Chat Archive September 23, 2009

Good evening everyone. My name is Eric Kallestad and I'm looking forward to helping you answer some of your general catering questions tonight. My background includes catering at The Kingsmill Resort in Williamsburg, VA, Restaurant Manager at The Sanderling Inn in Duck, NC, and Food and Beverage Manager at The Currituck Club in Corolla, NC. Currently, I am the catering sales manager for The Red Sky Cafe in Duck, NC.

Question: I have a lot of vegetarians but I'm not, so I don't want it to dominate my reception.  What can I offer them?
Answer:  You can make a menu that includes many items, both vegetarian and not, that will suffice the vegetarian needs. If you can identify the vegetarian individuals, have your caterer make up a veggie entree to give to them.

Question: Do you mean like a plated dinner instead of them going to the buffet?
Answer:  You could have a buffet dinner and offer the vegetarian a plated meal. The kitchen should be more than happy to be attentive to your guest's needs

Question: Thank you for doing this for us tonight.  I have a wedding coming up with about 85 guests in the spring. I know it's important to connect with your vendors if possible. Or is that possible when it comes to food and presentation and all that stuff?
Answer:  Connecting with all of your vendors is important. Don't be afraid to ask your caterer to schedule a tasting with you and your fiancée.  This will allow you to sample the cooking style and also get to know the people that will be working with you to create a great event.

Question: If I didn't want to make a big deal about them, (the vegetarians) should I just have a couple of veggie entree type dishes?

Answer: If it’s a buffet and you want to keep that style, then offer some vegetarian offerings like a lot of veggies. Portabello mushrooms are always good. Maybe a vegetarian paella that all guests would like?  How about black bean cakes with fresh salsa?  There are so many creative possibilities.

Question: Are tastings something that every caterer does, and do we give them a heads-up on what we like before we set that tasting up?
Answer:  Tastings vary by caterer. Some charge, some don't. Find out before you go in so there is no awkward moment at the end of the tasting. Some like to make a menu out of the ingredients they normally have on hand in the restaurant, some caterers will make whatever you want.  It's important to communicate with your point of contact before you arrive for your tasting.

Question: Hey and another thing, I wondered about is that if we have food leftover, will the caterer leave it? We're having the reception at one of those event homes so we have big refrigerators in the house.
Answer:  The best answer is that "it depends" There will obviously be some leftovers. Caterers will be wary of wrapping up food that has been out too long and in danger of food borne illness.  Again,talk to your caterer up front, let them know your expectations and come to a conclusion beforehand, not at the end of the event.

Question: Is it too much to ask if my parents want to attend the tasting as well?
Answer:  Parents are definitely an integral part of the wedding and the planning process. A lot of them are paying, after all. Parents should be invited to the tasting. Expect them to be charged a nominal amount to cover food cost and labor. Additionally, if one of the restaurant servers is taking care of you during the tasting, don't forget to give them a gratuity for their efforts.

Question:  A friend told me that you should tell the caterer less people than you will actually have because they always prepare more food than your guest count. What do you think about that idea?

Answer:  Your catering agreement should answer this question. A good caterer will prepare up to 10% more food than the guarantee. A good caterer will also take a head count during the reception. The reception is not a good time to "gamble" with your guest count to save a few dollars. Having a positive relationship with your caterer, being honest and open with them, is the best way to go.

Question: Thanks. That makes a lot of sense. About the cake, I have a friend who recently got married and the caterer charged her for EACH piece of cake they served. Do they do that on the Outer Banks? Is that legal?
Answer:  Some caterers will charge you for a cake cutting. Personally, I see this as "nickel and diming" your customer. Does it really cost $2.25 per person, plus tax and gratuity to have a couple of staff members cut and serve your cake? Again, up front and honest, know what you're getting into. It's legal if you agree to it.

Question: My friends want to cater my wedding, and we have a pretty big guest list at 150. My issue is that they are not professional caterers, and I want to trust them...but it's my wedding. Any advice on how to handle this?
Answer:  A nice offer, but I would advise not to let them do the whole thing. How about letting them do the hors d'oeuvres, or a portion of them? Maybe an item on the buffet or a course for a plated dinner? Make sure you express your appreciation for their offer, that you want them to contribute ,but you also want them to enjoy your wedding reception and not have them work the whole time.
Comment:  Great ideas!  I do want them to enjoy the reception and not have to work all night!

