Some people will soon have holidays, but poor HRs will have new worries, because they still need to organize the event. And the main questions, the headache of the HR and the “event” are how to choose a site, contractors, feed the guests, monitor everything from start to finish.
If you organize events from time to time (work for an event agency or a customer company), then you have to use the services of catering companies. So, what special care should you take to avoid problems and headaches at the event? There are several points.
What Is Catering?
Catering is a service that deals with organizing events and celebrations off-site. In the United States, off-site catering has long been used to organize weddings and receptions. Catering includes not only the preparation and delivery of dishes, but also table setting, decoration of the venue or hall, entertainment, guest service, and subsequent cleaning.
Functions Of A Catering Company
The peculiarity of catering is that it is not the guests who come to the restaurant, but the employees of the catering company who go to the specified place, providing the necessary comfort and exquisite cuisine. Not every restaurant is able to provide this service. Specifics of on-site catering service:
- To carry out on-site catering, special equipment is required, designed for the preparation, cooling and storage of food in any conditions;
- Employees must have specific knowledge and skills, correctly calculate the amount of dishes, cutlery, furniture for accommodating guests – all the inventory that must be taken with you to fulfill the order;
- Own transport is required for timely delivery of provisions, equipment, and furniture to the venue.
- Reliable suppliers.
On the other hand, off-site catering allows you to organize an event for a large number of guests, while most restaurants can accommodate no more than 200-250 visitors. You can organize a banquet in your own office, a rented country mansion, on the deck of a motor ship, on the river bank, on the roof of a house.
Evaluate the offer of a catering company in Frisco, TX
The proposal is your first litmus test when evaluating a potential catering partner. So, what to look out for:
1. Seasonality of the menu
In winter, people usually eat more than in summer. And in summer, they drink much more. Salads are more popular in summer, hot dishes – in winter. So, do not forget about the weather and the features of the venue where the event will take place.
For a picnic in a sunny meadow, you should not choose salads based on mayonnaise or cream dressings. In addition, be sure to pay attention to the circle of invited guests: what will attract them, and what you should avoid. For large international events, you may need a menu of several types, for example, with vegetarian or kosher dishes.
2. Not too much and not too little
It is always unpleasant for the organizer when there is a lot of food left after a banquet or buffet: it looks like the order was made incorrectly, which means that more was paid than necessary. However, it is even worse if there is not enough food and the guests are left hungry. How to avoid these mistakes?
There is a way! You need to calculate the consumption of food and drinks per person in advance. If you are holding a banquet for 4-6 hours, then the minimum per person is 1.2 kilograms of food. For a buffet for 3-4 hours, 700-900 grams per person will be enough. Drinks for a buffet are ordered at the rate of 1-1.5 liters per guest, for banquets – 1.5-2 liters (if it is a fairly long banquet).
Material and technical base of a catering company
🍽️ Waiters
The offer must include the waiters’ uniform and their number per table. This is especially important if you have a VIP area. In Frisco, waiters are one of the weakest points of catering. Working as a waiter in a catering company is not very prestigious: it is considered temporary or one-time employment. As a result, it is difficult for off-site catering restaurants to guarantee the professionalism of this part of the staff.
There are only a few catering companies that have at least some waiters on staff. This provides at least some guarantee of quality – at least in the most important areas. Basically, catering companies hire staff for a while. As a result, the same people often work at events organized by different companies.
During peak periods, for example, in December, when companies organize large-scale holidays, many waiters are required, so newcomers often work at corporate events, and this inevitably affects the efficiency and quality of service.
📐 Table layout
This should also be attached to the proposal you receive. And here again, pay attention to how many waiters will serve each table – this is important! Sometimes it happens that a waiter leaves and does not return for a long time. This is unpleasant for guests and, of course, can spoil the overall impression of the holiday.
Wanting to save on the event venue for the event, companies sometimes try to optimize the space – to place tables as close together as possible. This is a mistake! It can lead to inconvenience and delays in service. Waiters should have easy access to each table.
🏢 General capabilities of the company
It is worth asking how many guests the company can serve in principle. This is especially important if we are talking about a large-scale event. Only a few catering companies in Frisco are able to serve 1,000-1,500 people on their own technical base. There are hardly more than five such companies. All the rest will rent equipment and furniture from each other.
This will not necessarily be a problem, sometimes there is nothing terrible about it. But it is better if you know about it in advance and are ready for the fact that the areas of the site will be furnished differently. It is worse if the result is a lower quality of service than you expected.
