Choose the Right Catering Service for Your Fundraising Event

When meals is part of your fundraising occasion you have to select a catering service properly. How your company keep in mind your fundraiser will enormously rely on what they considered the meals and repair. These reminiscences, good or dangerous, will affect them when it comes time to consider attending your subsequent fundraising occasion.

Advance preparation is the important thing. Many venues that you choose can have a restricted record of Cream Deluxe Gold catering providers which may be used. Some might insist you utilize their in-house catering service. Others might haven’t any restrictions in any respect. Regardless of which place you end up in, you have to permit ample time to discover your catering choices earlier than you make your alternative.

When you might have many catering selections I like to recommend that you simply hold your notes in a centralized location. A pocket book with pockets or an expandable file folder could be excellent. Apart from retaining your self organized, it’ll mean you can embrace this useful information together with your occasion info which must be handed right down to subsequent years occasion organizer.

Listed here are the principle issues in selecting a catering service:

Checklist Your Catering Wants

In an effort to obtain correct bids to your fundraisers meal you have to present an inventory of your catering wants. Necessary objects to incorporate are:


  • Date and time of your occasion.
  • Location of your occasion.
  • Indoor or out of doors.
  • Is there a kitchen on web site?
  • What number of company (verify for minimums together with your catering providers)?
  • Dietary considerations (vegetarian, vegan, gluten-free, kosher, and so forth.).
  • Alcohol wants.
  • Serving wants: buffet type, conventional sit down dinner, household type, meals stations or cocktail reception.
  • Time accessible to arrange and to interrupt down the occasion?

Your Catering Price range


Let your caterer know your funds up entrance. Be clear about what kind of occasion you might be planning. Alert them to any theme or type to your occasion that would or must be mirrored within the menu.

Do not assume that a buffet or meals station is cheaper than a sit down dinner. All of it will depend on the kind of meals served, not the way it’s served.

Some decrease value choices embrace Hors d’oeuvres Reception or Deli/Celebration Trays Reception, a Salad Luncheon, a Dessert Celebration, a Tea Celebration, or a Cake and Punch reception. In case you are not planning to host a full meal, it is best to schedule your reception or social gathering throughout a non-standard dinner time (between 2-4pm or after 7pm).


Some catering providers are extra ridged of their menu selections and choices. Good inquiries to ask are:


  • Have they got set menus or can they customise menus in response to the type of your occasion?
  • Are they in a position to accommodate company with meals allergic reactions?
  • Do they work with contemporary or frozen meals?
  • What are my beverage choices and price: water, milk, gentle drinks, espresso, tea, and so forth.?
  • When will I must finalize the menu?
  • When will they want a remaining head rely?

Portion Sizes & Presentation


Ask to see pictures of the meals that has been served at earlier occasions. You’re on the lookout for portion dimension and presentation. No one needs to be stunned with small serving sizes or a sloppy wanting plate. An image of a set desk (silverware, dishes, glasses, napkins, butter dishes, salt & pepper, and salad dressings) must be checked to verify it’s as much as your requirements.

Style Take a look at

In case you are utilizing a brand new catering service you must ask to pattern their menu. Ask if there’s a price for a pattern tasting?

For those who really feel the necessity, you may additionally request a tour the catering facility, particularly the kitchen. This might be mixed with the pattern tasting.

Some even go as far as to make a shock occasion web site go to to evaluate the catering service in motion.


In case you are planning on having alcohol at your occasion it’s usually beneficial utilizing the identical catering service present the bar and repair to maintain issues easy.

You’ll have to determine whether or not to have an open bar or money bar. Will the drinks be served on the bar, buffet type, and do the wait employees refill drinks on the tables?

In case you are supplying the alcohol and they’re bringing the combo & set-ups, what’s the value per particular person? In case you are offering the alcohol, will the caterer cost you a corkage price?

There are various different points so that you can take into account when serving alcohol at your fundraising occasion. An skilled catering service will information you thru all of the hurtles.

Who’s In Cost On Web site?

