Vibrant Table
Catering & Events

Catering to the Senses

503.297.9635
Plan an Event
BLOG

All About Hors D’oeuvres: The Where, Why & How Much

Filed Under: Catering Chronicles, Factual FAQs

Hors d’oeuvres are to dinner what aperitifs are to wine: a little something before the main event; but can’t they be a meal on their own? Deciding if your event may or may not be the perfect Spotlight for hors d’oeuvres only- well we’ve got you covered. Some tips of the trade as to what’s what.
*   *   *

Hors d’oeuvres: “apart from the main work.”

What’s important to know is: How many hors d’oeuvres will my guests eat? You don’t want to be the hostess sending guests home hungry, but you also do not want too much food. Goldilocks and the Three Bears had it right; it takes some trial and error before you really know the right number of pieces per person for different events. Luckily, we have done the work for you and have come up with best estimates, by event type and time:

  • 2-4 pieces per person, 30-60 minutes before dinner, cocktail hour
  • 5-6 pieces per person, 1.5-2 hour event, preceding dinner time
  • 8-10 pieces per person, 2-4 hours event, heavy hors d’oeuvres
  • 12-15 pieces per person 4+ hour event, dinner replacement

Tips of the trade for hors d’oeuvres events:

  1. Hors d’oeuvre dinners are not always a less expensive dinner option. Although many people hope that ordering hors d’oeuvres will reduce overall cost, this is typically not the case!  Hors d’oeuvre dinners are often more expensive since the menu is more labor intensive.
  2. How can you make an hors d’oeuvre dinner option economical? Mix it up!  Be sure to include some heavier items like salmon sliders or braised lamb meatballs; take advantage of “platters” and avoid lots of handmade smaller pieces; add some other options like quinoa salad, baked brie or a mezza platter.
  3. Perks of an hors d’oeuvres dinner:
    1. Multi- stations- who doesn’t like variety of flavor?
    2. Cocktail atmospheres create a less formal service
    3. Live chef action. Watch chefs prepare your tapas!
    4. “When do you” vs. “When don’t you”:
      1. Venue matters – hors d’oeuvres menus are equipment and kitchen sensitive.  More so than the traditional buffet or plated dinner, hors d’oeuvres may require ovens, fryers and grills.  If your menu needs all three, the cost to rent equipment adds up!  And if an outdoor kitchen must be created for your event, it’s likely you’ll also need a tent, lighting, and then heating and side walls in the cooler months.
      2. If you want to encourage movement at your event, if perhaps there is not enough seating for all, hors d’oeuvres parties are absolutely great for mixers, networking and open houses.
      3. If the budget fits!

Hors d’oeuvre parties can be fun and dynamic – just remember to consider time of day, right amounts, event style, and of course, the kitchen!

*   *   *

WHAT DO YOU THINK?

Do you have any experiences with hors d’oeuvre events? What have your experiences been? Any tips of your own? At the end of the day, we can only know so much.

PHOTO CREDITS

We are indebted to the photographers who allow us show their work. The white spoons filled with a bite of deliciousness was taken by Sara Gray. The plate of skewers was contributed by Evrim Icoz Photography.

YOU MIGHT ALSO LIKE

Why let a pro handle your event rentals?

Filed Under: Bridal Boutique, Factual FAQs, Setting the Stage

How much are your time and sanity worth? The lucky few who have plenty of both may find that managing event rentals for your wedding, private party, or business event justify the potential, yet minor, cost savings. If your time is money and peace of mind is invaluable, Vibrant Table recommends letting a professional handle this essential but time-consuming aspect of your event – whether that be your wedding coordinator, event planner, or caterer. You WILL thank us!

*   *   *

Lower Work Load

What goes into planning and producing an event? There’s likely any combination of food, bar, lighting, linens, chairs, tables, pipe and drape, specialty lounge furniture, tableware, additional catering equipment, floral, other decor, entertainment, photography and videography. Manage your own vendors – equipment rentals or otherwise — and you’re responsible for…

  • researching what you’ll need from each vendor and how much of each item
  • comparing costs across vendors
  • communicating the inevitable multiple revisions to your order
  • confirming and reconfirming orders
  • keeping track of deadlines
  • coordinating load-in and load-out with the venue for each vendor
  • checking that everyone has delivered what’s expected
  • ensuring that everything gets returned to its proper home

One Contact

When your planner or catering rep manages your rentals, you call one person. We’re then responsible for reconfiguring your order and communicating changes to applicable parties. Aaahh… a sigh of relief.