🍷 Tableware
The material and technical base also includes tableware and glass collections. Ask the company to show all available options for your number of guests. Very interesting, beautiful, unusual collections are often offered for the VIP zone or a private party.
⚙️ Features of the technical task
This point is closely related to the material and technical base of the company, and is very important in itself. Analyze the technical task that the catering contractor sent you. It must include three points:
- Electricity request,
- Footage of the technical zone,
- Water connection.
As practice shows, it is not easy to fulfill all the contractor’s requests at all venues. Therefore, we always recommend holding a three-party meeting on site: you and the representatives of the catering company and the owner of the venue you are renting for the event.
It is best to organize even two such meetings: the first as early as possible, when you are still choosing the event venue, and the second before the event, when the plan for all technical zones and the placement of decorations is ready. This way, all parties will feel more comfortable and will be able to work calmly.
Request a Tasting Session with the Chef to Ensure Quality and Satisfaction
This is an option that we highly recommend asking for from a catering company. It is a normal practice, so don’t be shy. Even if you are confident in the company – for example, you used their services last year. Unfortunately, sometimes chefs quit, new ones come in, and because of this, the taste of familiar dishes can change dramatically.
Ask the chef who will be cooking at the event to be present at the testing. No matter how professional the catering company manager who works with you is, any changes to ingredients or entire dishes will have to be agreed upon with the chef.
Direct communication will save you time and make it more efficient. If you don’t like a dish, ask for it to be replaced. This is normal. The best catering companies even prepare one or two backup options for such cases.
During the testing, you should be shown the table setting, options for dishes, glassware, waiters’ clothing, and table decoration. The tasting will give you a clear idea of the professionalism of the catering contractor, and the presentation of dishes, service and communication with the catering company employees will provide food for thought and conclusions
A view from the outside
This is another “litmus test” for choosing a contractor. Try to visit some event where this contractor works. You should be interested not only in a beautiful picture, not only in how everything is beautifully laid and how the tables are decorated. Be sure to go into the kitchen, see how clean and neat they work here.
Are sanitary standards observed? Are there any foreign odors? Is everything cleaned? Also pay attention to the staff that goes to the event. How professional and neat are the managers and waiters. This is the face of your event. We always agree in advance that the waiters have medical books.
If possible, visit the venue ahead of time – look at the installation, preparation and setting of tables. Are sanitary standards observed here? A lot will become clear to you right away.
Don’t risk a catering catastrophe
Using the technology group
Another method that helps a lot is to involve a technology group. Who should be included in the team? The technological group does not need a chef: two chefs in one kitchen will not get along. But a technologist and a banquet manager will be useful. What can they do?
Make sure that everything is according to the regulations, that the hot dishes are brought out hot, and the salads and purchased products are fresh, not stale, that everything is on time, and that there is exactly as much on the plates as it should be.
The technology group will also help to monitor the bar. Alcohol costs make up a significant part of the budget, but often organizers face the fact that after the event it is impossible to pick up the remaining alcohol, and unlike food, it does not spoil quickly. The reason is that all the bottles are open. The technology group will make sure that everything is opened as needed, and the bartender reports on the consumption of corks.
Final Words
Of course, there are still a lot of nuances that cannot be covered in a short article. But even if you take into account what we have told you today, we are sure that your work will be calmer, more pleasant and more effective!
The right catering company ensures your corporate event runs smoothly and leaves a lasting impression. Focus on quality, reliability, and professionalism to create a memorable experience for your guests.
Frequently Asked Questions (FAQs) About Catering company
What do professional catering services include?
Professional catering services typically include food preparation, venue setup, tableware, waitstaff, event cleanup, and sometimes entertainment. These services ensure a seamless experience for your guests.
How can catering services prevent event disasters?
Hiring experienced catering services helps avoid event disasters by ensuring proper food quantity, timely service, professional staff, and attention to logistical details like layout and equipment.
Why should I choose professional catering services over in-house arrangements?
Professional catering services offer expertise, specialized equipment, trained staff, and consistency, reducing the stress and risks involved in organizing large-scale events internally.
How do I choose the right catering company for my corporate event?
Look for catering companies with a strong track record, detailed proposals, tasting sessions, technical readiness, and the ability to serve your expected number of guests efficiently.
Can catering services handle special dietary requirements?
Yes, most professional catering services can accommodate vegetarian, vegan, kosher, halal, and allergy-specific meals with advance notice, ensuring all guests are served appropriately.
