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VT Group Receives ACE Award from Catersource

Filed Under: Biz Buzz, Catering Chronicles

Button_Read-Press-ReleaseWe have some exciting news! VT Group has been recognized with an ACE Award. We are still swooning from the honor and can’t wait to share why this is such big news for us.
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ACE_WINNER_LOGO

What is the ACE Award?
Standing for ‘Achievement in Catering Excellence’, the ACE Award is a recognition from Catersource. There are three regional categories — East, West and International — and two financial categories — businesses above $2 million in sales and businesses below $2 million in sales. VT Group received the ACE Award for the Western region, which is everything west of the Mississippi River, in the above $2 million category.

What are the criteria?
Caterers are judged on a variety of factors in two stages. The first stage reviews culinary achievements, outstanding business practices, and contributions to community. Five finalists are then selected. The second round of judging looks at brand materials, recent events, and testimonials.

Who are the judges?
Judges are Catersource board members and the previous year’s winners. That means we get to help choose the recipients of the 2015 ACE Awards!

What is Catersource?
Catersource is one of catering’s leading industry organizations and is dedicated to the education and growth of professional caterers. Their outreach includes an industry magazine, tradeshow and conference. They also have formed the Leading Caterers of America (LCA), a professional peer organization of award-winning caterers that support each other by sharing experience and knowledge. Vibrant Table has proudly been a member of LCA since 2010.

Why is winning the ACE Award a ‘big deal’?
The ACE Award is one of our industry’s highest honors. Being in the same category as larger markets such as Los Angeles, Chicago, and Houston, we believe that a win for VT Group is a win for Portland. President Art Fortuna says it best: “We’re proud to be able to score another win for the Portland food scene as a whole – particularly since we believe serving such a unique and discerning market is what puts us at the top of our game.” So way to go, Portland! Thank you for challenging us to ever-greater levels of excellence and creativity!

Who is VT Group?
VT-Group_logo_smallVT Group is a collection of hospitality and event companies based in Portland, Oregon. Flagship brands include Vibrant Table Catering & Events, Food in Bloom Catering, f&b cafe and catering and Vibrant Flowers. They also manage event venues including the new Exchange Ballroom, Treasury Ballroom, Atrium at Montgomery Park, Lan Su Chinese Garden and the Loft on Belmont.

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Photo Credit

Thank you to Evrim Icoz Photography for allowing us to use his image in our header image. This image has been stylized by Vibrant Table.

 

 

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!

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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

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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.

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Summer Hosting Tips

Filed Under: Factual FAQs, Inspiring Ideas, Setting the Stage

Are you planning a summer get-together? From menu to look to general comfort, Vibrant Table’s professional event staff has some ideas to make summer hosting a breeze.
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THE FOOD

Non-alcoholic punches can be spiked at leisure.

Reduce the stress of entertaining by prepping ahead. We recommend plenty of cold sides with hot entrees that come straight off the grill. Have everything ready to go in the fridge, with little or no assembly required. Want to handle some things but not all? Your local caterer or deli will gladly help. Order times vary, so call ahead to see when you should place your order.

For menu ideas, peruse our picnic and barbecue menu or find recipes on our blog.

THE BEVS

Premixing signature cocktails makes serving much easier. For a wide range of guests, consider a fruity beverage that can be made alcoholic or non-alcoholic, such as a strawberry lemonade. Serve the lemonade in a bubbler and let them add the liquor at their discretion. Sangria is always a popular libation, and there are tons of delicious sangria recipes to choose from (104 on the Food Network alone!). A red wine lover? Try chilling a light red for a refreshing summer option.

THE PRESENTATION

MyDrap linens (via Elle Decor)

Pretty buffets by serving dishes at varying heights. Boxes covered in a linen work great. Think outside the bowl or platter for a fun twist. Consider fruit salad skewers or individual desserts in shot glasses or mason jars (reuse mason jars in fall canning). Stylish with a social conscious? China is the most sustainable option, but for larger groups we recommend banana leaf plates. Creative Director Kurt Beadell adores MyDrap, attractive cotton-linen napkins that come on a roll. They can be washed up to six times and offer a vast array of color options. Completely biodegradable, throw them into the compost bin when done!

THE GATHERING AREAS

Guests are drawn to food, music, and seating areas. To keep guests out of the kitchen, provide them with alternative gathering spots by setting up food and beverage stations in a more convenient location. Consider setting up the beverage station on the porch, with seating nearby. Create an area for outdoor games, such as croquet, badminton, or horse shoes.

THE DECORATIONS

Light pathways to save your guests’ ankles.

Choose a color scheme with 2 colors and work it throughout. An attractive garden needs few extra touches, but you might consider signs to direct your guests or labels for food items. Have a few blank labels on hand for items your guests bring. DIY flag strands or pom-pom balls can be added to brighten up gathering spots or food stations.

THE LIGHTING

Stumbles to the restroom are no fun! If you plan to go after dark, light all food stations, gathering spots, and important pathways. Popular solutions include hurricane candles, string lights, torches, or solar lamps.

STAYING COOL

Provide shaded areas for comfort.

Take advantage of naturally shaded areas. If your party isn’t at home, survey the event locale during the same hours as your event so you know where the sun hits. Lack natural shade? Consider a shade sail with a pretty cloth, muslin or canvas. Ikea has ready-made shade sails for $25, but we found this DIY tutorial on Apartment Therapy. Mint extract and water in spray bottles can be cooling misters. Kids love water guns or balloon fight, but prepare to be target practice!

BUG DISTRACTORS

Bugs are a fact of life with outdoor hosting, but there are some tricks to deterring them. If possible, connect a fan so that a breeze runs over the food display. Use attractive glass containers with lids (i.e. apothecary jars, cake stands, etc.). Lemon candles can supplement citronella, and there’s always the standby bug zapper. If meat-loving yellow jackets are a problem in your area, the best approach is to bait them away from the festivities with meat or seafood scraps (but not too far to be ineffective), taking care to place canisters out of reach of pets and children.

PORTLAND PARKS, PERMITS & RESOURCES

Based in Portland? Here are some handy links and resources:

  • Holding Your Event in a Public Portland Park – Leaflet outlining general things to know when holding an event in a public park. Offers broader information than specific manuals listed below.
  • Reserving a Park for Your Picnic -This brochure is for you if you want to reserve a Portland park for your event. Includes locations, rates, and how-to instructions. Download application.
  • Wedding Brochure – Planning a summer wedding in the Rose Garden, Hoyt Arboretum or other park?  This is the brochure for you. Portland Parks reserve quickly for weddings, so book early!
  • Special Event/Use Permit – Instruction manual for large public events.
  • Block Parties – Webpage devoted to hosting a block party. You’ll find tips, guidelines, and application links.
  • Additional Event Permits -List of permits that may be required for your event, including links for noise permits, fire marshal permits, or parades.

Your Thoughts

Do you have any summer hosting tips to share? Add them in the comments below!

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Photo Credit

Portland-based Evrim Icoz generously donated the images of the punch and candles for this blog post. As always, we extend our gratitude!

 

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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Decor & Flowers to Complement Your Venue

Filed Under: Factual FAQs, Inspiring Ideas, Setting the Stage

We have a bride-to-be that doesn’t love her venue. Whereas she dreamed of a traditional romantic ballroom, her fiancée leaned toward industrial modern. He won (and more power to her for practicing compromise which sure comes in handy in any relationship!), so the bride has asked Vibrant Table to help her transform the event space into something closer to her vision. It’s her big day, and she deserves to have her dream wedding.
Before we even begin the rest of her decor, we’re draping the entire perimeter of the nearly 7,000 square foot ballroom to hide the raw brick walls. Then comes the rest, which includes ribbons, flower arrangements, and lighting. Don’t get us wrong, we pride ourselves on transformative event designs and LOVE these challenges, but weddings and events are expensive. If you have room in the budget, then great, but we find most hosts carefully monitor those dollars and cents.

work with the venue’s canvas

Assuming that the vast majority of our clients will find a venue that works for all parties involved, one of the best ways to optimize your budget is to choose floral and decor that enhances the provided canvas. Although tension between seemingly juxtaposed elements can become a dynamic part of your event decor, it generally takes more resources to make this tension work successfully. Complementing the venue, on the other hand, provides a cohesive backdrop with minimal effort.

