Planning an event involves many details, and food is one of the most important. Of course, we’re sure your witty and engaging itinerary is a big draw, but good food helps, too. Whether it’s a corporate gathering, wedding or party, the right menu that — no pun intended — caters to diners’ preferences and aligns with your event theme can make a lasting impression.
Hiring a professional caterer is a smart choice to ensure your guests enjoy excellent food, seamless service and a stress-free experience. Learn how to work with your caterer by following our tips for catering, and take your event to the next level.
Why Choose Catering?
When it comes to catering a social or business gathering, you have two main options — do it yourself or hire a catering service. While you may think handling the food yourself is a cost-effective win, hiring a professional to prepare and serve the food has several advantages:
- Convenience: Catering takes the stress out of planning and serving food. Professionals handle everything from setup to service, so you can focus on your guests. If you do it yourself, you’ll spend hours preparing the menu, shopping for ingredients and cooking the food.
- Quality food: We don’t doubt your cooking skills or your ability to choose an amazing menu. However, a professional caterer knows how to deliver well-prepared, flavorful meals made with fresh ingredients that are presented beautifully.
- Range of options: Catering companies typically offer a wide range of options and are willing to work with you to create foods that fit your event.
- Money savings: Making food yourself sounds like a money saver, but catering is often worth the expense when you realize how much time you’ll save. It may even cost you more to make food yourself when you consider the cost of ingredients, equipment and serving dishes. Caterers have the equipment at their disposal and may even have decorations and other extras that save you money overall.
- Reliability: Caterers know all of the ins and outs of cooking for a crowd. They know how to keep the food at the right temperature for safety and flavor. You may crush that pasta bake recipe for your family, but there is no guarantee it will turn out when you multiply the recipe and make it on a larger scale.
- Preparation and clean up: After a successful party, the last thing you want to do is clean up. Luckily, your caterer breaks everything down and cleans it up for you, taking some items off your plate, so to speak.
Catering for Various Events
Catering enhances any type of event, from quick business meetings to social gatherings or larger corporate functions. Each event requires something a little different when it comes to food and service.
Catering Quick Business Meetings
Even small, quick business meetings warrant nourishment. Catering these events creates more excitement for guests, which is especially helpful if the meeting agenda isn’t all that exciting. Plus, the food energizes the group and makes them happy, which can mean a more positive meeting with lots of ideas flowing in the room.
A quick business meeting might take place in a conference room in the office or a similar small space. This allows employees to get there quickly without losing a lot of work time. Another option is to go with a restaurant that offers a private dining space. If you choose this option, check on the available amenities to fulfill your needs. For example, do you need electrical outlets to charge electronics? Do you want extra table space for laptops and paperwork? You can also consider how close the restaurant is to the office.
The best foods for a quick business meeting are simple and easy to eat, allowing employees to still focus on the meeting. Keep in mind that some people prefer a light lunch, so you may want to opt for a lighter meal. Some food ideas to serve include:
- Box-style lunches with a full meal in a convenient container.
- Finger foods that are easy to grab while taking notes or paying attention to a speaker.
- Salads that are light and full of healthy veggies to keep everyone energized.
Catering Larger Business Gatherings
Larger business gatherings, such as an all-company training or fundraising event, involve a longer attendee list and may last hours. You potentially have speakers, workshops, training sessions, entertainment and other components to consider. These events may also be a little more formal or take place in the evening hours when you want a heartier meal of potatoes, root vegetables, meat, pasta or something else.
Letting someone else handle the food aspect reduces your workload and allows you to focus your energy on your area of expertise. Like all catered events, the specific purpose of the event and the feeling of the event play a major role in deciding the final menu. For a larger business gathering, you can serve:
- Appetizers to warm up the crowd.
- Stuffed tomatoes, soups or salads as a starter course for the meal.
- Pasta dishes that lend a hearty tone to the meal.