Ask your caterers who will probably be in control of the meal being served. Hopefully, however not at all times, your caterer will probably be on web site. If not, be sure that and safe the identify of the particular person in cost. In case of issues or difficulties you will have to work with this particular person carefully. Be sure to are launched to the particular person in cost earlier than the occasion or on the day of the occasion.

Wait Employees

Good service, like good meals, has a manner of creating an occasion memorable. Gradual service may also adversely have an effect on the tempo and agenda of your occasion.

Ask what the ratio of servers to company will probably be to your occasion. rule of thumb for a sit down dinner is one server for each Eight-10 company.

Get a dedication out of your caterer for what number of waiters, busers, and bartenders will probably be offered. On the day of the occasion verify and ensure all of them present up. If they do not all make it you might have case for asking for a discount within the value you might be paying.

What’s going to the wait employees put on? Be sure that the wait employees is dressed appropriately to your occasion.

Rental Gear

It is essential to be completely clear about what the wants of your occasion are and what your caterer will probably be supplying and the way a lot it’ll value.

Does the value embrace desk linens, napkins, dishes, and glassware? Ask to see samples.

Are there any colour selections for the desk linens and dinnerware?

Some catering providers will even have accessible skirted tables, tables, chairs, furnishings and different rental objects together with tents too.


Some catering providers will present desk decorations, normally for an extra value.

Centerpieces, flowers and candles could also be accessible.

It’s possible you’ll want to have a menu board offered for the company that describes the elements of the dishes being served.

License, Permits & Insurances

A catering service that’s licensed and has the suitable permits and legal responsibility insurance coverage at all times tries their finest to comply with protected meals dealing with practices and well being code pointers. Clearly, that is in your finest curiosity. No one needs a sick visitor as the results of the meals that was served at your occasion. And if there’s a drawback, your caterer’s legal responsibility insurance coverage ought to cowl the issue. Be sure that the caterer’s workers are lined by staff’ compensation so if one thing goes unsuitable the caterer is liable, not your group.

Many un-licensed and un-insured catering providers can have decrease costs as a result of they do not should cowl these overhead prices. Be cautious of any bids or quotes you obtain which are considerably decrease than the others. This will point out a fly-by-night firm or an inexperienced one.


Ask your potential catering providers for current previous references. Be sure that and name these references! Ask concerning the caterer’s meals, skilled expertise, character, and talent to deal with something sudden.

Test with the Higher Enterprise Bureau in your city and inquire if they’re a member and if there are any complaints in opposition to the corporate on file.

Hidden Prices

Are gratuities included within the meals costs? If not, what’s the gratuity cost? What’s the coverage for cost? Some caterers request money, others settle for checks or bank cards.

Be sure that your pricing consists of any taxes to be paid.

Know what your catering providers time beyond regulation coverage is and the way time beyond regulation fees are calculated. In case your occasion runs lengthy or has a delay these fees might kick in, even when the trigger isn’t your fault.

Monetary Preparations

Every catering service might calculate your fundraising occasions meal otherwise. To make sure you are evaluating apples to apples it will be smart to create a easy verify record. Use the verify record to verify that every catering service is offering the identical providers.

All the time inquire how a lot deposit is required and when the ultimate stability is due.

After you might have chosen your caterer, they need to present a written contract so that you can signal. You must also be offered a duplicate of the contract signed by your caterer.

This must be a totally detailed contract that displays all of the specs you want (occasion date, time, & location, menu, value per particular person, date to finalize the pinnacle rely, arrange and tear down occasions, tipping coverage, cost coverage, rental gear and decorations included, kind and variety of employees offered, time beyond regulation coverage, and some other related providers offered).

The contract must also element the cancellation and refund coverage.


Lastly, at all times search for a catering service which you can be comfy with. Having confidence in your caterer is vital. You do not need to preoccupy your self with second guessing their each choice.

Search for enthusiasm. It is vital to search out somebody who will deal with you want their most vital buyer, it doesn’t matter what the dimensions of your occasion.

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