How to hire a caterer?

[Mezzaluna]

Your sage advice is needed! My temple has a Passover seder for about 85 people (about 15 are children under 10). Our former caterer retired and the job of finding a new one has fallen to me. I know what we customarily served, but would like to for prospective caterers to offer some fresh ideas, too. The food would have to prepared mostly off-site and brought in. My questions are:

1. How should I ask about pricing? ( I assume it's per plate)
2. What information should I provide about facilities and equipment on site?
3. What can I expect about clean-up? (My thought was to ask them to include only any mess in the kitchen from service, not swabbing the floors!)
4. What is customary in regard to payment? (How much up front, etc.)
5. I would provide information about appropriate/inappropriate ingredients.
6. Anything else I ought to ask?

Thanks so much for your insights and advice, everyone.

[shroomgirl]

KOSHER????? VAD?????

Give them clean and expect it clean

1/2 up front but ask what their billing practices are.

per person

ask for sample menus and prices, references are good too

Tell them what equipment adn serving pieces you have or have them do a walk through.

You should call several caterers and ask about their ability to provide Kosher meals.
Select two or three if you are fortunate enough to find that many who can do Kosher.
If your temple has a kitchen, meet with the caterers on site -- individually, not all at once. Listen to them. Learn from them. You'll pick up the system pretty quickly.
You should decide if you will do buffet or plated service (which would be sit down). Caterers generally price per person but with young children you should fight for some price adjustment.
You generally will have to pay a substantial deposit, usually half, when you sign the contract. The standard contract calls for a guarantee several days before the event. When you guarantee the number of people you will probably be asked to pay the balance since you are not a corporate or regular client. Most caterers will prepare about 5% more food than the guarantee to accommodate late additions.
The cost of rental for table, linens, flatware, china, glassware, etc. can really run the price up so factor that into your bids if the temple doesn't have these things.
Give them a clean work space and they will leave it as they found it. I have rarely had a problem with caterers leaving a mess.
Arrange with them ahead of the event the details of handling leftovers (soup kitchens, elderly temple members, etc.)
I don't know about the formalities of a Passover menu but I think the menu is pretty traditional. Can you vary the food items and courses? In that case they can give you different menu ideas at several price points.
Make sure the caterer is established with good credit. If they go out of business or disappear after they get your deposit but before the seder, you are out of luck. Check them out. Ask for references.
Most caterers will not do a tasting for a dinner this small but it doesn't hurt to ask. The worst they can say is "No" or they may charge a fee for the tasting.
Get everything in writing! Read the contract. There is no such thing as a stupid question. It is only stupid not to ask questions if you don't understand something or if you have the least doubt.

[Mezzaluna]

Wow. Really good advice. Just for the record, Kosher food is not required (we're Reform- the only restrictions are no pork and no shellfish). We have done this as a very informal meal, using paper and plastic utensils, so no rentals of that nature are needed. I am of the school that believes in a three bid minimum for an organizational expense (accountability is very important to me), so I will be contacting at least three caterers. The event is on Sunday, April 8 (the evening of the second seder), and I don't know if that will work to our advantage or not. I believe it's better than a Saturday night, but don't know what other factors are to be considered. We're open to suggestions for non-traditional menu choices. For example, I found out that quinoa is botanically a fruit, so we can use it for a pilaf or something (grains are not permitted except for matzo and its products). There are actually Passover-appropriate pastas nowadays, too. We will also need a vegetarian option, which shouldn't be too hard to come up with.

You gave me a lot to think about and plenty of good guidance! Thanks---

[Chef David Simpson]

Very good advice Margaret.