This article is a reprint of Wise Bread's contribution to OPEN Forum from American Express -- where small business owners can get advice from experts and share tips with each other.
A catered meal I once had at a charity cycling event, served by pleasant and helpful staff, made a big impression on me. My entry fee to the event entitled me to a buffet lunch presented by this caterer in addition to the usual pre-ride breakfast and snacks along the route. The meal, which included choices for meat and vegetarian entrées, was elegant and satisfying.
What intrigued me the most, though, was the caterer's back story. The organization had started as a buffet restaurant staffed primarily by volunteers as an experience-based training center, and then evolved into a catering firm to lessen the day-to-day demands on volunteer hours. All proceeds from the caterer fund charitable activities. So when a friend was planning an office luncheon, I recommended this catering service. The prices were extremely reasonable, the food was fresh and imaginatively prepared, and the service was excellent.
These experiences illustrate that there are some simple ways to save on catering if you have the time to do some research. Start by exploring these sources of catered meals:
Your research should involve product sampling, one of my favorite parts of investigating potential caterers. Try some meals-to-go or food from the grocery's deli when you have a hectic work schedule, ask for the caterer's name at the next luncheon you attend, and dine at a variety of restaurants. At the same time, notice service standards so that you can make sure that lower-cost sources don't skimp on service levels. And don't skip the obvious step: Check prices to verify that your business will save money by using one of these approaches compared to traditional alternatives.
It's also important to think about all aspects of an event when you are planning a catered meal. If you are throwing a holiday party for a handful of employees, then you may be able to buy various menu items and set up a casual, self-service line in the office kitchen. If you are hosting a dinner with key decision-makers from a major client, then you may opt for a full-service caterer in an offsite space. Either way, estimate both the dollars and hours required to achieve expectations without ruining your budget.
Food accounts for just a slice of the total cost of an event. Other cost components include venue rental, set-up, and decoration; food presentation; food and beverage service; and clean up after the event. You may need to handle these details yourself, make assignments to your employees (who may or may not have expertise in hospitality), or hire outside help.
Ways to save money in these areas include:
And finally, remember that there are times when you need to focus on putting the finishing touches on a client presentation rather than polishing catered-meal presentation.
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