Need advice from some of you who cater...

M

music-city-missy

Well-known member
on the reception I am helping host in two weeks, things have gotten more complicated. Instead of maybe 20 people, looks like 36 at the last count and now I have to leave town on Monday and return back Thursday night and this thing is Friday night at 7pm.

What sorts of quantities do you put out per person? What I see out there on the web seems to be 10-12 pieces per person with one suggesting as high as 12-15. I always over cook but DH is REALLY panicking about the food - will we have enough and will I be able to get it all done.

Again, here's the menu:

Cheese board with 3 to 5 cheeses, fruits and nuts

Ham rolls

Beef tenderloin with rolls

Brie kisses (bites sized puff pastry bites with assorted pepper jellies)

Trio of dips/spreads - Joe's salmon rillettes, bruchetta topping, black olive tapenade (still deciding on the other two but definitely the rillettes)

Antipasto platter w/marinated artichoke hearts, mushrooms, mozzarella cheese, olives, anchovies, meats, roasted peppers, and balsamic roasted onions

Chocolate covered strawberries and buckeye candies for sweets (This is for Ohio State so you HAVE to have buckeyes)

 
Missy, I'm not sure10-12 peices per person is enough for Friday night at 7:00, assuming

that this will sub for dinner and is not a cocktail hour before dinner. People may be coming from work and they'll be hungry, and geering up for the weekend. Also, if Friday night traffic is half as bad in Nashville as in SoCal you'll have late arrivals. You'll need some backup.

I'd have some backup cheeses and crackers--they keep well if you don't end up needing them.

Also, all the antipasto ingredients keep well so you can have extra on hand to replenish the platter, and enjoy them later if you don't use them.

I live in LaLa Land so I find the meats move more slowly, but things may be different for a college reunion in the South. If the beef is served cold you'll have no problem having some spare in the fridge.

I think it's OK to run out of some things, but with refills on hand you'll still have a reasonable selection throughout the evening, and leftovers for the weekend.

Glad you're trying the salmon--hope you like it--it doesn't keep well but I don't think a double recipe would be out of line, but you need to finish it off the next day.

 
Adding to Joe's thoughts...a friend of mine had a party last year on a Fri eve. Folks were starved.

She served the appetizers first and everyone was told it was appetizers first...but everyone piled their plate so much that there wasn't enough to go around...the people at the end of the line were left out. People just didn't seem to get it that it was appetizers first....then by the time she served the main meal, those that over-did it on the appetizers were too full to eat much of that and folks at the end of the line wished they'd had the appetizers more than the main meal. A couple people who were supposed to bring dessert didn't show up, so she was short on desserts!

 
I have to jump in here. A professional cater wouldn't set up a party this way if he/she was savvy

Just for fun here is a glimpse of what it is like to be a professional caterer. Marsha, I am not trying to "dis" your friend here- it is an unfortunate thing that happend at that party. This is just a look at it from another angle:)

The scenerio: Friday evening. Folks were starved. The host tells everyone there are appetizers then dinner, expecting the guests to just nibble a bit of apps then wait for dinner to fill up but people gobble apps and they don't stretch far enough then those gobblers are too full to eat dinner making a lop-sided party. A worth-their-beans caterer would probably not try to put out apps then do dinner because they would know this would happen. It is more the well-meaning party-giver's fault than anything but most don't know better until it happens to them once or twice then the light bulb goes on. You cannot blame the crowd because it is the person giving the party that produces and directs the whole shebang. Heavy apps and no dinner or just crunchy snacks with cocktails then dinner would have saved that party. Hungry people see trays of food and eat it. Period. They are chatting, sipping and enjoying themselves, not paying attention to food consumption. They are not supposed to. It is up to the caterer or host to know what to put out and when so the guests don't need to regulate anything except alcohol consumption.

Caterers don't just make menus and produce food. They have to think through the whole psychology of the evening- who is coming (starving college kids? A group of models?), what time of day is it, where are the guests coming from (did they all just play softball and are starving? A corporate management group just after a light snack before a heavy meeting?) how the room "flows", when to put out what food, etc. It like producing a play.

