3 Things Often Overlooked in Catering Contracts for Your Corporate Event

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W3 Things Often Overlooked in Catering Contracts for Your Corporate EventCatering contracts: When planning or hosting a corporate event, the caterer can be the vendor that will make or break your event. You should never assume the caterer understands every aspect of your event. Each client they work with is different so it’s important to be very thorough in your conversations with the caterer. Before you sign the contract, there are a few things to keep in mind.

 

 

Attire

It is very important to make sure your caterer and their staff members dress appropriately for your specific event.

  • Is the corporate event a black tie gala where attendees will be in cocktail attire? If so, consider having the staff in black pants, white button down shirts and a bowtie.
  • Is your event featuring French Service? Perhaps the caterers should be in tails and gloves.
  • If the event is a daytime luncheon where business attire is appropriate, the caterers may be dressed in all black or maybe the event is a more casual one and jeans are appropriate.

Black Tie Gala Attire

3 Things Often Overlooked in Catering Contracts for Your Corporate Event

Photo Cred: Chefsmarket.wordpress.com

 

Corporate Luncheon Attire

3 Things Often Overlooked in Catering Contracts for Your Corporate Event

Photo Cred: Chefsmarket.wordpress.com

Set up time

Every event and venue is different. Don’t assume that the caterer’s average set-up time will work for your specific event. Ensure they arrive early enough to be set and ready by the time the doors to your event open. But also make sure they aren’t arriving so early that the food will be cold by the time it is being served.

A few questions to consider when discussing timing with the caterer are:

  • How extensive will the set-up be?
  • Are there several items that will take time to set in place?
  • Will you need to carry a lot of items into the venue?
  • How far will the caterers have to walk between the food tables and their vehicle?

Discuss in detail the amount of time it will take the caterer to set up and when you need to be completely ready.

Consumption

Catering contracts should clearly state if charges are based on consumption or a per-person price, whether you are serving alcohol, sodas or juices. In most cases, consumption is the most cost-effective way to go.

  • If you choose this route, it is extremely important to conduct an audit both before and after the event.
  • When your caterer arrives, you’ll need to count all beverages so you are aware of how many there were in the beginning. At the end of the event, count all unopened containers.
  • Subtracting the remaining amount from the beginning amount will give you a very accurate idea of the charge you should expect to see on your bill.

Again, a caterer can be the single most important piece of your event. Take time to read through the contract before you sign so you don’t overlook these important details..

Cocktail Napkins Mathematics

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There are several online calculators out there, from event budgeters to mortgage calculations. When recently ordering cocktail napkins for an event we were amazed to discover there are calculators for that as well! After evaluating all the formulas out there, here’s the formula we created to determine the optimal number of napkins for your event.

(1.5 napkins) x (# of guests) for the 1st hour + (1 napkin) x (# of guests) x (# of additional hours) = Ideal Number of Napkins

Example: I have 175 guests coming to my event, which last for 4 hours.

(1.5 x 175) + (1 x 175) x (3 additional hours) = 787 napkins

External factors may affect your total numbers, including, if the napkins are being used for passed appetizers in addition to cocktails, if your guests are heavy drinkers, or if guests are coming and going and not staying the entire time. You may want to consider some of these factors and adjust your quantity accordingly.

BEO: It’s Not Just About Food

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A Banquet Event Order (BEO) is the contract and final say when it comes to your event at a hotel property. It is the sole document that a property will work off of throughout your event.

The BEO is given to numerous hotel staff a week before your event. If your BEO’s are not final at this point it could be detrimental to your event. Every detail in the BEO is important – times, dates, room set-ups, tech needs, quantities and even the special dietary needs of your guests. For corporate events you will also want to make sure that you are following any branding or sponsorship guidelines. You don’t want to be serving Coke products if the sponsor is Pepsi. From an efficiency standpoint its also important for the property to know if you are bringing in any items like linens, chairs, napkins or specialty items like butters or garnishes for desserts so they can plan accordingly.

Each hotel employee needs to know what you will or will not need for your event. From the top management level making the schedule to the kitchen staff preparing your meal and even the facilities staff setting out your tables and chairs. No one is ever going to look at your organized and very detailed paperwork; they will only use the BEO. If the BEO isn’t correct you won’t have any leverage when you have problems!

In the list of priorities BEO’s should be on the top of your list!

Inspiration From the Culinary Industry: Recreating the Alinea Dessert Experience at Events

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As a creative bunch, some of our fabulous ideas are often outlandish without a concrete method of execution. This is where our vendors, who are all connoisseurs in their own areas, come into play.  One such idea was inspired by Alinea Restaurant in Chicago.

We recently did an event where one of the client’s main goals was to increase opportunities for networking and interaction throughout the evening. We had been dying to replicate the famous chocolate dessert created at the esteemed Chicago based restaurant, Alinea, and saw this as the perfect opportunity. However, doing it for an event of 450 people was a serious undertaking. The dessert at Alinea begins with a silicon tablecloth; the chefs then create a stunning almost Picasso like artistic creation, transforming dots into squares with gel, a chocolate & honey explosion created with freeze dried blueberries scattered on the cloth. It’s almost impossible to describe, so check out the video online!

For our recreation, we were working with an amazing caterer who at first was unsure they could pull it off. Eventually, our encouragement pushed them to take on the challenge.

Not surprisingly, the caterer exceeded our expectations as well as our client’s. They went with a chocolate and cherries theme that included nitrogen poached cherry mousse, Belgian chocolate pate, crispy macaroons, and cherry vodka foam. It provided an opportunity for the guests to interact with each other as well as with the chefs creating the dessert and everyone had a ball! It tasted and looked amazing as you can see in the picture above.