Hospitality
Choosing the right caterer for your event
Feb 13, 2023 / 4 min read
By: Nicholas Royal, Customer Success
If you are a professional event organizer, you know that food and beverage choices can make or break an event. Choosing the right caterer for your event is extremely important. A great provider may save a poor conference, and a poor provider can ruin it too. This leads to unhappy attendees and speakers who are looking forward to commenting negatively on social media about your inexperience.
Experienced event organizers use different factors to evaluate catering vendors, but also to prepare themselves by knowing the conference style and expected attendees, VIPs, and speakers.
When you start looking for the right caterer, there should be agreement about the conference style and audience, considering the following:
Providing catering services for a large conference is a big responsibility. You should know the number of expected attendees, VIPs, and speakers when approaching different providers.
Event location determines logistics. Keep an eye on those near your venue when choosing the right caterer, as it makes a significant difference if their production line is nearby. You want to avoid annoying participants during your conference by explaining that a traffic jam is delaying their food.
You should also avoid negotiating on price with the vendor before securing funds to cover the expected number of conference participants. As every conference has different venue limitations (e.g., specific opening times, security policies, simultaneous parallel meetings), remember to ask questions about these issues when negotiating terms with venue providers, as it might help you choose the right caterer for your event later.
Professional event planners will always touch base with their vendors to find out if they have preferred catering providers. As part of their contract, your venue provider may insist that you work with specific companies. Sometimes, that’s a good option, but you must ensure vendors deliver what you expect.
There is a lot riding on when choosing the right caterer for your event. You want to avoid going over budget or receiving complaints from attendees and speakers that may jeopardize your reputation.
Once you receive quotations from catering vendors, pay close attention to the following factors:
1) Responsiveness
Focus on choosing the right caterer that can respond to any inquiry from your side as it shows general interest in winning the deal. You should cross them off your list if they do not respond within 48 hours.
2) Ability to handle specific event types
The ability to spot the distinction between different types of caterers might save you a lot of time. Some offer a more ‘boutique’ style and specialize in small, intimate events, while others are equipped to serve large, high-end corporate events.
3) Flexibility
Every caterer has a standard type of menu to choose from. Those who can provide some level of built-in flexibility should be considered favorably to stay on your roster.
4) Familiarity with the venue
Caterers who are familiar with your venue are accustomed to preparing and serving food in the specific setting. It’s also beneficial if service providers follow set-up standards or disposal restrictions for waste food and water.
5) References
It's always good to be able to check up on the caterers you are in touch with, especially if you are new in the country or city. Ask colleagues for recommendations, as event planners like to share their knowledge.
6) Transparent cancellation policy
Make sure that the contract contains a cancellation clause. First and foremost, it’s a sign of professionalism, but it’s also good to be able to apply penalties if your caterer decides to bail out at the last minute.
Choosing the right caterer for your conference can be stressful. By using the planning steps above and paying close attention to six defining factors, you will more than double your chances of having a streamlined catering selection process.