Catering Social Events
Social events like birthdays, anniversary parties, wedding receptions and family reunions have a different vibe than most corporate events. They often have a casual feeling to them. You want the food you serve at these events to match the vibe. Large social events often require a caterer because of the sheer amount of food needed. For example, catering a large wedding reception takes a lot of coordination to get the food prepped and keep it hot until it reaches the guests.
Even smaller social events are easier when you hire a caterer to handle the food. At a social event, you want to socialize, after all. You likely don’t want to spend the whole time racing back and forth from the kitchen trying to keep trays full so all of your guests are happy. A caterer handles all the work for you so that you can join the celebration.
The menu options for social events vary as much as the events themselves. Consider how formal the event is and how people will spend their time. If guests will be dancing and mingling, choose something that is easy to pick up and eat while moving around.
Not sure what to serve at your next catered social event? Consider offering guests:
- Pizza: Pizza works well for casual social events, especially if guests are mingling, dancing or playing games. It takes seconds to grab a slice!
- Sandwiches: Sandwiches are portable and work well for casual social situations where guests will spend a lot of time moving around.
- Pasta: If you’re looking for something a little more formal, pasta works well for social events where tables are provided for guests to sit down and eat. However, keep in mind that pasta can get a little messy if you’re trying to eat it while moving around or doing other activities.
- Buffet: A buffet with several different food options works well for a catered social event. Offer a combination of foods, such as meatballs, pizza and mini quiches, and let your guests decide what they want.
Hiring a Catering Service
Clear communication is essential when hiring a catering service to ensure everything runs smoothly. Giving your caterer detailed information about your event helps them tailor the menu to your needs and deliver the right portions for everyone.
nformation to Give Your Caterer
While your caterer handles many of the details and can offer advice, hiring a caterer does take some work on your part. A business that caters events has the experience, but the caterer needs your input to get it right. Ensure your event is successfully catered by gathering the following information:
- Headcount: The size of the crowd can affect the type of food or the way you serve it. An accurate estimate also helps you order the right amount of food. As the event gets closer, your caterer may want an exact head count. Make sure to have this number ready when they need it.
- Vibe: Is it a formal business event? A small, casual business meeting? A group of partiers? Foodies with high expectations? The type and feel of the event play a big role in the food you choose.
- Budget: Know your catering budget so that you can effectively choose a catering service and menu. A buffet-style service is often an affordable option, and picking up the food yourself or having the caterer drop it off without serving it can also save money.
- Location: Some catering services, especially restaurants that cater, have some space available on location for your event. For example, some of Giordano’s locations have private or semiprivate spaces for catered events. Most caterers will also bring the food to you at your event venue. Some event venues have preferred caterers, so check the terms if you have a caterer in mind.
Food Quantity Estimates
Knowing how much food you’ll need can be a challenge, especially if you don’t often order food for large events. Ordering too little food leaves your guests hungry and cranky. Order too much, and you’ll spend way more than you need to. Plus, you’ll end up with leftovers that you have to store, toss or convince people to take home.
A caterer can help you determine how much food to order based on the type of event and the number of people on your guest list. Crunching your own numbers can also help you get an idea of what you need to order.
Factors that go into the calculation include the type of event, style of food and the length of the event. Longer events naturally mean you’ll need more food and beverages. An event during mealtime requires something substantial and meal-like, while an afternoon or late-evening event may be OK with snacks or appetizers.
To accurately estimate food amounts for different foods and settings, follow these tips:
- Appetizers only: Plan on six to 12 pieces per person, possibly more if you serve appetizers on a buffet.
- Breakfast: Choose a five-ounce main entrée per person plus two sides. For a pastry-only breakfast, estimate two pieces per person.
- Lunch: Opt for a five-ounce main entrée per person with two to three sides. For example, calculate one to two servings per person when serving sliders.
