Checklist for Catering and Costing
Catering
Keep in mind
Before looking at the menu, it is important to understand the people of your group to finalise the kind of meals to be served. Flexibility among the catering staff is very important to accommodate the needs of the client. For cocktails, ensure you don’t have messy dips and sauces that spoil the clothes, and hence, the mood.
• Order snacks that can be eaten with one
hand as the other will carry a glass in it.
• Keep working lunches light.
• And last, but not least, be absolutely clear about what you want. There is nothing more annoying for a Chef and his staff than an indecisive client.
Go through the menu methodically
• Check for vegetarian dishes
• Ensure they have a provision for special meals (these are very much in demand these days. For e.g. low fat meals, sugar free drinks and desserts, low sodium dishes etc.)
Taste everything you select
• Main dishes
• Salads
• Soups
• Breads
• Beverages - Wines - Fresh juices
• Desserts
• While ordering a meal , don’t forget to check the kitchen, crockery and cutlery, thoroughly for cleanliness if not using a 5*Hotel with stringent hygiene procedures.
• Also check the demeanor of the service staff.
Food and beverages form an integral part of planning a successful MICE event, within the budgeting of the entire event. In this issue, we have put together a list of things you should watch out for in the F&B options and quick tips for the costing of your event…
Keep in mind that on the first day, for a group of strangers it is good to have buffet-style meals to help them mingle and socialise. By the next day groups have normally formed so you can switch to formal sit-down meals or a bar-be-cue. It is important to keep changing the arrangements to avoid boredom, especially for a two-three day long event. • It is important to have at least two people responsible (one from the hotel and the other from your organisation with excellent coordination skills) to ensure good service during the meal. Make sure the selected persons are dedicated for one event at a time.
How is all this going to Cost?
Before budgeting for your event
• Find out what each hotel you are reviewing will cost. Prices can vary based on the size of the group, from place to place and from season to season, but food and beverage costs are a basic part of your cost structure, and you have to be realistic about this. • Be sure there are no hidden costs. All costs for rooms and catering are quoted per room or per person as cost++. Remember the ++ is the tax quotient, which varies depending on the category of the hotel or restaurant. This can be quite high and if you have not budgeted for it, it can knock your entire budget out of gear.
• Always clarify what is included in the cost – coffee, tea, sodas are normally included. • Check when the payment is required and how much do they keep as a deposit and how much in advance. • Check the hotel’s cancellation policies - if they will give you a partial or a total refund of your advance payment. • Be very careful with the selection of drinks if you are looking at saving costs. Taste the house wines and see if they are good enough.