Question: I am new at this chat stuff but I'll give it a try.  We want to provide our own alcohol to save money but I think it could be a huge hassle.  I want to know what you think and have seen at events.

Answer:  A lot of people are providing their own beer, wine, and or liquor. You can save $$$, but remember that you have to buy it, transport it to the wedding venue and be responsible for it at the end of the night. It's a matter of how much work you want to do on your wedding day, and accept the responsibility. I would suggest, at a minimum, that you hire your caterer to provide the non alcohol beverages, fruit, juices, water, etc. Do you really want to get all this stuff at the store, cut fruit, etc.?

Question: I don't want to do all of that and it seems like it would take a lot of ice and coolers and stuff like that too. So maybe we could just have it on hand for the rehearsal dinner night and then let the caterer bring it for the reception? Or we could bring the liquor and have the caterer bring all the bulky stuff like wine, and beer?
Answer:  A bar package would normally include ice and coolers, etc. -if your caterer offers this type of package. If it's me, I would buy my own beer and wine for the rehearsal and hire the caterer to serve it and the other non alcohols. For the reception, get a price for beer and wine per person, including bar set-ups and provide the liquor yourself. Remember, not all caterers will allow you to provide your own beer, wine and liquor, and usually facilities that sell beer, wine and liquor will not allow you to bring your own.

Question:  Maybe I missed it, but are the service fees included in the per person price or will I be charged additional for servers?
Answer:  It depends on your caterer. Make sure the proposal they give you, and get a proposal before you sign a contract, includes ALL of the fees that will be charged in the end. If you are comparing caterers, and you should, make sure you compare the bottom line grand total. Simply divide this by the number of people the proposal is for. The Bottom Line, compare the TOTAL cost per person when looking at multiple caterers, not just the menu price.

Question: If gratuity is not included in the total cost, how much will Iknow to tip the staff and who should I give it too? My dad keeps asking me that question.
Answer:  Gratuity is normally included in your catering agreement. It is normally 18-20%. If it isn't, make sure you give the gratuity to the person in charge of the event, not the bartender or a server. If the staff and service exceeds your expectations, don't hesitate to let Dad tip the staff out directly in cash.

Question: I’ve heard the caterers in the Outer Banks Wedding Association are pretty safe to use.  Is that true?  It's such a big ticket in the budget and I want so much to trust my caterer.
Answer:  There are good and not so good caterers everywhere. Make sure you get a caterer that fits what you want, your style and your budget. Talk to them, get to know them, their reputations, spend some time with them. Make sure they respond to you in a timely fashion.

Question: I'm kind of picky about what I want the catering staff to wear.  I just want to make sure they look good and not too casual for my dinner, which is pretty high end (or at least I hope it will be).  My fiancée says I'm worrying too much but is it rude for me to ask them if I have options for the staff attire?
Answer:  Typical attire is black on black or black on white. The beach is known for being casual. Make sure you ask up front what the normal attire is and explain what you want. I think tee shirts are unacceptable for a reception, maybe ok for a very casual rehearsal cookout.  It depends on the circumstances.

Question: I am only going to have 1 day to interview caterers in person, and meet with them.  I am planning on meeting with 4 or 5 prospects, and I'm looking at websites, menus, etc . What are the "must ask" questions, and what should I look for as I have so little time to spend w/them in person.
Answer:  Make sure you like the food, make sure you get along with the point of contact person. Have phone conversations, make appointments (phone and in person) and make sure they are present for them. You don't need to make your decision on the first impression. Take the time to make sure you get to know who you are dealing with, that they'll respond to your needs, adapt with your changes and not sell you a "bill of goods."

Question:  So if my caterer doesn't have the china, flatware, glassware, will they help me manage the quantities and how to order it?
Answer:  Some will include China, glass and silver (C,G & S), some will not. Make sure you know up front who's supplying what and make sure you figure that into your overall price per person like we discussed before.

Question:  My daughter is getting married in the fall of 2012.  How early do most of the caterers allow you to book them?

Answer: Typically, a year out is safe for booking a caterer on the Outer Banks. I'm getting inquiries for small groups for October of '09.  So, it depends on the size of your group. Don't be afraid to ask the potential caterer.  2012 is a long way off.  At least you've got some time to put it all together.