Finally, you have arrived at the stage when your organisational skills, expertise, professionalism and planning are tested: your first event. This is your chance to show your client that you can measure up to their expectations.
Dealing With Crises
Of course sometimes there are unforeseen disasters. Some things you could not have predicted.
I could tell you about many mishaps. But these incidents, although vivid in my memory, are few and far between. The only course of action the caterer can take is to keep a very cool head and try to rectify the situation. (For those of you who like a happy ending: yes, the singers sang and the guests did finish their meal thanks to a call to a local electrician.)
A lot of running a catering business is about experience that you will pick up as you take on more and more jobs. You will learn as your business progresses that certain demands clients have are achievable and that others are impossible. You will get the hang of finding more workable alternatives that mean an event will run smoothly.
Planning Ahead
Even large catering companies such as Party Ingredients, who I mentioned in an earlier chapter, shop for parties on an individual basis rather than buying in wholesale perishable items such as meat, dairy produce and breads.
Of course, you (and they) will have a stock cupboard of condiments, flour, sugar, mustards, honeys, rice, couscous, lentils and other ingredients which are on-going.
Ordering In Advance
For a specific party, ordering in advance is essential if it is a large party. It’s essential too if you have a small party but the main ingredients are not readily available. Once you have agreed the menu with the client and received the deposit, you can start to order the main items on your list. If your client has requested the best smoked salmon Scotland can offer and stuffed quail or vension, phone your suppliers to order and arrange for delivery or collection.
Compiling The Shopping List
The full list of what you need to buy can alter, bearing in mind that numbers can change up to a week before the event. There will be a little fluctuation in the shopping list. I usually list all the dairy produce in one line, the vegetables and fruit in another, dried goods and meat, fish etc in other lines. I am sure you do too when shopping for the household anyway. Just keep these sensible practices in your business. Store this list away in the file you have opened for the client’s event.
Hiring Staff
Hire any staff you need as soon as you get the go-ahead from the client. Re-confirm with them a week before the party and give directions to the client’s house/business/premises where event is to be held.
Preparing The Food
I have a whiteboard in my kitchen which is well-used. I write down all the dishes that need to be prepped and, against them, I put the day they are to be prepared and finished. Work out the approximate time it will take. That final tick against each dish is pleasurable and it is a great help in being able to see your exact workload.
Example Dinner Party
You have three days to shop and to prepare the following menu for 20 at a party on Friday: