10 Things Your Caterer Won't Tell You

But that figure leaves out smaller operators who may not be listed in phone books and professional directories, a group International Caterers Association President Linda West describes as "selling sandwiches out of the back of the Volvo," which could include thousands more outfits. Anyone can call himself a caterer, and that means a huge disparity in the level of service, skill, cleanliness and general professionalism you might find out there. The best way to choose a caterer you can trust? Word of mouth, West says. Talk to people in your area whose opinions you trust; even better, ask anyone who has held a catered event that you've enjoyed. And when speaking to a potential caterer, be sure to request at least three references — and call them.

2. "You could probably do this a whole lot cheaper."
Most full-service caterers like to handle everything from the food and the alcohol to the coat check. They say this makes things easier on the host, but it's also more profitable for them. There are some easy ways to save money though — starting with buying your own liquor. Some caterers charge above-retail prices on alcohol; if you buy it yourself, you'll pay roughly half their price. Even if your caterer then charges you a $2 to $5 corkage fee per bottle, the savings can still be significant — especially if your retailer accepts returns of unopened bottles, which many do. A word of caution: Liquor laws differ by jurisdiction; in some areas it's illegal to provide your own alcohol at a catered event, so check first.

You can also save big by renting your own supplies — if your caterer will allow it — such as tables, chairs or dishware. You'll save on the markup, which can be as much as 30%, and you can still ask your caterer to handle the setup.

Finally, be flexible about the date. If you hold your event on a Friday, Sunday or even midweek, you can save up to 15%, says Michael Roman, president of Catersource, a support and education organization for caterers.

3. "You may not want to know what's in my secret recipe."
We knew a caterer in Indiana, who has since passed away, who was famous for his sweet-and-sour meatballs. People begged him for the recipe, but he kept it closely guarded. And for good reason: The meatballs came frozen from a restaurant-supply house, and the sauce was doctored with such secret ingredients as grape jelly.

Ingredients can become a sticking point with caterers and their dishes, many of which include surprising — and not always healthy — additions. If you have any special requests such as vegetarian dishes, be sure to let your caterer know, and ask to review lists of ingredients.

Food allergies are a more serious concern. Fort Wayne, Ind., catering chef Marla Cohen recalls a four-year-old at one event who was allergic to peanuts and touched a plate that had held chicken satay: "Her bottom lip swelled up just like that." Cohen called an ambulance and the child was fine, but anaphylactic shock can kill. Most people with allergies know what foods to avoid. But if any of your guests has such a condition, it's vital to tell your caterer; some troublesome ingredients — like peanut oil — may be hidden in preparations.

4. "That staggering drunk wants another round? No problem!"
Alcohol gets any good party flowing, but serving it in your home presents potentially dangerous situations. Liquor concerns "are a very hot issue in catering today," says Catersource's Michael Roman, who adds that hosts often expect bartenders to cross the line by serving minors or to keep serving guests who've already had too much to drink.

Serving underage or obviously drunk guests is illegal, and if something goes wrong, you're the one who could be held liable. "This is something that's up to everyone to enforce," Roman says. "The host should back up the bartender." Such situations require diplomacy and finesse, so ask for experienced bartenders — and ask the caterer to keep a watchful eye. Linda West, the head of the catering association and owner of Houston-based Mélange Catering & Special Events, hands out taxi vouchers to anyone whose level of impairment seems questionable. The vouchers include next-day returns so guests can pick up their cars — sober.

An added safeguard: While you may pay much more for it, if you do purchase the alcohol through your caterer, you are generally covered by the caterer's liability insurance.

5. "This spread will easily serve 50...dieting models."
A host's worst nightmare is running out of food. Dallas event planner Jennifer Fenimore recently handled a wedding where she was promised food for 50. Forty-two guests showed up, and they still ran short. "I wish I had known what the caterer considered a portion size," she says. "The only thing that didn't run out was the mashed-potato martini bar" — a station featuring mashed potatoes in martini glasses, with a variety of toppings — "and that's only because we had the wrong size of martini glasses. They were too small."

Experienced caterers know that some groups eat more than others, but they should never run short. If you expect your guests to be served a full lunch, be sure to tell your caterer. If a finger-food buffet will serve as a light meal at your reception, make that clear too. On the flip side, if your budget is limited, don't skimp on portion size. Former Chicago caterer Adrienne Battin once had a client who was expecting 18 for lunch and wanted her to serve a buffet with just 18 shrimp. "I told her that I wasn't going to stand there like a police officer and tell anyone who took two to put one back," Battin says. "If you can't afford shrimp, don't serve it."