 
LOL Michael- you would do fine and a little more on the subject

We all start by learning from our mistakes- I sure did and still do.

The whole deal about being a caterer is this: a great party means that the guest goes home thinking "what a great party." Period. Hopefully he/she remembers that the food was good but the food is not the star at a party. It is a social event with the food/beverage there just to enhance it and if perchance the food really stands out as good all praise from guests must go directly to the host not the caterer because the host created the party. Way in the background out of sight but staging the whole evening is the caterer who sends out the food trays and brings them back in, clears plates without anyone noticing (no noise from the kitchen or chattering staff), makes sure everything runs seamlessly, has chosen a menu (usually "helping" the client choose things that the caterer knows will work for the type of guests, type of party, time of say, etc.) that pleases and does not ever try to make himself/ herself the focus of attention. All attention should be on the host. Unless, of course, something goes amiss then it is the caterer who takes the brunt, saving face for the host.

Most clients have some sort of strong food ideas for the menu and here the caterer must be very careful and diplomatic while trying to be creative in using as much of a client's wishes to create just the right balance of flavors, colors, textures and temperatures within a budget. A lot of times a client has no idea and cannot see past wanting a favorite recipe, not realizing the logistics involved- for instance let's say there is a party for 50 that is heavy apps, cocktails and desserts. The client suggests a fussy dessert that must be made or assembled last-minute (i.e. fallen chocolate souffles with ice cream.) Sounds delicious but it is impossible unless there is a huge budget (hahaha). That kind of party can be done with a very small staff but to make the souffles and plate them with ice cream last minute would add extra staff and not be practical. Diplomatically the caterer would suggest a fabulous alternative, keeping the chocolate idea and suggest a similar spectacular but much more practical sub like flourless chocolate cake served with whipped cream, maybe a raspberry coulis and a thin chocolate "pencil' garnish. The flourless cake can be made up days before, the coulis the day before. This keeps the menu in balance with the costs.

Just a few more thoughts for those who think about catering....

 
Michael, all the children's events I know you've cooked for would be good practice......

because adults tend to turn back into children when they're hungry. And they can be just as picky, LOL.

About Friday nights: I have a client I've cooked for a few times who is very sweet, but a little dingy and also a bit cheap. I was doing an Italian dinner on a Friday and she told me to skip the hors d'oeuvres because she wanted to serve dinner around 6:00, since several people were flying in from Texas that afternoon and it would seem late to them. (There's so much wrong with this picture!) I told her nicely that I couldn't come down in price so she may as well let me do some antipasti.

I set modest hors d'oeuvres out at 6:00 and at the same time, the hostess and her daughter had reached that point where the tables were set and they were dressed for the party and the wine was open and they were suddenly hungry. They ATTACKED my platters. I wanted to slap their hands! I mumbled politely that this was all I had for the guests and got a blank stare. I said "Remember, you said no hors d'oeuvres and I had to talk you into light ones?" Huh?

Of course I ran out of antipasti, the plane was late, traffic was horrible, and I served dried-out lasagna at 8:00. The guests were starving so they loved the food, but I was really frustrated.

Like Cathy says, you have to take charge and orchestrate the event, and sometimes that means knowing more than the host about what is needed and what the guests will do. This was a learning experience.

 
This has been a fun thread & reminds me why I don't cater on a regular basis

these days. I catered a movie production a little over a year ago and they gave me complete control just a budget and timeframes for breaks when the crew would be eating. It was hugely successful and the crew said it was the best food they had ever had while shooting. And when I think back on it, most of the catering I did when I was younger were people that completely left the menu up to me - maybe that is why it went so well.

I had to do a lot of leading on this one as it is just to get where we are - as I said, the host is very well off but also pretty tight. He appreciates good food and doesn't want any 'cheap' party food. The other members of the alumni association are beer and potato chip guys and were perfectly happy with buffalo chicken dip, salsa, chips and sub sandwiches cut into pieces. And the host's fiance wanted to help but I'm not so sure about her cooking abilities.

