Tips to Hire a Caterer Without the Headaches

Hiring reliable catering staff for your events can be a nightmare. Last-minute cancellations and unqualified workers can wreak havoc on your business. It could be planning a wedding, a corporate function, or a holiday party. The bottom line is that having the right team is essential for a successful event.

A catering service faces many hurdles when it comes to staffing. From sudden staff shortages to finding experienced workers who can handle the pressure, the struggle is real. But don't worry; there are many ways you can pave the way to a smoother hiring experience.

In this blog, we will provide tips on how, when, and where to hire catering professionals. You’ll also learn to identify easy tools that will simplify your hiring journey.

Key Takeaways

1. Defining roles early, estimating staff needs based on event size, and budgeting wisely can prevent last-minute stress and ensure smooth event execution.
2. Have a backup plan because staff shortages and no-shows happen, so build a reliable bench of temporary workers and consider using staffing platforms like shiftNOW to quickly fill gaps.
3. Leverage gig apps and platforms with vetted candidates to simplify the hiring process, reduce risk, and find skilled staff fast.

Tips for Hiring Catering Servers

Figuring out how to hire a caterer can be overwhelming, of course. However, focusing on a few key elements can save you time and money. Here's how to streamline the process by: 

• Defining clear roles
• Understanding the size of your event
• Balancing your budget

Define the Roles Clearly

Understanding the specific roles you need will help you hire the right people for the job:

• Servers: Serve food and beverages, interact with guests, and ensure a pleasant dining experience.
• Bussers: Clear tables, refill drinks, and maintain a clean environment.
• Bartenders: Mix and serve drinks, manage the bar area, check IDs, and engage with guests.
• Event Captain: Oversee the entire event, manage staff, and ensure everything runs smoothly.

When hiring catering servers, it’s essential to consider the size of your event and your budget. These factors will help you determine the number of staff you need and the types of roles that are necessary. Here’s a closer look at how to navigate these considerations:

Size of the Event

The size of your event directly impacts the number of catering staff you’ll need and the variety of roles required.

Scenario 1: Large Wedding

Needs: For a large wedding with 200 guests, you’ll need a comprehensive team to handle the workload. This includes multiple catering servers to ensure timely food and beverage service. You’ll also want bartenders to manage the bar area, bussers to keep the dining area clean, and an event captain to oversee the entire event.

Tip: Larger events require careful planning and a higher number of staff to ensure every guest is attended to promptly. Consider hiring additional staff for specific roles, such as dessert stations or late-night snack bars.

Scenario 2: Small Corporate Event

Needs: For small corporate events with 50 guests, the staffing requirements are more modest. You might only need a couple of servers, one bartender, and perhaps one busser. The focus here is on providing attentive service without overwhelming the guests with too many staff members.

Tip: Smaller events allow for more personalized service. Ensure the staff-to-guest ratio is adequate to maintain high service standards without incurring unnecessary costs.

Budget

Balancing quality and cost is critical for any event. Here’s how to manage your budget while ensuring high service standards:

Scenario 1: High-End Wedding

Budget Considerations: For a high-end wedding with a substantial budget, you can afford to hire experienced servers. You can also bring in professional bartenders and multiple coordinators to ensure a seamless event.

Tip: Invest in staff with specific skills, such as wine service or specialty cocktails. Their expertise can enhance the guest experience and justify the higher expense.

Scenario 2: Charity Gala with Limited Funds

Budget Considerations: For a charity gala with a limited budget, cost management is crucial. You need to balance quality with affordability.

Tip: Use a mix of experienced servers and entry-level staff. Experienced staff can handle more complex tasks. Entry-level staff can assist with basic duties like bussing tables and serving drinks. This approach helps manage costs without compromising on service quality.

Always consider the size of your event and balance your budget. This way, you can strategically hire catering staff that meets your specific needs. For example, you might bring in a food truck or two. Perhaps you serve food buffet style. Here, you don’t need a private chef, and you can cut catering costs.

Putting these tips into practice will help you deliver exceptional service, no matter the event size or budget constraints.

Catering Always Needs a Backup

Catering is like a theatre play in the sense that, no matter what, the show must go on. This means that having a backup plan for staffing is crucial. It will ensure that events run smoothly, regardless of unexpected challenges.

Seasonal Peaks

During the holiday season, the search for “catering servers near me” skyrockets as families celebrate and businesses host parties. This surge in activity can overwhelm your regular staff, leading to longer wait times and a drop in service quality. Hiring temporary seasonal catering staff is essential to manage this increased workload. It will also help you maintain high service standards.

By looking at your busiest times from previous years and starting the hiring process early, you can secure good staff before the rush begins.

Special Events

Special events often require additional staff to meet the unique demands of each occasion. These include gatherings like weddings and corporate functions. These events can vary greatly in size and complexity, so they necessitate the need for specialized skills. 

It’s a good idea to bring in temporary staff with expertise in specific roles. These include bartenders for a wedding or coordinators for a corporate function. They can help you provide a seamless service.

Staff Absences

Unexpected staff absences due to illness or emergencies can disrupt your carefully planned event. To avoid such disruptions, it’s crucial to have a pool of reliable temporary workers ready to step in for last-minute staffing. By making an emergency staffing plan that includes a list of dependable temporary workers, you can quickly fill any gaps in your team.

