CATERING / MENU / CONTRACT DETAILS

• Read BEO (banquet event order) carefully to ensure it reflects all details of your order, including date of event, timing of service, deposit requirements, billing, cancellation policies and gratuity percentage.
• Food prices are often quoted “plus” - the service and the sales tax - meaning those figures are not calculated in the price per person and must be added in to the overall cost.
• When you provide the catering guarantee, be conservative. The average no-show rate is 10%.
• Most caterers build a plus-or-minus percentage overage (often 3-5%) into the guarantee. Ask what their overage is.
• Give banquet manager a copy of your program and walk through the timing with them.

MENU PLANNING

• Provide a variety of foods, and always offer vegetarian/healthy selections. Be mindful of possible allergies and offer options. Note preferences of key dignitaries and be mindful of cultural preferences for international guests.
• Offer beverage options when possible (caffeine-free, diet, water). For coffee service, provide 70% regular and 30% decaffeinated.
• Make sure hors d'oeuvres or finger foods can be eaten in one or two bites easily, or ask for mini versions.
• Make sure eating utensils are provided when appropriate - some guests prefer to eat even finger foods with utensils.
• Do not trim budgets by reducing the quality of the food or number of wait staff - instead consider alternatives to expensive items.
• For pre-meal cocktail hours, four to six hors d'oeuvres per person per hour is adequate. For receptions, plan on five to seven pieces per person per hour, plus a stationary display or two. For each subsequent hour, decrease the number of pieces.

ALCOHOL GUIDELINES

• If admission fees or money is exchanged at an event, even a tip cup, the personnel pouring the alcohol must have a liquor license.
• Offer both white and red wine.
• Generally allow 2.5 glasses of wine per person. On average, there are 5 glasses in a bottle and 12 bottles in a case.
• If students are attending an event where alcohol is served, plan to check identification at bars. Consult the campus alcohol policy.
• Always serve food when alcohol is served, but be mindful of what is served - salty snack foods encourage dehydration.

STAFFING GUIDELINES

• Need one bartender for every 75 to 100 people.
• Need one server for every 15 people for sit-down meal (if quick service is required, pay extra for one server for every 10).

SETUP/SERVICE

• Need one double-sided buffet line for every 75 to 100 people.
• Have beverage service ready 30 minutes prior to the start of event, with food ready 15 minutes prior, to avoid quality deterioration.
• Recommend no catering service during your program - if appropriate, have wait staff leave carafes of coffee or beverage on tables.
• Check caterer's kitchen and water requirements to verify venue has facilities and can accommodate - may need to modify menu.