Choosing the right caterer can make or break your event. From weddings to corporate gatherings, the quality of food and service plays a huge role in creating a memorable experience. Yet, with so many catering options available, it can be overwhelming to know where to start.
As a seasoned catering equipment supplier with over 20 years of experience in the food services industry throughout Ireland, I've learned that the key to choosing the best catering for your event is asking the right questions before selecting your caterer. In this guide, I’ll share my experience to help you make informed decisions.
Here’s what you’ll discover:
By the end of this post, you'll feel confident about choosing a caterer who can make your culinary event a hit.
When it comes to event catering, timing is everything. I've witnessed countless instances where poor scheduling led to last-minute panics and mediocre guest experiences. Here’s the critical questions you should ask about availability and scheduling.
This may seem obvious, but in the excitement of planning, it's often overlooked. Popular dates can book up quickly, especially during peak seasons so it is vital to establish availability from the outset.
It's also wise to check on the other events your caterer is managing on the same date. While experienced caterers can manage multiple events, you want to guarantee your event receives the best attention it deserves.
I've seen large catering operations manage up to three weddings in one day. However, this necessitated meticulous planning, a larger team, and clear communication with all clients involved. It can be done but it's not something I'd recommend for every caterer or every event.
Establishing clear setup requirements is crucial for a smooth-running event. This can vary greatly depending on the complexity of the menu, the number of guests, and the venue's facilities.
As a general rule, allow at least 2-3 hours for setup for a standard event, which will include an element of contingency. For larger, more complex events, setup may need to start the day before.
I once attended a 500-person gala that required the caterer start setting up two days in advance. It was the complexity of the menu, the custom-built serving stations, and the elaborate decorations which required the extended setup time. This planning paid off and ensured everything was perfect for the guests' arrival.
Always confirm beforehand with the venue when the caterer can have access. This is especially important if you're using a venue with strict access times. Access hitches when you have a tight schedule are the last things you want.
Clear, documented communication about pricing and packages is essential to avoid any unpleasant confusion down the line.
This figure can vary significantly between caterers, so it's important to get a clear breakdown.
Industry Insight: In my experience, per-plate prices range from €20 for a simple buffet to over €200 for high-end plated service. The average often falls between €40-€80 per person for a standard three-course meal. However, these prices can vary greatly depending on your location, the complexity of the menu, and the caterer's reputation.
Ask for a detailed list of what's included in the per-plate price. This typically covers the main course, sides, and sometimes dessert. However, it might not include things like beverages, staff costs, or equipment rental. Transparent pricing is upfront and helps to avoid any awkward misunderstandings later.
Always ask about package upgrades and their costs. Most caterers offer different tiers of pricing and service, and understanding these can help you make the best choice for your event and budget.
Example: A successful catering company I’ve worked with for years offers three main packages: Silver, Gold, and Platinum. Each level comes with progressively more elaborate menu options, better-quality ingredients, and add-on services. The value these different packages offer can be significant and is reflected in the pricing, which can be as much as €50-€100 per person between each level.
Pro Tip: Don't be afraid to ask about menu flexibility. Can you mix and match items from different packages? Are there options for customization? Caterers are often happy to work with clients to create a bespoke menu that fits their vision and budget. Client satisfaction will be much stronger when they have had a direct impact on the event's creativity.
Understanding exactly what services are included in your catering package is crucial to avoid last-minute surprises and additional costs.
This can vary significantly between caterers.
For most caterers, full-service means they handle everything from setup to cleanup, including providing all necessary equipment, linens, and staff. However, this interpretation isn't universal across the industry, which is why it is so important to check well beforehand.
My interpretation of full-service catering typically includes:
Important Note: Some venues have specific requirements or restrictions that might affect what a caterer can provide. Always double-check these details with the venue management early on in planning.
Accommodating dietary restrictions is now an essential and accepted part of catering.