KNOWLEDGE

As a beginning planner, you may not know what questions to ask. On the other hand, your coordinator knows what information vendors need to perform before the conversation begins – streamlining communication for all parties.

EXPERIENCE

Going with the pros means you reap the benefit of years of experience, failures as well as successes. We’ve already maneuvered the industry landscape so you don’t have to.

Sourcing

Going for a specific look? A professional planner knows the inventory and specialties offered by local and possibly even national vendors. We’re on top of new trends and products, and can help you navigate the endless possibilities.

Vendor Vetting

The pros know which vendors they can rely on to be professional and follow through. We know who always shows up on time, delivers quality materials, and offers fair pricing.

Connections

Your professional coordinator has access in a way that you, as a private individual, do not. We can call for last minute changes on a weekend. We can request free samples and sometimes vendors might even throw in a few extras for good will.

Save Time

You may not mind the endless communication that’s going to be involved in the months and weeks leading up to your event. But what about the days before and day of? Do you have time to inspect 100 linens and count 300 plates, forks, etc.?  Do you really want to be looking for the last 10 forks when everyone else has gone home?

Cost Savings

Yes, your coordinator will charge a service fee for managing rentals and vendors. Most will package it into their contract with you. However, they also can save you money. They can negotiate deals with vendors. Should you manage your rentals, you will probably make beginner mistakes. Perhaps you underestimated glassware for the bar or overlooked something as simple as extension cords. These mistakes can cost you in the long run as vendors scramble last minute to fill in the gaps.

Seamless Event Experience

Is your guests’ event experience important? Errors compromise service. Even the pros occasionally make mistakes, but they know how to respond to each emergency and can even call in favors. They’re working behind the scenes to find a solution, so your guests probably won’t even notice that something is awry. As a beginner, the likelihood of making a mistake that impacts your guests’ experience significantly increases

.

*   *   *

What do you think?

We rest our case. What do you think? Is it worth it to hire a professional to manage your event rentals? Have you chosen to manage your rentals in the past? Tell us about your experience. We love to hear from  you!

Photo Credits

We are indebted to the photographers who allow us show their work. The Victorian table top was shot at an Oregon Bride inspiration shoot and can be found in their Fall 2010 issue. The white and salmon room was contributed by Evrim Icoz Photography.

You Might Also Like

 

Catering Misconceptions: Service & Labor

Filed Under: Catering Chronicles, Factual FAQs

This is the final post in a series exploring common catering misconceptions written in conjunction with Auriana Albree, Vibrant Table event coordinator extraordinaire. Read more of this discussion on our posts about  budget-related misconceptions and food and beverage misconceptions.

To close our series on catering myths, VIbrant Table explores why you should ask about staffing when shopping for a caterer, the role of your caterer’s event coordinator, and the different types of day-of lead staff. We hope you’ve enjoyed our Catering Misconceptions series and invite you to add your own experiences, questions. and advice in the comments below.

*   *   *

“Staffing isn’t a factor I should consider when shopping for a caterer.”

Attentive, friendly staff keep guests happy.

Service is a central element of any event experience. The number and quality of event staff are instrumental in keeping guests happy and your event running smoothly. Glasses are filled, food is delivered quickly, and transitions are seamless – allowing your guests to focus on enjoying the moment. This is particularly important for non-profit events; happy guests are more generous contributors and they’re more likely to attend your next event.

However, labor also composes a significant portion of your catering bill, usually somewhere between 30% to 50%. And for caterers trying to meet their clients’ budget needs, staffing may become the sacrificial lamb (and in rare instances it may not even be added into the initial proposal). Labor is often not a stated factor in the bidding process and, when it is, even seasoned event pros may not translate abstract staffing ratios into real time service levels – and it’s too late to change once the event is in process.

So, YES, staffing is certainly something that should be considered when shopping for a caterer. Ask about standard staffing ratios and what level of service can be expected. If the level of service does not meet your expectations, ask them to add more. If trying to meet a budget, clarify what service areas may be flexible and what is not. Confirm that event staff and all other labor are included in your proposal.

 “My caterer has an event coordinator. I don’t need a wedding or event planner, too.”

VT coordinator, Meg Goldman (right), and professional event planner Samantha Swaim of Samantha Swaim Fundraising.

