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What to Expect When You Hire a Caterer

Jeanne Benedict
Celebrations Expert

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Top 5 Party Tips for Hiring A Caterer

After you've made your decision and put down the deposit, here's what you can expect from your new food friend!

You should have a contract between you and the caterer, which includes "the fine print" as suggested in Tip 5 below.
A couple of weeks before the event you'll typically give the caterer a final guest count.
A week before the event you should touch base with them about arrival time and set up (or this can be accomplished when you give them the final count).
Make sure you exchange all contact information including cell phone numbers at least a day before the event. In fact, especially for big events, it's a good idea to make a Vendor Contact Sheet that has all necessary contact info for each vendor and includes the party location address, arrival times for set up, and the event start time.
Know who to you call if they are late and have a back-up contact as well!
Make sure that your "communication" chain is clear. Who do they go to for any issues? (Just because you're paying the bill doesn't mean you have to be the go-to person for questions on the night of the party.) There may be a party manager, if your event is large enough, or you may wish to tell the caterer to "handle" things as best they can, within reason, so you can enjoy the party.
Make all necessary introductions so the "communication" can be clear - this is especially important if you have planned events happening like a deejay announcing that all gather to sing Happy Birthday and the caterer needs to bring out the cake.
Create a timetable if necessary and distribute it to all who will be "running" the party or check in with the caterer before the party starts to get an idea of the timing for cocktails, dinner, etc...
The caterer should leave their "workspace" in your home in the same condition as they found it. Don't expect them to wash your windows, but they should sweep the kitchen floor or the place where they've prepared the food. Plates, glasses, and trash should be picked up in the party space and taken to your trash bins outside, but don't expect them to clean the rooms from top to bottom!
If you did get rentals, find out how these items need to be situated for pick up. Sometimes this is the caterer's responsibility and sometimes it isn't. For example, tablecloths are usually put in a pile somewhere or in a large bag kept open so they don't mildew.
Finally, treat the caterer and staff courteously and your party should be a success. Don't be a hostzilla. And, a verbal "thank-you" is always appreciated!