Using External caterers

We all know that food and drink is often the core of any event; but what if you need to use an external supplier? Here’s our guide on working with external caterers for your event. 

Is the caterer a preferred supplier? 

First and foremost, if you’re not using an in-house catering service at your venue, check to see if they have a preferred supplier list. These are suppliers that are vetted by the venue and work in the space often – which can make a big difference if they’re already used to the environment, plus the venue will already have their health and safety documentation, insurance etc. Venues often have an arrangement that only preferred suppliers can be used, but it’s not always impossible to use alternatives; check with the venue first (you may just have to pay a compensation fee, corkage etc.). 

Research and visit 

Before you commit to a supplier, do your research. Ask to go and see another event they’re working on, study their social media (and the accounts of the events they’ve worked on) and go to their premises to meet the team. You can always ask for a food tasting too (the cost of this is often deducted from your bill). 

Use a 5-star supplier 

Our advice is to always use a caterer with a 5-star food hygiene rating; all caterers are required to have a food safety management system in place and if they’re 5-stars, you know they have everything in place safely.  

What information do I need to gather? 

Get the registered name of the food business and check their rating on the Food Standards Agency’s website. Make sure you their documentation is checked by a competent person, including gas safety certification, fixed electrical safety certification (including Portable Appliance Testing), valid public liability insurance and risk assessments on food safety, health and safety and fire risk.  

Most of all, ask for what you want 

It sounds so simple, but if the menu isn’t quite right or the drinks package isn’t suitable, ask for what you want. The good ones will always work to your brief and will be honest about the budget.