Your caterer’s coordinator will help you with many of the details that a wedding/event coordinator will oversee. However, the caterer is primarily focused on areas surrounding the reception and food service. Vibrant Table offers extensive planning services, but we do not help manage RSVPs, put together your seating chart, scour markets for cute thank-you gifts, keep track of who walks down the aisle when, look for your next speaker, or tell the band they’re on in five. These sorts of details are essential to a smooth event. If you prefer to be part of the audience rather than conductor, we highly encourage contracting a professional planner.

“All caterers have an on-site manager.”

Vibrant Table provides an on-site event manager that is there from beginning to end. Essentially accountable for the day-of action, your Event Manager starts working with your coordinator weeks before your event to assure a smooth transition between planning and implementation. Event managers help manage equipment ordering, pack-out, your vendors’ arrival and departure, set-up, clean-up, and a whole lot more. However, some caterers lead staff is a service captain or head server. Lead servers are far less involved  than an on-site manager. They don’t attend walk-throughs, keep track of time lines, or coordinate with the venue and vendors. They focus entirely on food service. Ask your caterer who will be in charge of running your event and exactly what their responsibilities are.

“My caterer’s owner/coordinator will be there during my event.”

Chris Barrie has led Vibrant Table events since 2008 and now mentors new event managers.

Maybe, but not necessarily. If your caterer is associated with a popular restaurant, the owner may not be available to be at your wedding on a busy Saturday night. Smaller off-site caterers (and florists) do not have the resources to handle multiple same-day events, so they take one event per day and that’s it. Other caterers, like Vibrant Table, serve multiple events per day, especially during peak season. Our coordinators do their best to check in at all their events, but it may not be possible. They may have one wedding in Salem and another in Hood River at the same time – not to mention meeting with new clients, attending tastings and walkthroughs, and maintaining a healthy family and personal life. (Hence, our on-site event managers.)

No matter who’s overseeing your event, it is extremely important to carefully review your contract. Are all agreements and expectations clearly reflected?

 “Our event has a room flip (changing a room’s arrangement). Our volunteers or guests can help reset the room to save on service costs.”

Imagine a busy ant colony with one focus. Now imagine teaching your new puppy in the middle of a dog park. Your catering staff are professionals. They have the training and experience to convert a space in a short amount of time without forgetting the details. Your guests and volunteers, albeit eager to help, do not. Trust us.

My caterer promised me something, but I don’t see it in my contract. I really trust my catering representative, so I don’t need to ask them again.

Your contract should explicitly reflect all services and expectations, so don’t be afraid to ask your representative to include any verbal agreements in writing. Your contract is the go-to for you, catering management, and event staff. It helps ensure everyone is on the same page and no details are overlooked.

*   *   *

Tell Us What You Think

Has staffing ever made or broken an event that you attended? Have a question missed by our Catering Misconceptions series? Tell us all about it in the comments below!

Photo credits

As always, we extend a grand thank you to the photographers who generously allow us to use their photos.

You Might Also Like

Common Catering Misconceptions: Food & Beverage

Filed Under: Catering Chronicles, Factual FAQs

This is part of a series exploring common catering misconceptions written in conjunction with Auriana Albree, Vibrant Table event coordinator extraordinaire. For a discussion of budget-related misconceptions, see part 1.

When planning an event, experience is certainly an asset. For most of us, our event experience is usually as a guest, whether it be at a wedding, a conference, or a holiday party. We have absolutely no awareness of the months of planning and meetings that took place, and we don’t notice the action taking place behind the scenes.  (And, as a guest, we shouldn’t!) At a well-organized event, we easily find our way around, our glasses are filled, bar lines are short, and the food is on time, warm, and delicious – life is bliss! 
But now you’re engaged… or your boss has asked you to plan the summer barbecue. Have no fear, our freshman planner. Vibrant Table is here to help you with a little inside know-how so that you can meet with your vendors like a seasoned pro – impressing the in-laws-to-be or the top brass.
And for those reading this that already are seasoned pros, there might be a few take-home tidbits for you, too!

