There are really only two ultimate goals when choosing a caterer or catering service to provide some or all event food: finding a catering service that you can work with, and ending up with the party food that you want.

While there are many factors that go into choosing a caterer, in the end it comes down to finding someone you get along with who can make the food you want, serve it the way you want you want, and do it all at a price you can afford. The rest of the details are just that: details. They’re important, but they will fall into place with good planning.

Step 1: Know Your Event Details

Knowing the scope of your event will make it easier when talking to potential caterers. Flying blind will lead to frustration and potentially wasting your (and the caterer’s) time. These are the things to have a clear idea about before you even think about looking for a caterer:

• Decide if you want full or partial catering services. This is actually a fairly big deal, since while most caterers are open to providing partial service, not all of them are. If you’re considering partial service catering, the first question you ask any potential food caterer should be whether they provide that service or not. There’s more to an event than food. Make sure you know who will be responsible for:
  • Cooking the food.
  • Serving dishes and utensils.
  • Plating the food.
  • Plates and utensils.
  • Setting up the space — tables, chairs, serving tables.
  • Decorating the space.
  • Alcohol and beverages.
  • Cleanup.
• What is your event? Make sure you have a clear idea that you can communicate. “I’m having 10 people over for a casual party and poker night” is very, very different from “I’m having 20 people over for my daughter’s Sweet 16 pool party” and a world away from “We’re having a formal engagement party at a club for 30 people.” The type of party (and location, but that’s further down the list) can be a big factor in which catering service you choose.
• How many (and who) will be attending? Brainstorm this before you think about the date, so you can keep people’s availability in mind, and plan for if will be special food options (vegetarian/vegan, halal, gluten-free, food allergies and whether a separate children’s menu will be needed).
• When will the event be? Is it set or is there flexibility? There’s a bit of wiggle room in the planning stage, but you’ll need to set a firm date as soon as possible, preferably before selecting the final catering service.
• Where will the event be held, and is there flexibility in the location choice? If your event is at a facility, make sure to check if outside caterers are allowable, or if they have a set list of vendors they work with.
• Do you want a particular type of food? Knowing what you want will help you find a service that specializes, or is at least experienced in making the dishes you need.
• How much do you want to spend on the event? This is the big one. Set your budget and stick to it. And (more on this below) make sure to know the scope of services and get everything in writing.

Once you’ve established the basic details of your event, you’re ready to find a catering service that can handle fulfilling the event requirements. While it would be nice to just hire the first caterer you can find, actually finding one who can meet all your needs is a little more complicated. A little legwork goes a long way to having a successful — and stress-free — party.

Step 2: Finding A Catering Service

The best way to choose a caterer is actually see (and taste) their food in action. Start with making a list of possible catering services and narrowing the list down to a manageable number for tastings.

• Make a list of potential caterers:
  • If you’ve decided on one particular type of food (ie, clambake, sushi, bbq, Indian food, etc.) limit your choices to only catering companies who specialize in or at least have experience making that type of cuisine.
  • Do you know anyone who hosted a similar event where you loved the service and the food? If you do, find out who the catering company was and add them to your list.
  • Check the Internet – search for caterers in your area, local foodie sites, web directories, etc. Our local catering directory is a great place to start!
• Call the caterers on your list:
  • Check their availability for the date.
  • Find out about their payment terms: cash, check, credit cards, PayPal. How much of a deposit is needed (and when) and when is the final payment due?
  • Get at least two references per caterer and call them.
• Narrow the list down to 2 or 3 choices. Try to include catering services that meet at least 3 (if not all 4) of the following qualifications:
  • Caterers that have your date or date range open.
  • Services that are in your ballpark budget.
  • Contacts that you got a good “feel” from in the initial conversation.
  • Companies whose references checked out well for client satisfaction, pricing and ease of communication.
• When the list is narrowed down to 2 or 3:
  • Call them and go over the details of the event.
  • Schedule tastings to meet in person and develop a plan for each service to prepare an estimate.

You have a clear picture of your event details: the date, the location, the number of guests, special food requirements. You’ve talked to and met with catering services and chosen the one that best fits your needs and budget. No matter whether you’re using full or partial catering, now isn’t the time to just sit back and wait.

Working successfully with catering services comes down to two things: timing and communication. Details should be finalized as soon as possible after choosing a caterer so that the final schedule can be set. Once that is done, along with a check-in or two (depending on the amount of time before the event) to make sure everything is going according to plan, things should sail smoothly along.

Step 3: Working with Your Caterer

• Finalize the deal. Have your caterer create a contract based on their prior written estimate. Make sure that it clearly spells out all the details of the services to be provided, including:
  • Itemized pricing for everything included. Food, service, set-up, dishes, serving dishes, supplies, decor/table decorations, gratuity, taxes.
  • Especially in cases where your catering service is only providing partial catering, make sure there’s a section for “client/customer will provide” items. This will help eliminate any confusion as to who is responsible for what.
  • Have the contract specify the name and phone number (including a mobile number) of the catering service contact or event coordinator. Also specify whether that person will be physically present at the event or will only do the advance coordination.
  • Make certain the contract specifies, and that you fully understand, the pricing structure. Check for things such as “guaranteed miniumums,” deposit and final payment requirements, insurance fees and cancellation/change policies.
  • Both you and your catering service need to sign the contract and keep a copy.
• Stay on top of the timing:
  • Mark reminders on your calendar for checking in with the caterer. Touch base one month before, one week before, and two days before the event to make sure things are on schedule.
  • Make a single list of what has to happen and when, with dates. As things get done, check them off.
• Keep your information easy to access: Keep all of your notes in a single location so that if questions arise you’ll have the answer near at hand. Pay special attention to:
  • The number of attendees, with a separate number for children.
  • Special food diets, allergies or concerns.
  • If you’re doing some of the cooking, keep shopping lists, recipes and ingredient lists with all the other information so that they’ll be easy to find when needed.