How Much Extra Food To Send To Events?

Off-premise caterers need to send extra food to serve more than the actual guarantee, traditionally 5 to 10 percent more. This extra food is needed for everything from staff meals to covering a host who has given a lower guarantee by simple error or by cunning preplanning. A caterer must not run out of food to serve, no matter who or what caused the situation. The caterer will be the one the guests are unhappy with, not the host.

When doing away events, caterers need to be concerned about what affects the amount of food that was sent from the kitchen, including:

·   Food that was sent to the wrong event.

·   Food that becomes burned or unsanitary before the event starts.

·   Food that gets stolen during the setup of the event.

·   Additional uninvited guests who come to the event.

·   Guests who attack the buffets and take more than they can eat.

·   Food to feed the photographer, musicians, DJ’s, valet, etc. This may not be required, but it’s often good for marketing your quality to vendors who can recommend your catering to shoppers.

·   Food for the event staff to eat, either the same menu or a different one.

Should you let the host know you’re sending extra food to the event? Some believe this encourages the host to cheat by under-guaranteeing. Others believe it makes the host aware that there is a limit to the amount of extra food being brought to the event.

Some are challenging the idea of an extra 5 to 10 percent of food. Caterers are starting to send extra food only for certain menu items, based on how much the local guests may find exciting. As caterers examine the menu, they determine which items will be the most popular and which will not.

Many caterers charge the hosts a fee for extra meals at a full or reduced price. After all, were is it written that the caterer must feed 22 musicians and valet parkers for free?