Industry Trend: According to a survey by Food Insight, 52% of participants reported following a specific diet or eating pattern. This highlights the necessity of being able to cater to various dietary needs.
When it comes to catering, experience matters. A caterer's expertise can make or break an event.
Always ask for references from previous clients. This provides a valuable insight into a caterer's performance and reliability.
When checking references, always ask about:
I once had a client who was initially hesitant about placing a large order with us. After speaking with some of our previous clients, including a similar company to theirs we worked with the year before, they felt confident in their choice. They've been a repeat client ever since. References should build confidence.
It's crucial to ask if the caterer has experience with your specific venue. Each venue has its own management team, as well as its own quirks and requirements. Familiarity can make a big difference.
Having worked at a venue before gives a caterer a significant advantage. They know the layout, the facilities available, and any potential challenges. For instance, an event at a historic house with a small, outdated kitchen. If your caterer had worked there before, they would know which additional equipment to bring and plan their prep accordingly.
If a caterer hasn't worked at your venue before, ask how they plan to familiarise themselves with the facilities. Will they do a site visit? How will they ensure they're prepared for any venue-specific challenges?
The quality of the food can make or break your event. In my years of experience, I've found that guests remember two things: how the food tasted and whether there was enough of it.
It's important to ask about a caterer's specialties. This can give you insight into their strengths and help you determine if they're a good fit for your event.
I always recommend asking:
I once attended a wedding where the couple wanted to showcase local Irish produce. The caterers were able to create a menu featuring locally sourced beef, fresh seafood from the Irish coast, and vegetables from nearby farms. The guests were impressed by the quality and the connection to local producers. This approach not only resulted in delicious food but also demonstrated versatility in sustainable catering.
Never underestimate the importance of tasting dishes. It's the best way to ensure you and your caterer are on the same page about the menu.
Ask your potential caterer:
Pro Tip: Tastings are not just about sampling the food. They're an opportunity to discuss presentation, portion sizes, and any adjustments needed.
Smooth logistics are the backbone of successful event catering. Proper coordination can make an event flow seamlessly.
Understanding the delivery and setup process of any event is crucial.
Always ask:
Knowing who will be in charge on the day of your event is crucial for smooth execution.
I recommend having a single point of contact for all vendors on the day of the event to streamline communication and problem-solving.
Always ask:
There are always a few extra details that can make a big difference in how smoothly your event runs.
It's crucial to budget for all potential costs upfront to avoid any unpleasant surprises.
Always check:
The appearance of the catering staff can significantly impact the overall feel of your event.
Ask your caterer:
My colleagues' catering company has different uniform options to suit various event styles. For a recent black-tie gala we catered, they ensured all staff were dressed in formal black attire to match the event's elegance. It's these small details that can really elevate an event.
When it comes to planning an event, the right caterer can elevate the entire experience. By asking the right questions, you’ll ensure that your event not only meets but exceeds your guests' expectations in terms of food and service.
Remember: clarity about your needs, budget, and vision will help you find a caterer who can deliver on all fronts. With the insights shared here, you're now equipped to make informed choices that will make your event unforgettable.
Ready to take the next step? Start by creating a list of your top priorities and reach out to potential caterers for a consultation today!
Choosing the right caterer is about more than just finding someone who can provide food. In my experience, here's what you should consider:
I always encourage clients to trust their instincts too. If you feel comfortable and confident with a caterer, that's a good sign.
Weddings are often the most complex events we cater, so it's crucial to get all the details right.
Here are the key questions I recommend:
Ciaran Kilbride is the CEO and Founder of Caterboss, Ireland's leading supplier of catering equipment. With years of experience in the food and hospitality industry, Ciaran established Caterboss in 2017 to provide high-quality, reliable equipment tailored to the needs of professional caterers. His commitment to innovation and customer service has helped Caterboss grow into a trusted name, known for anticipating industry trends and consistently meeting the needs of its clients.
