|Your Questions, Our Answers!
Q-How do I determine my budget?
What level of food and service are
Pick Up or Drop off
Foods provided in disposable containers, or bring your own platters
to have them arranged by our chefs. This is best for those who want
to supplement their menus, but don't require additional service.
(Delivery Fee applies to drop off-fee determined by distance)
Drop off with Setup
Caterer will setup buffet and depart. All foods to be held and served
by client at appropriate temperatures, disposable products will
be provided for food service. Rental items such as linens, chafing
dishes, etc. are available, and will incur pickup charges.
Limited Seating, or Standup Cocktail Reception
These events typically focus on Butlered, or Tray passed items,
with supplemental Stationary Food Displays. These "Mix and
Mingle" type events are great for networking after hours, company
branding or product launches, or anyone who wants a high end feel
to their event, but wants to keeps costs reasonable, with more focus
on the food and beverage, utilizing less labor and rentals.
Guest Seating set with China, Flatware, Glassware, and Linen Napkins.
Buffet and Beverage Station Linens to the floor. Catering Concepts'
provides one buffet line for every 50 Guests for most events. Your
buffet will have the latest in Buffet Serviceware, customized to
the look of your event. One server per 30 guests, and one bartender
per 75 guests is standard. (Rentals above are quoted separately
on event proposal according to event specifications).
Attended Stations, Plated Dinners, or Large, Corporate or
These events are the "Crown Jewel" of our repertoire.
We are able to accommodate events that other caterers are unable
or unequipped to execute properly. From Multi-Venue, Progressive
5 Star Weddings, to a Seated Plated Event for a 1,000+ guests that
not only was served in 15 minutes, but with a military precision,
Kosher Catering at off-site venues, to Corporate Events that brought
families together, and wowed them with a 10'x10' candy table lowered
from the ceiling of the venue, complete with fog machines, strobe
lights, thematic music, and confetti cannons. We can make anything
happen, anywhere. These events are not always the highest dollar
per person, but require more logistical forethought, and planning.
Catering Concepts is capable of taking your ideas and transforming
them into the event you envisioned, making even the most challenging
circumstance appear effortless.
Q - Do I need Event Insurance, and how do I get it?
A – Event Insurance is available to offset
any unforeseeable losses due to unexpected event cancellation due
to weather, venue closure, family emergency, etc. This insurance
may also be purchased as a rider to your homeowners policy through
your insurance agent, and is highly recommended for outdoor events.
Your Venue may also require you and your vendors to purchase this insurance, which can add an additional expense, please read all contracts carefully to avoid unexepected surprises.
On line Vendors for Event Insurance: k and k insurance.com (look
under events) and Wedsafe.com
Q – What does being a full-service, off-premise
A – As a full-service, off-premise
caterer, we create seasonal standard menus appropriate to our clients
taste preferences, budget demands and theme consideration. Our “sample
menus” are only an initial indication of our repertoire. Off
premise catering is essentially building a restaurant in one day
and tearing it down again.. Linens, China, Flatware, Glassware,
Lighting, Ice Sculptures and Décor, we offer a wide range
of options to choose from to transform your site. The benefit to
the client is a unique event experience, one that can be customized
to their taste in foods, décor, and location.
Q – What is the process for planning an event?
A – After your initial contact with
our office, you will be sent general catering information and sample
menus appropriate for your type of event along with the name of
your Event Specialist. Your Event Specialist will give you time
to review the information, and call to arrange for an appointment
to meet or speak with you over the phone. Your Event Specialist
will then guide you through the planning process, culminating in
a custom proposal for your event.
Q – What size of events do you caterer?
A – Seated Dinner Parties from 10
people to 1,000. Cocktail, Buffet, or Company Picnics up to 3,000.
Q – Some of my guests are vegetarian. How will you
A – We are happy to provide vegetarian
or other dietetic menu choices as needed to please your guests.
Special meals may be billed at a slightly higher menu rate.
Q – What beverage services do you provide?
