Black Tie Optional: Catering

THE SPECIAL EVENTS PLANNER

Catering

CATERING FOR NEWBIES

Food is a critical part of any event. Keeping the cost down is one of the biggest challenges. You don't want to look cheap but you also don't want to use up all your budget on feeding your guests. Most hotels require that you use their catering; and, they usually require a firm head count at least two weeks before the event. Well, we all know, you really don't know for sure what your headcount will be until almost the day before, and many times it may be the day of your event that you have a firm number.

Not knowing the number to give because your participants or potential attendees don't bother to RSVP is one of my very biggest peeves. Whether it is a mother whose child has been invited to a birthday party, or a drop-in RSVP planned activity, or any other event where you have to plan the food count in advance. UGGGG. This drives me crazy!!

If it is a planned event, and you have sponsors who receive so many tickets to attend based upon their sponsorship, I usually deduct about 20% off my estimated count. Most of the time, these sponsors do not show (another pet peeve of mine) and you are left with an empty table and the food that goes with it. So, rather than have an empty table and food going to waste, I will either deduct 20% off the total of projected attendees, or I give some extra tickets out at no charge to select people and have them sit at the sponsor table.

I found a wonderful document to help you with planning your catering. It is from UCLA Special Events and Protocol and I have attached it. Worksheets can be wonderful, especially if you are just starting out in event planning. There are so many things to think about when planning an event that it is easy to forget something. And if you are like me..I have SO Many things I am juggling, it is really easy for me to forget at times.

Do you have a pet peeve on catering?

HeadsUP!

Catering Worksheet