like just good old fashioned home cooking. A good, fresh, well prepared and plated meal will go a lot further than an exotic, unfamiliar taste and textured dish. Remember, it your job to cater to the guests and ensure that they enjoy themselves. Try to limit food options – a good way to do this is to offer one chicken, beef, fish and vegetarian dish as opposed to several varieties of these foods. Consider the number of people at the event and remember that if you are serving buffet, too many options will mean long lines and delays at the food stations.

Although your customer may initially believe that a lot of food choices are the way to go, your expertise should convince them the choices they make will have an impact on the event itself and their guest’s perception of the success of the event.

Communication is Key

Once your customer approaches you, it’s important they understand all about timing. Organizing their decisions well in advance of the event leaving room for changes, alterations and things perhaps not considered.

A good caterer is armed with a contract so that miscommunication does not become a problem. This isn’t just to protect you, it is also to protect your customer. Ensure you have detailed information about what you are providing (this will also make it clear what you are not providing in the event of a problem). Be clear on arrival time of both you and your staff and outline any special requests in writing such as allergy food, gluten-free foods, non-standard decorations or seating, working with a hall to accommodate table set up for sound systems or presentations.

Explain the number of hours and staff it will take to set up for the event and how much time and personnel cleaning up also takes. This effects rental time of the facility for your customer.

Your presentation and food is like an interactive advertisement for you. It markets your business to a captive audience so make it the best it can possibly be. By just being prepared and following some basics rules about always offering courtesy, quality and satisfaction you can build your catering business.