A – Full bar services can be provided
for parties small and large. We can recommend how much liquor to
purchase for any given event, should the client chose to purchase
their own alcohol. We carry a Caterers ABC Liquor License. Catering
Concepts cannot transport or store client supplied alcohol on it’s
vehicles or premises. All alcohol transported and stored on Catering
Concepts property must have the Catering Concepts Virginia Alcohol
ID# on each bottle. To store or transport alcohol without this number
on the bottles would violate our ABC license.
Q – What can I expect to see in your proposal?
A – Our event proposals itemize
cost estimates per person for food and beverage in addition to cost
estimates for labor, rentals, linens, etc. Changes in the venue, service hours, or final
guest count as calculated on our proposal may affect stated cost
Q – How are labor costs determined?
A – All service labor is billed
by the hour, excluding deliveries. Wait staff is billed at a minimum
of $20.00-$25.00 per hour, per staff member, including 2-3 Hours for setup, and an hour for breakdown in addition to the event hours. Labor cost estimates in
our proposals can also include travel time between our facility
and the event site.
Q – Are gratuities included in either my proposal
or final bill?
A – Gratuities are wholly at the discretion of the
client and are not included in our proposal or invoice. The Service Charge listed on your bill covers miscellaneous costs incurred which are not itemized, as is not a gratuity for the staff.
Q – When do I need to reserve a date on your calendar?
A – As soon as you have a specific date in
mind, contact us to reserve that date on our calendar. Some events
are booked a year in advance! Normally, we need 10 days advance
notice to plan an event, although some can be arranged in less time.
Q – Do you require a deposit?
A – $500.00 “save the date” deposit
will hold a date in advance of our custom proposal. 25% deposit
based on the estimated total is due on your event no later
than 6 months in advance, or your date will be reopened for events.
This deposit is non-refundable.
Once you have secured Catering Concepts as your Caterer of choice
with a signed contract and submitted your deposit, the $500.00 "Save
the date" deposit will be deducted from your final bill.
Q – What forms of payment do you accept?
A – Yes. We accept Cash, Checks,
Visa, MasterCard, Diners Club, and American Express.
Q – When do I need to decide on a final guest count?
What happens if that number
goes up or down shortly before or the day of the event?
A – We require your final minimum
guest count (10) business days in advance of your event. This number
will be used to establish ordering quantities of food, rentals,
number of staff, etc. After this final guaranteed minimum number
is given, we will make every effort to accommodate increases to
your final count made within three (3) business days of your event,
but we cannot lower your final count for billing purposes after
the first deadline.
Q – How do I make a reservation?
A – Call us! 757-425-5682
Office Hours : Monday – Friday 8:30am – 5:00pm
Email us! events@catering
Fax us! 757-425-5923
Q – I may need a tent. Can you provide one?
A – We can arrange a tent rental
for your every need. When a tent is used, we plan and diagram it’s
orientation at your site, table placements within, etc. When a tent
is being used for an event, a rain plan may be reserved at an additional
charge, and typically requires a non-refundable deposit. Rain Plan
Tents and walkway marquees are best reserved in advance, as they
may not be available closer to your event date.
Q – I would like to have an event with a specific
theme. Do you supply decorations and other items to suit the theme
I have in mind?
A – Your Event Specialist can customize Menus, Food Presentations, Table Linens and Settings with a variety of Themes (chairs, linens, china,
serving pieces, etc.). For additional Decorative Theming, we can recommend and coordinate with a variety of event professionals in the area
to bring together all aspects of your party, from centerpiece design to
large-scale props and dramatic visual effects, we can assist you in creating and staging a truly unforgettable
Q – Can you recommend a baker for a wedding cake?
A – Yes. We have several contacts
in the area we recommend highly. No special labor charges apply
for cutting and serving the wedding cake.
Q – Do you provide shuttle service or valet parking?
A – Yes. These services are contracted
through independent service agencies. We are happy to coordinate
these services for your event.
Q – How far do you travel to cater an event?
A – We cater state-wide, as well
as in surrounding states. In this period of rising gasoline prices,
a fuel surcharge applies to all events and will be included in your
proposal. Please also note that labor costs will increase with increased
travel time. More distant events may also involve special truck
or van rental fees.
Q – Do you carry liability insurance?
A – Yes. A Certificate of Insurance
can be provided to you or your venue upon request.