I will keep tweaking it right up to the last minute so keep any suggestions and ideas coming.

 
Missy, if your budget can afford it, that salmon rillet rocks!

It will definitely be the first thing to go. If you have the Bouchon cookbook, take a look at the rillet recipe there. The main difference between that and Joe's recipe is a seal of clarified butter. According to Thomas Keller, with the seal and wrapped securely in plastic, the rillet will last a week.

I love tapenade but find it actually gets eaten if it's intentionally served on or with something. So maybe as a layer in a torta (good do ahead dish) or paired with a different type of kiss (a creamy goat cheese, whipped and topped with a small dollop of tapenade...a la caviar style). I've served tapenade several times and in a dish just by itself, it just languishes.

Cathy and Joe's notes are filled with a goldmine of information. I've always thought the food biz was a lot like theater. And as the food person, you're the director ('cause without you, the show won't go on!).

I took a couple classes about catering events. One tip that really struck a chord with me was...if you're doing a buffet and people follow the table in a line formation (as opposed to just walking up at key points randomly), put your most plentiful and cheap things in the beginning. Then save the most prized item (usually your most expensive) for the end. In other words, filler food in front. Why? By the time guests get to your expensive item, their plates are already full and they'll be inclined to take less.

One last thought. I'm not sure if you're going for exclusive finger food or how you want to pace things, but if you set out the dips and the antipasta, then serve the sandwiches, you might want to consider a salad of some sort. Maybe a marinated white bean salad that will compliment the sandwiches and as an antipasta. It's cheap, filling, and ads to a light meal perception (as opposed to just nibbles). Just a thought....

 
And a written reminder of why I don't cater at all anymore-LOL

You will notice you didn't see me writing about MY big catering goofs.......

 
Oh Cathy that's cruel, tempting us with war stories like that. Surely, deep down, you want to share?

 
LOL you sadists. I only like to remember the good times but okay....

A wedding. High end. An architect getting married (late afternoon) at the very lovely home of HIS clients which he designed. 80 people. Food by Cathy Z. The homeowners were gracious but a bit nervous as they are art collectors and collectors of gorgeous one-of-a-kind furniture pieces. The dining room table is an astonishing hand-carved Rosewood piece from Asia and on it I set up a nice buffet. It was 1995 and set on the North Shore of Kauai in November overlooking Hanalei Bay. It was a warm and humid day, the house opened up to the elements for the day:

Shrimp Salad with Mango, Grapes and a Sweet and Sour Coconut Vinaigrette
Grilled Skewers of Chicken with spicy salsa and marmalade
Grilled Skewers of Beef with Korean BBQ Sauce
Grilled Skewers of Ahi with Lemon-Parmesan Sauce
Savory Rice Pilaf
Cold Chinese Noodle Salad with Spicy Peanut Dressing
Roasted Vegetable Salad with Niçoise Olive Vinaigrette
Stuffed Red Potato Halves with Sour Cream and Caviar
Smoked Salmon Cheesecake
Assorted breads and crackers
Parmesan Puff Pastry Straws
Carved Watermelon Boat with Assorted Fruits
Mints - Nuts
(Wedding cake)

The table was huge but so beautiful that I didn't want to cover it totally with cloth. I planned platters that accentuated the beauty of it- wanted to make it one big work of art as much as I could. I had two huge ceramic platters with "built in" handles and one of them held my roasted veggie salad with Nicoise vinaigrette. The table's owner was very nervous about not having the table protected with pads and cloths and I assured her I protected it under each of the platters. Well....that darn veggie salad managed to release more juice than I anticipated as it sat and that juice combined with the vinaigrette oozed through the handles onto that stunning work of art table (later I found out it was purchased for $40,000.) She nearly had a heart attack in the kitchen and I scrambled big time (quietly of course) and got it cleaned up and her calmed down. No damage to the table. I had some Ti leaves with me and I covered the bottom of the offending platter before replating. I also quickly made some soft breadcrumbs and put them down under the veggies and vinaigrette to stablize the juices. Whew. It all went very well and I fanned the brow of the homeowner who nearly fainted in the kitchen.