*   *   *

“A plated dinner/buffet/hors d’oeuvre reception is less expensive than a plated dinner/buffet/hors d’oeuvre reception.”Look this up online and you’ll see a myriad of answers. The truth is: every event is different and every menu is different. Sure, plated dinners provide your caterer with more portion-control, but they also require more service staff. A grand buffet spread with wild Alaskan salmon and prime cut filet can be more costly than a plated dinner with pre-set salad and served pork shanks. Those adorable appetizers? It took five staff members five hours to prepare 400. They hardly sate the appetite and the French cheese runs $30 a pound wholesale. The seafood station? We’re not even going to go there. There are generalities (in our experience it’s plated dinner/heavy hors d’oeuvre reception/buffet from most to least), but there are exceptions, too.

“Catered food is tasteless and boring.”

As a caterer proud of our reputation and high standards, this common misconception saddens us. We cannot deny that the rubbery chicken cordon bleu exists – it certainly does – but caterers come in all shapes and sizes. Careful menu planning is essential. A high-quality caterer will look at your venue facilities, guest count, event theme and personal tastes. They’ll consider what’s in season at the time of your event. They’ll customize the menu and will prepare the food on site as much as possible.

If food quality is a priority, ask your caterer if where the food is prepared, and be open to their suggestions. An experienced caterer will know, for example, that it’s impossible to serve warm, perfectly flaky halibut to 300 guests on the garden lawn when the venue’s kitchen is the equivalent of two football fields away. A smart caterer will speak up. They have a reputation and professional standards to uphold.

Looking for creative menu ideas? Check out some of Vibrant Table’s most popular dishes, or read what some of our past clients have said about our food.

“Some people won’t show, so I don’t need to order for everyone who RSVP’d.”

Weather, forgetfulness and illness are just a few of the reasons some expected guests fail to attend an event they’ve RSVP’d for. Yet there are also guests who didn’t RSVP that will show. Uncle Harry brought his new girlfriend and her three teenage sons; the boss invites a few top clients at the last minute. Folks notice when the food runs out. It’s not worth saving a few dollars to compromise a guest’s experience. Your caterer likely has a plan for leftovers (no one likes to see food wasted). Ask them about it. You can request they donate to a favorite relief shelter, or you can ask for boxes so that guests can take extra home.

“Caterers will bring extra alcohol so they can charge me more. I can figure out how much to order on my own.”

A tapped out bar generally closes the party. It’s best to leave quantities to the professionals. Many caterers, like Vibrant Table, only charge for beverages that are actually consumed or opened. Our proposals include what we expect your guests to drink (on average we estimate 1 drink per guest per hour, adjusting based on type of event), but we bring extra because neither of us wants to close the fun early. In the end, if we estimate high, it’s reflected in your final billing. How nice is that?

 “If I order a keg and we don’t drink it all, I can take it home.”

Again, inquire with your caterer about their policies. Vibrant Table works in Oregon, a state known for its strict alcohol laws. In Oregon, only certain businesses are licensed to sell alcohol retail, i.e. stores and brewers. Caterers are licensed to serve and sell by the glass, and that’s it. Furthermore, both we as a company and our staff as individuals are liable for what happens as a result of alcohol consumed under our supervision. Allowing clients to take the keg home for the after-party breaks the law, jeopardizing our business, reputation, and staff – a risk not worth taking in our view.

We do, however, carefully calculate to ensure we order the proper amount for your event. We don’t want to run out, but perhaps a pony keg will be sufficient. As we charge per consumption/opened container, it may be better to have bottles on hand should the keg blow if there is no way your group will go through a second keg.

*   *   *

Your Thoughts

Have we forgotten something? What were you surprised by when you first worked with a caterer? We’d love to hear from you in the comments below!

Shout Outs

We are always indebted to the photographers who share their work with us. These photographers contributed to this blog post: Sara Gray Photography (header image, caprese skewers) and Evrim Icoz Photography (martinis, coronas)

You May Also Like

Common Catering Misconceptions: Budget

Filed Under: Catering Chronicles, Factual FAQs

This is the first of a three-part series exploring common catering misconceptions written in conjunction with Auriana Albree, Vibrant Table event coordinator extraordinaire. Part two highlights Food & Beverage Myths and part three looks at Staffing Myths.
Are you planning your wedding?  Or your first holiday party for your new company?  Even if you are an old hat at event planning, we should all beware for the following common misconceptions. Arming yourself with knowledge will help turn what can be a stressful and daunting task into the fun and creative challenge it should be!

 *   *   *

 “My catering should cost the same or even less than a restaurant.”
Albeit restaurants and caterers are both serving food, their business models are completely different. Restaurants are location-based retail operations. Their ambiance, equipment needs, menu and staffing are preset and limited by the seating capacity of their establishment. Plus, because the same menu is served over several days, restaurants can also lower food costs by ordering for extended periods of time.

