Party Planning: Ways to Save on Catering

Cutting costs on food doesn't mean you can't serve your party guests a mouthwatering meal. We asked event planner Polly Onet, caterer Karen Lee, chef Rocco DiSpirito, caterer Abigail Kirsch, catering sales director Mark Thompson, caterer Jeff Ricks, and caterer Rosemary Howe how to save without skimping on the savory. Here are our favorite money-saving tips:

Eliminate expensive eats. Skip the shrimp, caviar, and oysters. You can do equally beautiful and delicious things with cheese puffs, goat cheese, and a variety of curried chickens.

For fish, serve farm-raised salmon or trout. They're cheaper but just as tasty as halibut, tuna, or sole. Plus, they're available year-round.

For meat, order triangle-cut sirloin. It costs a third of the price per pound of filet of beef, standing rib roast, or shell steak.

Rely on rolls. Consider carving meat onto fine rolls. The caterer will use less beef than when carving onto a plate and thus cut costs.

Plan ahead -- but not too far. If you give a caterer the option of picking what ingredients are best and most reasonable closer to the date of the party, rather than eight months earlier, you may be able to secure a better price.

Local is not always low-cost. Local produce is a nice option to share with out-of-town guests, but the price difference throughout the country is not as substantial as you may think. In fact, local produce is sometimes more expensive.

Piggyback. If your caterer will be serving another event close to the time of your party, request a similar menu and you might save, since it costs much less to prepare more of the same food than to build a meal from scratch.

Choose Chinese. Asian-inspired menus are increasingly popular because they're healthy, tasty, and affordable. Asian dishes are often less expensive per person because they contain a larger portion of vegetables than meat. Vegetables, fruits, and starches all cost less than protein-rich ingredients like seafood, meat, and poultry. (Party Pointer: Beware -- there are some Asian vegetables, herbs, and spices that are very costly.)

Choices add cost. Rather than offering your guests a choice of entrée, try choosing something that has the widest appeal.

Keep it simple. Select a menu that isn't labor intensive. You'll eliminate the time, service, and money required for a complicated meal.

Try tables of hearty treats. Crudités, cheese and crackers, olives, breads, and miniature tea sandwiches usually cost a lot less than passed hors d’oeuvres, which require wait staff.

Cut down on courses. Consider three courses instead of five. Do you really need soup and salad? Instead, supplement the meal with a nice fruit and cheese table. Plus, you don't want guests to be too full to dance.

Buy in bulk. A display of 300 brightly colored peppers or bowls of strawberries is more impressive than lots of little dishes. The visual impact will have an expensive feel, but the price tag may be bearable.

Consider a festive late afternoon fete featuring hors d'oeuvres. Also consider a brunch buffet, a cocktail party, or a late-night dessert and champagne celebration, all of which cost far less than an evening meal.

Don't dismiss sit-down service. It is a common myth that buffets are less expensive. A sit-down meal demands more serving people on the floor and the back-of-the-house needs are greater than you might think. But the caterer is able to plan for portions and can keep food costs under tight control. (Party Pointer: When comparing bids from caterers, be sure to ask about the ratio of serving personnel to guests.)

Name-drop. Caterers live and die by referral. If you get your caterer by referral you might receive a 10- to 15-percent discount -- and better attention, too. But be careful how you broach the subject -- caterers warn that a demanding approach isn't effective.

Keep it casual. Have a Northeastern clambake, a Southern-style barbecue, a picnic, or a Tex-Mex feast. Rentals will be less expensive too.

Do it yourself. Have family and friends contribute. Make a menu and ask participants to prepare some aspect of the potluck (6 Caesar salads, 3 lasagnas, 2 baked rigatoni, etc.). Recruit younger siblings' friends to set up, serve, and clean up. (Party Pointer: Catering is hard work that requires considerable planning and time. Be sure to involve people who are up for the task.)

Close the bar early. An hour before the party comes to a close, limit beverages to soft drinks, water, and coffee. This should also reduce the risk of tipsy guests attempting to drive home.

Forgo the full bar. Instead, allow guests to choose between a selected assortment of wines and champagnes.

Enjoy ethnic foods. Mexican, Indian, and Italian cuisines are often cheaper per person than traditional dishes. Ask if your favorite neighborhood restaurant caters. (Party Pointer: Be sure to verify that the restaurant is certified to do off-site catering.)

Buy liquor yourselves. You may be able to return unopened cases, instead of paying your caterer a flat rate for a set amount of open-bar hours.

Try champagne cocktails. Instead of a full bar, offer a range of four or five different champagne-based drinks (from the classic to the fruit-based). Use a less-expensive sparkling wine for the cocktails and save the good stuff for toasting.

Borrow items such as punch bowls, dishes, tables, glasses, and linens instead of paying to rent them. (But remember, if borrowed items are damaged, it's your responsibility to replace them.) If you do rent, make sure everything is returned on time to avoid paying late charges.

Opt for a scaled-down menu with a better (more expensive) caterer rather than a large, poor-quality meal.

 

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