Then there was the sliding towers incident.....a dessert buffet, fancy, for about 50. I try to really set up the visual effects so that the first look makes as close to a "wow" as possible. I had several desserts set up at different heights across a back-lit table that had a hunk of frosted plexiglass cut to the size of the table set on spacers about 4 inches off the table. My idea was to put lighting between the table and plexi, creating an interesting lighting effect. I had orchids, ferns and other fun stuff on top of the plexi to cover the obvious lights. Well. It was stunning (to me anyway) and I was chirping happily to myself out in the kitchen as people were plating their choices and chattering away to each other. All of a sudden my mocha buttercream torte slid onto the table KERPLOP! Then my strawberry cheesecake did the same thing! OH NO!!!!!!!!

What happened??? I didn't anticipate that there would be HEAT associated with the lighting I put under the plexi. It heated up all the pedestals holding the goods. Holy cow. I had backups of course so I cleaned it all up, turned off the lights, spread out more orchids and ferns (I went into the client's gardens to get them, madly snipping along the way.) A disaster for me but hardly anyone seemed to notice anything but a good chuckle was had by a chosen few.

Oh please say that is enough........and thanks for asking, Curious- I am getting better each day.

 
LOl, Cathy, I'm glad to know I'm not the only one whose "brilliant" ideas sometimes go awrry

You sure managed to save the day, however.

I suppose.... (sigh)...... this is enough, unless you're just dying to share some more.

 
That's the sign of a great caterer...staying cool! But what I want to know is do

we have access to those great, salivating sounding recipes? Wow! I just read this to Sous Chef hubby and he wants them all! LOL

 
Thanks for asking orchid- maybe later I can type some out when my shoulder allows.

Right now I am still typing with one hand. I know where a couple of the recipes are so down the line I'll post them. Others I made up pretty much on the spot (Roasted veggies for example) so I won't be able to post.

 
Absolutely no hurry Cathy! I'll do a search and see what I can find that you have

posted. Take care of yourself!

 
I just found the Shrimp salad over at Epi and grabbed it. I'll look for

others that you may have posted later. I'll just let you know what I may not find and maybe you can fill in. I'm in no hurry...just think they sound great! Here it is in case anyone else wants it.

Shrimp Salad with Mango and Grapes, Sweet-and Sour Coconut Vinaigrette Vinaigrette

Cathy Z from Kauai

This is really good if you can get the ingredients- it is a recipe by Philippe Padovani:
1/2 cup coconut milk
2 tbsp oriental chili paste
1 tbsp palm sugar (Thai sugar paste) or brown sugar
2 tbsp fish sauce
2 tbsp fresh lime juice

Bring the coconut milk to a boil. Add chili paste, palm sugar, fish sauce and lime juice. Stir for 2-3 minutes until the ingredients have dissolved. Set aside to cool.

Garlic and Shallots:
2 tbsp sliced garlic
2 tbsp sliced shallots
1/4 cup oil

Saute the garlic and shallots in oil for 2-3 minutes, until they are crispy. Remove from the oil and set aside on paper towels to dry.

Shrimp salad:
4 large lettuce leaves
1 ripe mango, sliced into wedges
4 cups halved green and black grapes
1 red chili, finely diced
cooked shrimp (amount up to you)
1/4 cup whole cilantro leaves for garnish

Create 4 "cups" out of the lettuce leaves. In a mixing bowl, add the mango, grapes, chili and shrimp to the coconut vinaigrette. Mix well then add garlic, shallots and cilantro leaves. Taste the mixture and adjust seasonings. Serve immediately in the lettuce cups.

 
Now I'm the cruel one, forcing you to type painful memories with one hand. Feel better!

 
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