Guidelines for Beginning Caterers

I wish I had had a checklist when I catered my first few weddings. Luckily my early weddings were at our restaurant, so if something was missing we only had to run downstairs to the kitchen or prep room to get it. If you are just starting out as a mainly off-premise caterer (in other words you go to a different location for every event) then it is imperative that you do not forget ANYTHING. Chances are you will not have time to run to the store or back to your own kitchen to get it. And it only takes one small mistake to seriously mar the good impression you are trying to create.

Case in point: We had one meal where we served beef tenderloin as a part of sit-down dinner. As we brought out the first round of plates, a guest asked for a steak knife. I had completely forgotten to have steak knives ready. Luckily, we were working in-house, so after a quick scramble we had knives. If it had been an off site reception it would have had lasting impressions, of "Yeah the food was good, but they forgot the silverware."

Whenever I prepare for any event, large or small, I sit down and picture the whole event from start to finish in my head. Here is a sampling:

1. Are they having appetizers? Then we need appetizer plates, cocktail napkins and serving utensils.

2. Are hot appetizers on the menu? I need a chaffing dish, as well as fuel cell to keep it warm. Cold chaffing dishes are pretty useless, as I found out the hard way.

3. Are the wait staff going to pass appetizers around? Then I need several nice platters or trays.

4. Is there going to be a coffee station? Don't forget the creamers, stirrers, sugars, sugar substitutes, ect... You would be surprised at how many people get miffed because there are no creamers available.

5. Am I providing the liquor and drinks for the bar? That is entirely new list too long for this article.

6. Am I responsible for cutting the cake at a reception? If so, then I need my big knife and plenty of extra plates. (The ceremonial knife the bride and groom use is next to useless.)

If the main meal is to be served as a buffet, I always recommend having your staff serve the buffet line. There are a couple of reasons for this. When people self-serve they take too much of everything. I like to remind my clients that a buffet dinner is not an all-you-can-eat dinner. When your staff serves the food, they can control the portions, as well as answer any questions guests have, concerning ingredients and dietary restrictions. You would be surprised how many people do not readily recognize a stuffed chicken or are allergic to mashed potatoes.

Plated meals require a ton of extra staff, so be prepared and price your quote accordingly. Rule of thumb, for a plated meal, 8-10 guests per server. For a buffet, about 25 guests per server is a good estimate.

Be sure to communicate to your client what duties you are and are not responsible for. For example, are you running the bar? If so, most states require an off premise liquor license, which needs to be ordered weeks in advance. Are you providing table linen? Will you set up the room, as well as decorations? If so, often times it will need to be done the night before. Will you clean up at the end of the event?

Many full scale catering operations provide all these services. If you are just starting out, don't overextend yourself by agreeing to do everything. Stick with just the food. I am very clear with clients that I only set up and clean up my area, which includes the buffet line, and kitchen. My staff will clear tables of plates and silverware, but we do not clean up the entire hall. Usually, I offer to set out any table favors that can't be put out the night before, such as flowers or candies. It takes no time to do this, and offering a "free" service makes the client feel like they are getting their money's worth.

Always have one final meeting with your client before the big day. I had a bride switch the main entrée at the last minute from chicken to fish (yuck), though she claimed she told me weeks before. I poured through my notes and nothing to back up her claim. However, the customer is always right (even when she isn't) and I had to scramble to order the correct food.

Preparations and organization are just as important to successful catering as good food and service. The old cliché is true: Failing to plan is planning to fail.