Choosing a Caterer
Whatever the style of your event, you want guests to be wowed by dishes and drinks that look exciting, taste delectable, and are presented with flair. Save yourself stress and mess by opting for a professional caterer and service staff.

The help of an experienced catering team is particularly important if you're planning a themed or formal event. Many larger venues provide a caterer and/or function manager as part of their hire package. If they don't offer catering, you'll need to outsource it. You'll also need reliable, presentable serving staff.

Can we afford it?
Professional caterers can help you make good use of your budget in a number of ways:

¥ Their experience at buying and preparing food to suit groups of various sizes make errors of judgement less likely.
¥ By working fast, minimising waste and getting equipment and ingredients at trade prices, catering companies can often produce a "per head" cost that rivals your own.
¥ Caterers can usually get you a cheaper deal with beverages, glassware, crockery, wait staff and party equipment, as they deal with these suppliers on a regular basis.

If your budget won't stretch to a fulltime caterer, engage a pro for an initial menu consultation, or to part-cater the event - eg. by providing the more complex dishes on the menu, or by doing the cooking but not the serving, or the food but not the alcohol.

Sourcing a caterer
As soon as you're clear on the party basics, start sourcing caterers. Narrow your search with recommendations from colleagues, friends or clients you trust. If possible, talk with people who've used the caterers you're considering.

If you have an event manager, ask for suggestions. Most can recommend catering companies and event staffing agencies appropriate to your needs and budget. And they may be able to get you a better deal on catering than you can negotiate for yourself.
Get as much information as you can on caterers and staffing agencies in your city or locality, by checking websites and promotional materials.
Set up meetings with representatives from at least a couple of the companies on your short list. Discuss your party needs in detail, including:

¥ the type of food and drink you wish to serve;
¥ the theme, if the menu needs to match it;
¥ guest numbers;
¥ the formality of the occasion;
¥ food presentation ideas;
¥ cost per head for various menu options;
¥ portion sizes;
¥ serving schedule, staff breaks, start and finish times, overtime rates and conditions ;
¥ wait, bar staff and baristas, if they're part of the package.

Check who's responsible for the printing of menus, as well as the provision of dinnerware, glassware, table linen, tables, chairs and covers, centrepieces, candleabra, buffets, bain-maries and warmers, portable ovens, barbecues and spits, coffee carts/ machines, mobile bars, etcetera. If it's part of the catering package, what's the charge? And who's responsible for breakages?

Ask to see and taste sample dishes and any matched wines before deciding on your menu. Work with the caterer to create an exciting menu and presentation plan for your party.

Get a detailed breakdown of costs, duties, menus, etc, and ensure you agree on key details. Check caterer and staffing agency licenses, product and public liability insurances, workers' compensation and proper catering credentials. And get it all in writing before signing contracts.

Don't leave booking a caterer till the last minute, especially if your party's scheduled for a busy night of the week or time of year. Top caterers have tight schedules and tend to get booked up months in advance, especially during the busy spring season.

This chapter continues in Party Magazine