A traditional method of checking a caterer out is to ask for references. You are quite entitled to do this, and if your caterer objects, then strike him off your list. Once you have a reference, its no good just putting it to one side, contact the named referee and ask for details of work carried out for them by your prospective caterer. Its work asking at this point just what sort of events have been catered for, there is little point in appointing a catering company who specialise in small dinner parties for a couple of dozen people if you are trying to feed 2000 delegates at a major conference.
Once you have whittled your list down to a select few, the next item on your agenda should be health and hygiene. A company may be able to provide the most mouth watering menu imaginable, but if their hygiene is suspect it can still ruin both your event and your reputation, not to mention losing a valuable client.
It is a requirement of most local authorities that catering staff should all hold at the very least a basic or level 2 hygiene certificate. Again any reputable company should be more than willing to furnish you with copies of these certificates for all of their staff. The company itself should have been checked out by their local health department and records of this inspection should be available. Many councils are part of the scores on doors scheme, whereby each catering business is inspected and graded from 0 to 5 stars (some councils use a similar scheme which have unsatisfactory, satisfactory and excellent rather than stars). An initial impression may be that 4 stars (or satisfactory) is quite good. He fact is that you can score 4 stars and have upto 3 failings with your hygiene procedures, so anything less than 5 or excellent indicates a company that is less than fully hygienic.
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When there is a vast choice of 5 star caterers to choose from why settle for sub standard operators?
Once you have selected a caterer you are comfortable with its time to choose a menu. This has to be a balance between what your clients would like, and what your caterer can realistically provide. Don't forget that serving 2000 guests simultaneously isn't as easy as providing meals for a family of 4 on a Sunday lunchtime.
Its worth involving your client with menu selection, as ultimately they are the people you are trying to please. If you are planning a conference for Asian or Caribbean delegates, they may not appreciate pie and peas all round.
You should also have something in place for those delegates who for religious or other reasons cannot eat you main choice, the most obvious are vegetarians, but you may have gluten intolerant guests or people who have trouble with lactose products. Also some food items such as seafood or peanuts can have severe consequences for people with allergies.
You would be as well taking heed of your caterers comments at this point, he/she will know what can and cannot be done in the timescale you have, and demanding totally unrealistic service will leave your caterer stressed out and you with a client unimpressed with the final result.
A little forward planning and common sense can result in a successful event that does wonders for your reputation, and leaves you with a highly delighted client.