Caterers, on the other hand, plan menus uniquely for each event. Products for one event may not be the same for an event happening the next day. Orders often need to be made weeks in advance to ensure they have all the necessary products and quantities (which is why your caterer asks for a final guest count 1 to 2 weeks before your event.)

Caterers are also mobile, creating that restaurant feel wherever they go. They can provide tables, chairs, decor, even complete mobile kitchens (!) – often working within stringent time limits and difficult space arrangements.  And whether the event is for 25 or 2500, the food has to be fresh and amazing. Add in load-in, breakdown, and travel time, not to mention, the one-on-one planning that goes into an event! Planning usually begins a year out from the event date, with countless meetings, phone calls, emails, walk throughs, and consultations. As you can imagine, it requires an army of trained, knowledgeable, flexible, and professional staff to manage and create a successful event!

Like a restaurant, caterers also have fixed costs: their office space, warehouse, fleet of vehicles, office computers, and a team of non-event staff to ensure things run smoothly behind the scenes.

Watch to see how a venue might be transformed for an event. This classic Grecian ballroom becomes almost post-apocalyptic  via lighting, drapery, and custom decor.
“My caterer has an event planner. I don’t need a wedding planner too.”
Yes, your caterer’s planner may assist with some of the details a wedding planner would help you with (i.e. choosing linens, creating a floor plan, etc.), but they are primarily focused on your event reception. Wedding planners provide services that extend well beyond your caterer’s realm.  Their insight, professional knowledge, and creativity are invaluable. Plus, wedding planners have developed relationships with vendors, and can often save you money in the long run.

In the end, hiring a wedding planner is a personal choice, but Vibrant Table cannot say enough to support the amazing planners available throughout the Northwest region.
 “Caterers nickel and dime you for every little thing.”
Every caterer presents their pricing differently, but one thing is certain, whether you see one per-person price or the related charge for each individual service, you pay for what you get. There are advantages to both proposal methods. At Vibrant Table, we prefer to provide a clear understanding of the services provided during the event. This establishes common expectations and makes it easier to negotiate services to meet your budget.
 “It’s less expensive to have an event at a hotel than an event venue.”
Hotels frequently “waive” rental of their on-site ballroom with minimum food and beverage purchases, but they often require rentals of a set number of hotel rooms, making up for income lost from the waived ballroom rental. Auriana Albree, who has experience as a hotel event planner, says that once the costs for the hotel rooms are factored in, the end cost can be the same, if not more, as an off-site venue with third-party caterer.
“Caterers often lie about the price to get your business.”
Service charges and venue fees (the common and oft-not-discussed practice of charging caterers to do business at their venue) can sometimes add upward of 30% onto your total bill. Service charges, gratuity, and outside fees are handled differently by each caterer. Some caterers prefer to leave these variables off their initial proposals and then add them to the invoice later. Other caterers will line item the charges separately and yet others have folded any fees and charges into their standard pricing. If the numbers for one caterer grossly undercuts their competition, these extra charges may not have been included in the initial proposal. To compare apples to apples when vetting your caterer, confirm with any prospective caterers that your proposal specifically includes all known service charges, gratuity, and outside fees.
“Catering is a Racket.”
Like every business, your caterer expects to make a profit. Believe it or not, though, the average pre-tax net profit for a catering company is 10% (Carl Sacks, Catersource Consulting).
 “Cake cutting and serving costs extra.” 
Every catering company is different, and this is an important question to ask when interviewing your caterer. At Vibrant Table, there is no additional charge for cake cutting when purchasing one of our event packages. There may, however, be some charges for any extra china and flatware required.

At Vibrant Table, we believe that surprises should be pleasant and reserved for your guests. We include all expected charges on our proposals and contracts so you can make informed, intelligent decisions about your event.

*   *   *

In Your Words

Have you purchased catering? What services did your caterer provide? Do you feel they were worth it? Are you a caterer? Did we miss any misconceptions about catering and costs? Add your thoughts in the comments section below!

Shout outs

We are grateful to the talented photographers that share their work with us. They make us look pretty, don’t they? These photographers have images featured in this blog:

Evrim Icoz (header image), Julie Randall (mobile kitchen), Dodge + Burn (server in tent), David Barss (festive fare)

You might also like