How do I find the right caterer for my event?

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Premier Catering Services has spent years assisting people in the planning of their events, both big and small. We maintain a corporate philosophy of being a caterer who cares about your event and one who works with you while you are planning. As a service to you, we have provided brochures in a variety of areas to assist you in finding the caterer for your industry or catering need. It is our mission to give you the information you need to make the right choice. The above listed brochure gives you a general outline of how to deal with and find that caterer that will fit your needs.

Let's get you started because there is never "plenty of time" in the world of planning an event. Throughout our website, you have access to a myriad of informational brochures that can download at your convenience to help you in finding the "right" caterer, the correct food and creating the atmosphere that you want. Please take advantage of our experience in these areas and have a smooth event.

The Caterer

You will discover many different personality types in the catering industry. Hurried caterers are typically individuals who don't seem organized and are not very eager to discuss the finer points of your event. However, calm and relaxed caterers surround themselves with a strong staff, which allows them the luxury of spending quality time with each and every one of their clients. Calm is the key when you're planning an event for yourself, your company or family.

You must choose a caterer that suits your needs, style and your budget. The caterer should be a licensed and insured company. It is not offensive to ask for proof of insurance, which should be a minimum of one (1) million dollars. The following steps will guide you through the maze and complications of hiring the right caterer for whatever event you are hosting.

If your venue is the exclusive caterer, which is often the case with hotels, country clubs, etc, feel free to skip this article and cross this item from your checklist. If not, don't panic – just read our advice on finding and hiring a caterer. You will make it through this.

Asking the right questions

(Click here to download the Questions to ask your potential caterer during your interview)

Meet & Greet

As you develop your list of recommended caterer's, it is time for a face-to-face meeting with them to discuss your event, allow them to give you some direction in menu choices, service styles and tell you what they can do for you.

Set up an appointment and be sure to ask the caterer if they can provide you with a sample of their menu choices to taste during the meeting. This will allow you to taste their product, compare it to others that you have met with and decide whether their product is worthy of representing you on your special day. This also allows you to observe how their employees deliver the food, how their cooks present their food, and will give you a good idea of how your overall catering experience will be.

You will also want to see some equipment that they have. Here, you need to be aware that caterers use a myriad of different looking equipment from their trailers down to their grills and fryers. You want to be able eat look at the equipment to see that it appears to be in good working order, it's clean, it seems reasonable that they could cook what you are asking them to cook with this equipment and in a timely fashion. Now, some caterer's have their trailers out on a daily basis with jobs, so don't be alarmed when you ask to see a mobile kitchen and they say there is not one available. Just as if you could come back and take a look at it.

Your final decision should be based on taste, presentation and creativity, cost and the willingness of the caterer to suit your needs. Remember, the caterer should accommodate your vision, so choose someone who is open to your ideas.

Sign on the Dotted Line

Always sign a contract with your chosen caterer. This guarantees that they will provide the service, labor, food, timeliness and all the details discussed pertaining to the event. Should the caterer pack up and disappear prior to your event, you have a signed document that's enforceable by law.

Before signing a contract, read the terms carefully to verify the agreed upon details. Be prepared to submit up to a 50% non-refundable deposit at the time of the signing, and make sure the contract includes the final balance amount and due date as well as the cancellations and refund policy. The contract should also include the caterer's contact information, the date of the event, time, duration and location (including the exact name of the room, if necessary). Other details that should be outlined on the contract are meal plan, type of service and staff provided.