- Dinner: Serve a five- to seven-ounce main entrée per person with two to three sides. Bread, soup or salad is also a must. Before dinner, you can plan to provide three to five appetizer pieces per person.
- Desserts: Offer one to three servings per person, with smaller portions if you serve a variety of dessert options.
Catering FAQ
While it’s always a good idea to ask specific questions of your caterer and to read the contract fully just in case the service you choose handles things differently, we wanted to give you a head start. Common questions about the catering process come up all the time.
Do Most Catering Services Customize Meals for Food Allergies or Special Diets?
Many catering services can make some accommodations for common food allergies or special diets. If you have guests who need special meals, let your caterer know quickly. The caterer may be able to plan the entire menu to fit those dietary needs, so you don’t have to have special meals for certain people. If not, they still need to know ahead of time. Accommodating those special dietary needs makes everyone feel included and ensures all of your guests can enjoy a safe and delicious meal.
Do You Tip a Caterer?
You definitely want to ask about the gratuity when talking to your caterer, as some catering services include a gratuity on your total bill. You are always welcome to tip more than the amount for exceptional service, even if the gratuity is already included. Some catering services also include a service charge or production fee, which is usually a percentage of the total. While these do add some to your bill, they are typically separate from gratuity. You can always ask your caterer if you’re not sure if the gratuity is included.
How Much Should You Tip if the Gratuity Is Not Included in the Pricing?
If you’re sure the caterer didn’t build the gratuity into the cost of the service, you can leave a cash tip on the day of the event. The amount is up to you and is often related to the service.
Banquet managers and executive chefs typically get tips between $50 and $100. Servers, bartenders and kitchen staff might get between $25 and $50 each. If you prefer, you can tip a percentage of the total as you would at a restaurant. When bartenders are separate from the caterer, assume a tip between 10% and 15% is adequate.
Does the Caterer Provide Serving Equipment?
Caterers generally provide their own serving dishes and utensils, depending on the meal provided. You can usually expect the caterer to provide plates and utensils, too — either reusable or disposable based on the formality of the meal and the way it is served. Some caterers also offer the option to rent additional supplies, such as table linens, napkins and similar items. Ask your caterer for a recommendation if you need additional things, such as tables and chairs. Check with your caterer to determine what is included and what you need to provide yourself.
How Does the Pricing for Catering Work?
The pricing method varies, but your caterer should provide a breakdown of the specific costs. The food cost is often listed as a per-person rate and typically includes food cost, preparation and serving items. The caterer may charge extra if you have staff on hand to serve your guests.
You may also see a service charge or other fees. For a catered event that is not staffed by the catering company, you may pay an additional delivery or setup fee to cover the cost of transporting the food to the venue and setting it up. Ask for a complete breakdown of the costs before you agree to hire a catering service, so you know exactly how much you’ll end up paying. The breakdown also helps you compare two catering services to understand better how the costs compare.
How Do You Reserve a Catering Service?
Call the catering service directly as soon as you are sure you want to hire the company. Dates fill up quickly, especially for popular catering services, so scheduling as soon as possible increases the chances of securing the date you want. This also gives you plenty of time to meet with the caterer to determine the menu and make changes if necessary. Catering services usually require you to sign a contract and often put down a deposit in order to secure your spot on the calendar.
Feed the Crowd With Giordano’s
Choosing the right catering service will make all the difference in your event’s success. It lets you focus on enjoying your event while professionals handle menu planning, preparation, serving and post-event cleanup.
Giordano’s is one of the top catering companies in Chicago, and we can cater all of your events, from small business gatherings to large events. We offer a variety of meals, from pizza to Italian specialties, sandwiches, salads, starters and more. Many of our locations also offer private or semiprivate dining rooms, or we can bring the party to your location.
You know how to plan business meetings — and we know how to cater. You’ll appreciate how easy it is to call or order online for your next event, and your guests will be talking about how smart you were to choose Giordano’s for your catering services. Place your catering order online today!