Where to Hire Catering Staff

The most common ways to hire for catering include gig apps, social media, and job postings. Each of these channels offers different pros and cons that might change depending on your hiring needs. It's important to match your hiring source with your event timeline, staffing urgency, and required skill levels.

Gig Apps

If you need staff fast or want flexibility for one-off events, gig apps are a convenient option.

Pros: Quick access to a large pool of catering servers for hire, flexibility, and immediate availability.
Cons: Variable reliability, potential lack of experience. Still, many platforms like shiftNOW vet workers to improve quality and trust.

Job Postings

For more control over hiring and the ability to vet candidates thoroughly, job boards are a reliable choice.
Pros: Targeted search for experienced and reliable staff, more control over the selection process.
Cons: Time-consuming, might require planning in advance. Best suited for long-term or repeat hires.

Social Media

Tapping into your personal or professional network can yield quick leads, especially for local events.

Pros: You can leverage social connections for references and reach thousands of potential workers.
Cons: Variable reach and response quality. May require additional screening or interviews to assess fit.

Local Culinary Schools

Looking for workers with technical training or a passion for food service? Culinary schools are a great resource.

Pros: Access to skilled, motivated workers looking for experience. Great for events needing technical skills like plating or food prep.
Cons: May require coordination with the school’s schedule and academic calendar.

Efficient Candidate Selection

Finding the right candidates quickly can make all the difference for your events. Here's how you can streamline the process and ensure you select the best fit for your team.

Start with a thorough application review. Use gig apps like shiftNOW to browse detailed candidate profiles. Look for relevant experience, specific skills, and certifications that match the roles you need to fill.

Next, move on to the interview process. Conducting interviews allows you to assess a candidate's personality, work ethic, and reliability firsthand. Prepare questions that delve into their previous experience, specific skills, and their ability to handle high-pressure situations. This helps you gauge whether they will be a good fit for your team and the demands of the job.

Don't skip reference checks. Reviewing ratings and feedback from previous employers on gig apps can provide valuable insights into a candidate's past performance. Look for comments on their reliability, work ethic, and skills. If previous employers consistently praise a candidate for their punctuality and professionalism, it's a good indicator that they'll be dependable servers for catering events.

Finally, consider offering trial shifts. This gives you the opportunity to observe a candidate's real-world performance and how well they fit with your existing staff. Use gig apps to arrange these trial shifts and gather immediate feedback from your team. If a candidate excels during a trial shift, you can feel confident in offering them a more permanent role. Specialized apps like shiftNOW offer these type of opportunities to test candidates.

Pro Tip: Retaining high-quality staff is just as important as hiring them. Create a positive work environment where employees feel valued and supported. Offer competitive compensation to attract and keep top talent. Highlight future opportunities within your company, such as the potential for permanent positions or advancement.

How shiftNOW Subscriptions Tackle Staffing Problems

Figuring out how to hire the right catering staff can be daunting, but shiftNOW makes it easier with its flexible subscription plans and advanced features designed to address common staffing challenges. Whether you’re a seasonal business, an event venue, or a restaurant, shiftNOW offers a range of solutions to meet your specific needs. 

Subscriptions give you priority access to top-rated workers, predictable costs, and faster fill times—ideal for businesses that rely on consistent staffing.

Vetted Professionals
Every member of shiftNOW's temporary workforce undergoes a thorough vetting process to ensure they meet the highest standards of professionalism and expertise. This includes experience validation and skill-based ratings.

Customized Solutions
Whether you need a bartender for a wedding or a line cook for a corporate event, shiftNOW has you covered. You can filter talent by role, location, and availability, making it easy to find the right match for every event type.

Flexibility & Convenience
Whether you need last-minute coverage or are planning for a future event, shiftNOW provides a seamless process to fill your staffing needs efficiently. The platform also lets you schedule, communicate, and rate workers—all in one place.

No Full-Time Placement Fees
Want to hire your Shifter full-time? shiftNOW makes it easy to permanently bring on the talent you love. This is ideal for businesses looking to build long-term team continuity without the traditional overhead of recruitment agencies.

Why wait? Sign up for shiftNOW today and experience hassle-free staffing for your next event!

Simplify your hiring process and ensure your events run smoothly with the right team in place. shiftNOW is here to make staffing simple, efficient, and effective—give it a try and see the difference it can make for your business.

FAQs on Private Event Catering

1. How far in advance should I hire catering staff for my event?

It’s best to start hiring at least 4–6 weeks before your event, especially during peak seasons like holidays or wedding season. This allows time for vetting candidates, conducting trial shifts if needed, and building a reliable team. Platforms like shiftNOW can also help with last-minute needs if you're in a pinch.

2. What qualifications should I look for when hiring catering servers?

Look for candidates with prior event or restaurant experience, strong communication skills, and the ability to stay calm under pressure. For specialized roles like bartenders or event captains, check for certifications (like TIPS or ServSafe) and reviews from past employers.

3. Can I hire catering staff just for one day or a single event?

Yes! Many staffing platforms, including shiftNOW, offer on-demand hiring for one-off events. This is ideal for weddings, galas, or private parties where you need professional help but don’t require full-time employees.

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