Kitchens On The Fly Can Work

Consider this scenario: You've booked your meeting at a wonderful alternative venue with lots of culture and charm. It's sure to be a crowd pleaser and garner you rave reviews for originality and creativity.
When it comes time to plan the menu for the continental breakfast, coffee breaks, lunch, reception, etc., your site contact hands you a piece of paper with a list of several caterers on it. These people, he says, have worked here before and know how and where to set up a kitchen.

Set up the kitchen? The implication that there is no fixed kitchen catches you off guard. Upon seeing the quizzical look on your face, the site contact further explains, 'Oh, don't worry. We clear everything out of that big office down the hall and that seems to work just fine.'

Time to panic? Hardly. Welcome to the world of off-premise catering. Experienced off-premise caterers can produce elaborate dinners out of spaces scarcely bigger than a broom closet, with or without running water. And since many alternative venues do not have in-house catering, you may find yourself having to delve into this sooner or later.

The first task is selecting a competent caterer. If the site requires you to use an exclusive caterer, then your search is short indeed. It doesn't mean the exclusive caterer isn't good - it just means you don't have much leverage if you're not happy with what they're providing.

You may be asked to choose from a list of 'approved caterers' that have worked at the site before and have done a good job, not damaging anything, etc. But if you have someone reputable that you 'must' use, plead your case and you may be heard.

If you're given carte blanche by the site to bring in any caterer you want, it may be a mixed blessing. On the one hand it gives you the most flexibility in negotiating price and being able to use someone you have a history with. On the other hand, everyone seems to know a caterer, and you may be inundated with names and phone numbers to research.

Here it's important to distinguish between full-service and drop-off catering. The corner deli likely has a sign on the awning that says 'catering.' That's usually drop-off catering - which, like it sounds, doesn't come with any staff or ancillary service. It's rare that you'll need this type of catering, and if you do use it, understand that you'll be setting out the food and cleaning it all up at the end.

Full-service catering comes with staff that coordinates a wide variety of services, including room set up, waiter service, coat-check operation, clean-up, and break-down. They can arrange for the rental of any equipment that may be on site. There's someone there to make adjustments as your needs change during the course of your meeting and that can prove to be invaluable.

When shopping around, meet with the caterers that you're considering at the venue, if possible. Get references of similar events that they've done on site. Have them offer suggestions on how their staff and menu would work best in those circumstances. Find out how long they've been in business and how much insurance they have. Do a tasting at their office. Equally important is how comfortable you feel with the person you meet. You'll likely be dealing with him or her quite frequently prior to and during the meeting, and it's crucial that the two of you click. Make sure that he or she will be on site during the meeting as well.

Be wary of recommendations from co-workers for individuals who are 'great cooks.' John's Aunt Millie may make a mean lasagna, but that hardly qualifies her to run the food service at your meeting. Likewise, be careful of restaurants that are throwing their hats into the off-premise catering ring as a side business. I prefer to deal with off-premise caterers who do just that and nothing else. Their businesses rise or fall based solely on their performance as caterers. At the corner restaurant, on the other hand, priority number one id the success of the restaurant, not their performance at your meeting.

Good food, believe it or not, is easy to find. Preparing and serving good food in a challenging venue is an art unto itself. Sticking with proven, dedicated professionals is your best bet for a successful, smoothly run, and sumptuous meeting.

 

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