final count....really

[shroomgirl]

For the past 4 years I've catered a holiday party for a non-profit, the 3 previous ones have been in a private loft with an open kitchen.....2-3 stations plus a stationary fingerfood buffet (brisket 2-3" sandwiches, veg, salmon side, feta torte, dips couple more things) passed desserts. They did the liquor. The head count was not that important when there was no seatting....the arrangement we had was a set price pp that included staff....+a $1500 budget for rentals. In the past head count was difficult, last year my staff thought they were 30 over but hard to say.

This year the venue changed, as well as the format.....stationary/passed hodos with buffet dinner/dessert, coffee and tea service. The venue provides the beverages.
So again LOW BUDGET with staff included in the pp charge. I used my chafers, platters,coffee pots decorated with eggplant, parsley, pears and lemons.....all things that can be consumed later....lemon curd today. Final count came in at 150. I confirmed again 2 days prior to the event. Linens, plates, silverware were from a rental company.....so I ordered 150.

*menu: stationary hodos, baba ganoush, hummos, caponata, dolmas, feta torte, pita chips.....passed morel tarts, greek lamb quesadillas, asian chicken skewers.


Buffet: baby greens with hearts of palm/mandrian oranges/pecans/red onions
roasted veg: potatoes/asparagus/red peppers/parsnips/carrots/zucchini
basmati rice
rolls
salmon with dillweed/capers/lemons
brisket with makers mark onions (YUM)

cheesecake with raspberry sauce

Early on I asked if the band was to eat...."NO", I said well you might want to mention that to them.
20 minutes into the buffet I got an urgent request to see the coordinator.....gee we have more guests that showed....ok how many more...after hedging, and my saying "give me a number!", they said 10 more...so my staff started bussing and washing.....head count by my guys was 172, and that was after the band had gotten plates and left. So, at the end of the night I caught up with the head of the non-profit and said head count was 172 that included 22 additional placesettings coming from the kitchen. The contract states 7days prior to the event is $32, after that $39.50.....so I invoiced them 22 x $39.50....the questions came back about why I was charging them for additional rentals!!!! UNREAL. I just said there were additional staffing charges because of the additional guests. We were scrambling for 10-15 minutes.


It was an interesting evening, I learned to add 15-20% tableware for events and work that cost into the bid. So it's there is necessary. I always go heavy with food even for a budget event.....there's a 1/2 pan of brisket and onions that is in my fridge that didn't get warmed that night. Any of you experience more guests than the final count?

Wonder what next year's event will bring....

[castironchef]

Brisket with Maker's Mark Onions?!?! Sounds fabulous.

Recipe? PLEASE?

[shroomgirl]

very simple.....salt/pepper/thyme slow cook your brisket for 6 hours
on the stove cookdown your sliced yellow onions add salt, rosemary and toward the end a HEALTHY glug of Maker's Mark....
To serve chill then slice on a slicer, put the onions on top and reheat.

[castironchef]

Thanks. I'll give it a try.

[Pete]

Used to happen to me all the time. Our general "rule of thumb" for off site catering was to take an extra 10%, on site, it was 5 percent over. This was hidden into the cost of the food. Contacts were told they would be charged for each and every person (though we didn't "upcharge", I do know of many that do). Beyond the 5-10% I couldn't guarantee that everyone got fed, or that every one would recieve what they ordered (for dinners with multiple entrees). Guests would get irate, especially if they had RSVP'ed early, but the catering manager would just send them along to see the host of the party. People can't expect us to prepare vasts amounts of overage, these are our profit margins. And as long as it states that in the contract, it's their tough luck. No reason you should take a loss for thier mistake.

[shroomgirl]

For the past few years my waitstaff has said the number of guests at their events is higher than they reserved......at that time it didn't matter as much...but with a low budget event I've never wanted to hire more staff nor rentals than absolutely necessary. When they've been caught trying to feed more it's like they've played a shell game....it's ok to take $125 from guests and not paid the caterer to guarantee that everyone gets a plate. Aw well, it just reflects on me and my business.....of course you know we'll be the scapegoats.

[MrFlmbynt]

shroomgirl,

Of course it'll be your fault!

I did a Mother's Day brunch this past year, on the invitations I gave the guests three ways to RSVP; by phone, e-mail or regular mail. I got 7 RSVPs, but, 50+ showed up. Ten of which weren't even invited, but, of course it was my fault that food for 50 wasn't ready in a timely fashion. Giving them the benefit of the doubt, I'd bought food for 35, figuring that people would show who didn't RSVP, but as you stated, I didn't have the staff and I couldn't work the dining room as I was in the kitchen working double time.

[pgram]

The one thing I've learned: NEVER rely on RSVP's!!! Ask for the number of invitiations sent and plan on that number. People now a days don't show the courtesy to respond. So to go by RSVP's only is the kiss of death.

[shroomgirl]

When you cater a party and charge a per person rate you need a head count...most caterers have 1-2 week final count dates....the count may go up (at a surcharge) but may not go down after that point. That's the difference between catering and having a restaurant.
Big taboo for catering is running out of food.....though many restaurants have 86's.....

[lentil]

I was hired 3 weeks to to a spur of the moment wedding on New Year's Eve for 30. No problem- the menu was very simple as the wedding is on a lake and they wanted it to be very casual. The guests are skating and sledding during the reception.

Last week, the mother of the bride called to tell me the count had gone from 20 to 60. I had already told her $12/pp so the total cost doubled plus the tax and delivery charges. She just called me at home to tell me she only had enough money for the original 30 guests and that I should cut back on the food. We discussed how that would reflect poorly on me as the caterer and her as the host, but she said "too bad". She's very nice and I suspect the wedding is as much of a surprise to her as it was to me, so I'm going to do what she asks, but I really don't feel good about it. I've told her to return all the paper goods she's bought in favor of smaller ones. I'll use 4oz ladles for the soups and chili and will have to find a way to make the hors look like a lot more.

At least it's a drop off so I don't have to hang around and have a stroke when the food runs out.

[castironchef]

At least you won't have to budget ice!

[lentil]

Originally Posted by castironchef

At least you won't have to budget ice!

Well, at least there's that....

[shroomgirl]

oh my....$360 for 60 guests....including you staying and serving.

My staff walks away from a holiday gig (New Years, Christmas, Easter, Thanksgiving) with $200 + each.

I've found if you have a btm price and $12pp is low.....$6 is a sandwich and chips dropped off in a box. They'll come up with the difference. At the end of the day you're going in the hole. Rent, insurence, food, transportation, labor, AND PROFIT.

Good luck, I'd make it so you're not hanging out all night at least.

[lentil]

No, shroomgirl, I'm dropping off and getting the heck out of Dodge before the guests realize there may not be enough food for 60. Mom called again today and told me not to exceed $400, and I was very clear that she would be getting food that would serve around 30. I'm just going to make darn sure that the food is beautiful and tasty so those who appreciate such things will at least be impressed. I just hope they're in the front of the line!

Needless to say, I am NOT leaving a little stack of business cards!

[castironchef]

Originally Posted by lentil

Needless to say, I am NOT leaving a little stack of business cards!

At least not YOUR business cards.