This chapter deals with developing relationships with other specialist suppliers – such as florists and marquee and hire equipment companies. You may be asked to cater for large events either by a business or a private party giver and be asked to give quotes for the following: Keep a list of those you meet along the way in your catering business, or who you like the look of, such as your local florist. Or contact a number of those on the list to find out what they offer and their price. If you cater for a party and the host provides terrific musicians or other talent, ask for details so that you can add them to your growing list. They will be only too happy to be recommended by you to clients. Find out what they charge and if they add any extras on such as travel expenses.

Dealing With Specialists

There are two ways of dealing with specialists: getting them to quote directly with the client or taking on the work yourself and adding a percentage to the final bill. The latter requires more work on your behalf and more responsibility.

Remember to check the details each time you book someone. For example, if you are dealing with musicians directly and taking a percentage, make sure that they haven’t changed their per hour rate and that they haven’t decided to give up classical music in favour of rhythm and blues. You might have an irate client on your hands.

Also find out:

• what set up they need for electricity (they will bring and sort out their own sound system but check with them beforehand);
• any seating and meal requirements they have;
• their musical plan of action (sets to be played and for how long).

Marquee Hire Companies

When dealing with marquee hire companies who have been hired by the party giver, make sure the catering area is taken into discussion at the early planning stages. It is up to you to discuss your needs with the client first of all so that the information can be passed on to the marquee company. Preferably, have direct contact with the marquee company so that you can stipulate certain necessities. You will need to know the set up so that you can plan your party well so that client and guests are satisfied.

Some clients like to save money by squeezing inappropriately large numbers of guests into small marquees. Or, they arrange to hire a marquee that is too large for the number of guests, making the guests feel that they are in a barn. Guide them.

Working With The Marquee Company

When doing an outside catering job, make sure that you can liaise directly with the marquee company your clients have chosen from the beginning. A marquee is a lovely setting for an event, but it can be a bit tricky at times for the organisers. The following tips should help the events run more smoothly.

Kitchen Prepping

To work effectively, you need a kitchen prepping marquee attached to the main marquee with sufficient tables, a clearing area, storage and its own entrance/exit to vehicles as well as to the main marquee.

You will need water. Make sure that you have access to a stand pipe or the premises’ kitchen. If it’s the kitchen, you need a way to transport water as it may be quite a distance from the marquee.

Access To The Marquee

Talk to the marquee company and the client about access to the marquee. You don’t want your staff to have to walk over flowerbeds or negotiate bushes in order to set up or clear – it is awkward and damage to the garden will create a rift between you and your client after the event.

Making Space

Check the space between the tables and chairs. Waiting staff need to be able to serve at these tables without having to bend themselves into awkward shapes or ask guests to move their chairs so that they can get past them.

Make sure there is plenty of space for the buffet tables and bar. Guests need to have room to stand around both areas and not get in the way of seated guests. It’s like being on an aeroplane and queuing for the loo: if you’re the table near the buffet or bar you don’t want to have people hovering around you looking anxious.

If there is a dance floor, discuss with the client and marquee suppliers where it should go so that it doesn’t affect the smooth running of the catering. If your staff have to negotiate dancing couples and an ear-splitting band while clearing tables and glasses it will create problems, and your operation will look messy and unprofessional.