Eventful Ideas
Food and Beverage - Considerations and Checklists
Though food and beverage is only one element of an event, it is a major contributor to its success. A scrumptious meal and interesting beverages will have people talking about your fantastic event for months – a poor meal can have them talking about it (negatively) for years!
Your relationship and communication with your caterer, therefore, is very important. You need to find a caterer with professionalism, good judgment, flexibility and great communication and problem solving skills. Some caterers serve off-site functions, while others cater out of their own facility. Be sure that when you are considering bringing an off-site caterer in to a facility that you are able to do so. Many facilities have restrictions about using in-house food services. You also need to check on any restrictions the facility may have on alcohol and who will be responsible for purchasing and licenses.
Have the caterer review the site with you. The type of food, how it will be served, the number of serving personnel and other details pertaining to food will depend a lot on the facility you choose. Choose a caterer who has enough experience to handle the unexpected, especially if the site is not equipped with a standard kitchen.
Be direct and realistic about your budget so that the caterer can do the best possible job for you. Let the caterer know the purpose for your event, who the guests are and the image you want to project.
Give your caterer a detailed schedule of the event so he/she can determine how long service personnel will be needed from setup to cleanup.
Catering costs usually encompass food, beverage, equipment and staff. Payment procedures will vary among caterers, however, a sizeable down payment is usually required with the balance due the day of the event.
Helpful questions to ask when choosing a caterer:
- Is the caterer professional in appearance and actions?
- Are personnel experienced with food service and customer relations?
- Are personnel First Aid/CPR certified?
- Who will be your ‘go to’ person for the event?
- What type of experience does the caterer have with similar events? Can they provide you with references?
Menu issues to consider:
type of food - hot or cold food or both?- uniqueness and/or theme related foods
- quality (be sure to sample the food before confirming your menu so you are certain about what you are getting)
- number of courses
- variety of choices
- special dietary requirements
- host or no-host bar, full bar, or premium bar
- beverage to be served with dinner
- number of personnel – bartenders, wait staff, bus persons
Room/Table arrangements:
What type of setup do you require - round or rectangular, u-shaped, square, or head table?- Will tables be numbered or reserved?
- What arrangements will be made to accommodate extra people?
- How will traffic flow?
- Where will bars be located?
- Is there storage space available for equipment?
- What type of extra charges will there be for overtime, security, gratuities, and taxes?
- What is the deposit amount and when is it due?
- When is the final head count due?
- What is the timeframe for set up and cleanup?
Calculation of Beverage Portions:
- Coffee: one gallon (3.8 liter) = 60 cups
- Punch: one gallon (3.8 liter) = 24 people
- Champagne: one bottle = 6 flute glasses, one case: 72 drinks or 45 – 50 people
- Liquor: one 750 ml bottle = 25 drinks
Get everything in writing and sign contracts several months before your event. The catering staff should go over everything with you, item by item, to make sure that your event will be everything you have imagined... whether simple or extravagant.
