Written by Dianna Candido
Photo credits: Bhvana Dut Catering: B&B Catering
Here are 5 tips for a better experience with your caterer.
If you’re planning an event, there’s a good chance you’ll need to hire a caterer. Whether it’s a corporate luncheon, an intimate garden party, or a wedding, you want your catering hiring experience to go off without a hitch.
Good news! We’ve been chatting with one of our partners in the catering industry, B&B Catering, who have established themselves as a top catering choice in the Bay Area since opening their doors in 1989. Their Director of Operations, Miranda Cunningham, provided us with their unique insights from years of experience inside the business.
Top Tips for Working with a Caterer
Even though you’re the one making the hire, it takes two (or more!) to plan a successful catered event. There are steps you can take to make sure your caterer has exactly what they need to help you pull off the perfect event.
These tips are exactly what you need to set you and your caterer up for a successful partnership.
Define your needs
Right off the bat, you need to define exactly what you need.
Do you have a strict budget?
Do you want a specific menu?
Have lots of guests with allergies?
Is your event at a unique location?
How many guests are you expecting?
These are all questions to ask that can help you nail down the details. Once you determine exactly what you need, you’ll be prepared to sit down with potential caterers.
Hot tip from B&B: Plan a site visit!
According to Miranda, visiting your event site “helps in planning the setup and service flow.” Some caterers will already be familiar with your event site. A site visit “may be unnecessary if the caterer has already been to the venue and can already help with set-up recommendations, but may still be a great way to discuss event flow” in person.
Our take? A site visit is definitely worth pursuing.
2. Set expectations early.
Once you determine your specific needs, it’s time to lay it all out for your caterer. Be super clear about what you need and want, plus your experience with working with caterers in the past. Make sure you share your top priorities so your caterer knows where to put their focus.
Share your expectations with your caterer to ensure you’ve done everything you can to give your caterer what they need, and provide them an opportunity to clarify any details that might be missed or incorrect.
And on that note…
3. Communicate. Communicate. Communicate.
Possibly the most important rule for hiring a caterer: communicate. Miranda was adamant that anyone hiring a caterer should always share as much information as possible — as accurately as possible. This includes:
Date, location, and time of event
Guest count (this one is huge!)
Special requests or dietary restricts
Venue information (parking, access points, kitchen facilities, on-site point of contact, etc.)
Event schedule
Provide detailed information so your caterer won’t be left in the dark on potentially crucial information. If you communicate the information as soon as possible, you’ll minimize the need for them to chase you for information. You’ll both be free to focus on your own areas of the event.
Remember — even though extra details may not seem relevant, better to share the information or ask if they need it before assuming they don’t.
Have last minute changes? Those are definitely worth sharing. “Always being open about last minute changes are helpful,” Miranda says, “So we can act fast to solve any potential problems and prepare accordingly.”
The sooner you communicate any last minute detail changes, the more time they have to accommodate your needs.
Which brings us to our next point…
Photo credits: Bhvana Dut Catering: B&B Catering
4. Trust your caterer.
You’re hiring your caterer to handle your guest’s dining needs. Catering is their area of expertise.
“Trust in our Event Specialist’s expertise and experience,” says Ms. Cunningham. “Be open to their suggestions and recommendations, especially if they have experience with similar events.”
Most likely, they have more experience than you when it comes to catering details and flow, so give your caterer the space to do what they do best, and carefully consider their recommendations.
5. Be picky with your catering partner.
Everyone wants a flawless event. Which means it’s okay to be as choosy as you want with your caterer.
So how can you decide which company is the best fit?
Here are the top things to look for, according to B&B, who have been in the business for well over a decade.
Adaptability
If your potential caterer is anything like B&B Catering, they know exactly what to do when things don’t go exactly as planned.
“As a full-service caterer, we must be adept at handling mistakes and last-minute changes to ensure the event runs smoothly” says Ms. Cunningham. “Flexibility is key in this dynamic environment.”
Not only does B&B handle themselves with grace during unexpected changes, but they also have some strategies in place for just such a situation: “We ensure our staff are cross-trained to handle various roles (server, bartender, kitchen prep, etc.) to help manage unexpected changes smoothly.”
And it doesn’t stop there. They also ensure their staff are well supported.
“We work with our staff to empower them to make quick decisions on the spot. This can help address issues immediately without disrupting the event flow.” According to Miranda Cunningham, “Being adaptable and maintaining a calm demeanor allows our team to manage changes efficiently and keep the event running smoothly.”
The next time you’re considering a catering company, make sure they have the expertise and ability to adapt like B&B Catering.
Here’s what to ask your potential caterer: How do you and your team handle mistakes or last-minute changes in decisions?
Communication
If you can’t tell by now, communication is essential to partnering with your caterer.
And it’s not one-sided.
While you’re responsible for giving them all the details (and we pretty much mean “all”), it’s their responsibility to tell you what will and won’t be included in their service, what they need from you, and what you can expect from them.
They also need to clearly communicate within their own staff. According to B&B, “Maintaining open lines of communication with the client and our entire team (including the sales team, kitchen/prep, and front-of house staff) ensures everyone is aware of any last-minute changes and can adjust accordingly.”
This is the mark of a seasoned catering company with professional expertise.
Here’s what to ask your potential caterer: How do you and your team handle communication with each other? What about with your clients?
Professional & Engaged Staff
This goes almost without saying. Your caterer should be client-focused and professional — and everyone plays a role.
At B&B, they take this seriously.
“Our staff plays a pivotal role in the event’s success. From chefs and servers to coordinators and cleaners, their professionalism, efficiency, and friendliness contribute significantly to the event’s smooth execution.”
If you’re looking for a a caterer, make sure they have staff on hand that they respect, train, and keep informed.
Here’s what to ask your potential caterer: What makes your staff or team different from others in the industry? How do you feel about your staff and team members?
Looking for an exceptional caterer for your next event?
As a full-service event rental company, we partner with caterers and other industry professionals to make your event planning as easy as possible.
Reach out to us today and we can send you our top recommendations for caterers in the San Francisco Bay Area.