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Catering to the Senses

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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!

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“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.

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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)

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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!

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 “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.

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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)

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What to Ask Your Caterer

Filed Under: Factual FAQs

Throwing a party? Planning a wedding? Catering will likely claim the largest portion of your overall event budget. Choosing the caterer can be a stressful process. How can you be sure you’re making the right decision for you?

Compare Apples to Apples

Every catering company presents their quotes differently. Some will include all expected charges, like gratuity, set-up and breakdown labor; others will leave out these common charges and add them after your event – an unwelcome surprise! Similarly, some caterers package their services and show you one per-person price. Their proposals often leave out the details (how many staff members, how many chairs will be ordered, etc.) but are generally brief and simple to read. Other caterers will line-item all their services.While it may feel a little overwhelming to receive a seven-page proposal, you see exactly what you get.

Not all caterers are created equal – and neither are their quotes. Knowing what services are represented, and then filling in the blanks, will help you choose wisely.

Ask the Right Questions

What are your staffing ratios? How many servers & how many bartenders will be at my event?
A well-staffed event means food comes out of the kitchen quickly, water glasses remain full, and trips to the bar are brief. If these are important to you, find out how many servers and bartenders will be staffed at your event and consider ratios when evaluating the right caterer for you.

VT Policy: Our staffing is flexible based on the individual event needs. As a general rule, we recommend a server for every 20 guests at plated dinners and for every 30-35 guests for buffets. 

Will there be an Event Manager on staff?
A clear person in charge will help ensure things run smoothly. Both you and the service staff know where to turn if something unexpectedly arises. Plus, he or she is familiar with the details of your agreement while individual servers may not.

VT Policy: A Vibrant Table Event Manager is there from beginning to end. Your Event Manager works closely with your Coordinator to ensure that all the ‘t’s are crossed and ‘i’s dotted.

Is the food prepared on site?
Where the food is cooked influences food quality. Prepared on site, chicken is more likely to be juicy, vegetables to be crisp. If no on-site kitchen facilities are available, a professional caterer is skilled at creating kitchens in unexpected places, but it will affect your catering costs. Be sure that any fees for the make-shift kitchen is included in the proposal as well.

VT Policy: We prepare as much of our food on site as possible and include any and all kitchen costs in our proposals.

How many hors d’oeuvres are included?
For hors d’oeuvres receptions or cocktail hours, know how many pieces per person will be served. Too few, and guest will be grumpy and hungry. Too many, and you’re paying too much.

VT Policy: For a cocktail hour followed by a dinner, we recommend 2-3 pieces per person. On the other end of the spectrum, expect 14-16 pieces for an hors d’oeuvre supper.

Can I do a tasting? What are the policies?
Tastings allow you  to test the product, but they are expensive for the caterer. To offset costs, some caterers may invite you to an event to see their overall quality and professionalism rather than prepare your particular menu in a private-dining experience. Some caterers offer tastings with limitations: a certain day or time, how many items can be tasted, or how many guests can attend. Some may charge for a tasting – which can cost hundreds of dollars – while others may waive fees if you meet an event minimum. And there are caterers that do not offer tastings at all. Don’t be surprised if your caterer wants you to sign with them before they’ll provide a tasting, meaning you may have to rely on other resources to ensure they are all that they claim to be.

VT Policy: We recommend tastings closer to your event date to sample your selected menu and make any adjustments, though we will provide tastings before you have booked with us if requested. Tastings are generally held on Wednesdays between 11 am and 5 pm, and fees are waived if your event total is higher than $8,000. Read more about tastings.

Are all tables draped with linens to the floor?
For a well-dressed look, your linens should reach the floor. To cut costs, some caterers go with shorter linens or do not include overlays.

VT Policy: Vibrant Table uses both overlays and underlays and drapes our tables to the floor.

Is there a food and beverage minimum that must be met?
Especially at hotels and banquet rooms with in-house caterers, events must meet a food and beverage minimum. It’s expensive to create an event, and a food-and-beverage minimum ensures the business a certain profit. Larger groups usually have no problem meeting the minimum, but modest or small parties may find themselves charged entirely too much for their group.

VT Policy: Vibrant Table’s event minimums are a whopping $500! You are charged according to the services provided at your event. 

Is there a cake cutting fee?
Even if your caterer doesn’t provide the wedding cake, they usually provide the plates, forks, and staff to both serve and cut the cake. Some caterers will try to recoup these expenses with a cake cutting fee.

VT Policy: There are no charges for the staff required to cut your cake. However, there may be a rental charge for any additional plates and utensils.

Do charges include all set up, break down and clean up?
Who “strikes” the tables and chairs? Who drapes and sets tables? Who hangs decorations and sets centerpieces? Who meets and instructs other vendors? Who will clean after the event?  If you expect your caterer to perform these labor-intensive chores, ask that their quote includes the man-hours to do so.

VT Policy: Much of this depends on your venue. During your consultation, we will confirm what services are required by VT staff and include them in your proposal.

Are there any charges that will be added to my invoice post event that are not included on the proposal?
Avoid being sidelined by hidden fees. Common event charges left off proposals are equipment, gratuity, transportation and travel fees. Also, inquire about what happens if your guests stay longer than expected or break a few glasses in their excitement. Unexpected things happen, but at least you’ll be prepared.

VT Policy: Our proposals are thorough and include all expected charges – and they are flexible! Talk to your event coordinator. We want your business and will modify our services as best we can to meet your budget. Though we recommend all changes be finalized 14 days before your event to ensure proper time to order equipment and prepare, we will make revisions up to the day of if logistically possible. (Keep in mind that making last-minute changes may incur late fees and extra labor charges, so we highly encourage your event plan be finalized 14 days out.)

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