Vibrant Table and Vibrant Flowers have prepared a few best practices to help you choose floral and decor that works with your selected venue, no matter the type of event.

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Botanicals

Botanicals are an essential feature of any event. Organic elements add life to a space and help ground it. While weddings will generally include more florals, even corporate and non-profit clients will benefit from having some organic elements at their events.

ROMANTIC BALLROOM
Full arrangements of garden blooms work very well in the traditional ballroom and anything goes – white peonies and roses, cascading tropical orchids, or bright local blooms. Table centerpieces can be tall or low (but don’t block your guests’ view) and the containers be a wide range of styles and materials, i.e. gold candelabras, clustered glass pillars, or a single geometric vase. Corporate clients benefit from focusing their floral budgets on large arrangements to decorate important stations, such as the buffet or bar, and then choose simple table centerpieces with only a few flower types or even single floating blooms. Wedding clients can save by incorporating the same flowers used in the bridal bouquets to take advantage of bulk savings.

INDUSTRIAL MODERN
Is your venue modern-chic with exposed raw surfaces? Choose a floral container made of industrial materials. Think  wrought iron candelabras, brushed silver, or cement plinths. Sculptural botanicals like succulents, branches, or clustered single blooms complement the minimalist backdrop. In bridal bouquets, incorporate textural elements that surprise, like billy balls or pin cushion prodia. Consider using metallic ribbon to add a touch of raw element.

GARDENS & VINEYARDS
Floral arrangements can get lost in outdoor event spaces, so if you’re going to have them, it’s generally best to have few, but go big, and be selective about placement. If you need to section a special area, for example, consider potted trees or topiaries. For weddings, focus your efforts on the ceremony area. Flank the altar with two impressive arrangements (large blooms fill better), decorate the arch with hanging pomanders, and highlight the aisle with small arrangements and petals. An outdoor space can handle any theme from tropical paradise to country kitchen, but try to work with the landscape provided. If pink hydrangeas and peonies abound at your venue, then yellow sunflowers and gingham might not be the best choice.

Lighting

Lighting adds drama to your venue and focuses the eye. First, take advantage of natural light. Placing event areas where they will be sunlit reduces the need for additional lighting. Brides and grooms, if your photographer is familiar with the venue, consult them about best locations for the head table. Second, highlight the functional elements of your event  such as bars, food stations, entertainment, and dance floor. At outdoor venues, marking pathways to the restroom and parking lot is an important safety precaution at evening events. You can turn lighting on and off throughout the event to draw guests to where you want them – like moths to a candle! If there’s room in the budget, uplight walls, pillars, or interesting architectural elements to create height. Pale backgrounds can take any colored gel lighting and completely transform the feel of the room. For darker walls, color can get lost, making the white light the go-to option. If you’ve invested in beautiful floral, pinspotting arrangements on tables creates a jaw-dropping effect.

SELECTIVE DRAPING

Drapery turns positive spaces into negative. We’re not draping every single wall here, we’re carefully using drape to direct focus and optimize space. For weddings, drape is a classic way to frame the ceremony space. It also hides eyesores, such as an unattractive wall behind the head table or service areas at venues that don’t have extra space for your caterers. At corporate and nonprofit events, it can create VIP spaces, mark entryways, or close off-limit areas.

Your Turn

What are creative ways you’ve incorporated a venue’s qualities into your event decor or theme? Are you an event or wedding planner; what tricks do you have for bringing out a venue’s best attributes? Tell us in the comments below!

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Shout Outs

As always, we are indebted to the photographers that share there work with us. They make us look good! These artists contributed to this blog:

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