Emily Post's Great Get-Togethers

by Anna Post

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  What can a Caterer do for You?

  A full-service caterer can work with you in several ways. She can do it all—cook, serve, and clean up for the entire event—or she can simply deliver meals or hors d’oeuvres at a specified time (which you then serve yourself). A caterer can even help you plan and manage your entire party, creating a menu that fits your budget while taking into account food allergies and preferences. In addition, she can provide professional waitstaff and make reliable recommendations for bartenders (some catering companies offer bartending service) and other vendors such as wine retailers, rental companies, or florists.

  When is a Caterer a Must?

  In truth, there’s no set rule. Some people hire caterers to prepare elegant dinners for four; others wouldn’t think of hiring a caterer for fewer than fifty guests. If you feel you don’t have the time or the skill to pull off any size party—and the party has to be perfect—catering is the way to go.

  Finding and Hiring a Caterer

  The best way may be firsthand experience: If you go to a party where the catering is outstanding, get the caterer’s card for future reference and keep it in your resource file. Another good way to find a caterer is through word-of-mouth recommendations. A catchy ad with a great photo is no substitute for a rave review from a friend. Was the food delicious? Did everything go as planned? Was everything attractively presented and appealing? Was the staff helpful, pleasant, and efficient? Were they on budget?

  You’ll want to hire your caterer at least four weeks before your event. Count on an even greater lead time during the holidays or busy times of year like wedding season. In fact, don’t even send out invitations until you’re sure you have the help you need.

  Meeting with the Caterer: Be Prepared

  Start off on the right foot by being organized and clear. Before the meeting, do some homework. Don’t worry if some of the details are sketchy—the caterer will help you round out your plan or suggest alternatives to meet your budget. Go to your first meeting with:

  A clear idea of your budget

  The number of guests you wish to invite

  A preliminary plan for your event: the purpose or theme

  the time of day

  the style: casual or formal

  brunch, lunch, tea, cocktails, dinner

  stations or passed hors d’oeuvres

  buffet or sit-down meal

  A list of food allergies or special dietary needs and any special food requests

  At the meeting, discuss the type of help, equipment, or supplies you’ll need at your party, the menu, and the contract.

  Staff and supplies. Depending on the type and size of your party, your caterer may recommend cooks, servers, bartenders, and possibly a captain (the head server or a “director” for the evening who oversees the staff). Be sure to mention if you have other staff needs, such as valet parkers, too. Discuss what equipment and supplies you might require, like extra dishes, glasses, utensils, serving dishes and utensils, trays, and linens. Do you need a grill, a tent, an outdoor heater, or a portable oven? As you develop your party plans and your menu, the caterer will be doing a cross-check of what you have and what she needs to supply.

  Choosing your menu. Now for the fun part! It’s easy to go overboard with all the tempting choices of hors d’oeuvres, entrées, sides, and desserts, but a good caterer will be able to gauge just how much food you’ll need and help you build an interesting and balanced menu—one that also meets your budget. Always ask to set up a food tasting to narrow your selections.

  The contract. Once you’re satisfied with your menu choices and have established staff and supply needs, it’s time to sign the catering contract. Get all the details in writing: an itemized list of the food, supplies, and the staff, including duties, and arrival and departure times, each matched with a price. The contract should list separate amounts for food, labor, tax, and gratuity—otherwise, ask if it’s included. Ask if you’ll be charged extra for things like garbage disposal, ice delivery, or linens. Once you’ve signed the contract, you do have some leeway for making changes, but be sure to get a new price each time so there are no surprises. Expect to pay a deposit on signing the contract, and establish when and how the balance will be paid. Be sure cancellation policies are clearly spelled out.

  Two weeks before your event, all the details of your party should be finalized. Remember, you’ve hired a caterer so that you don’t have to micromanage your party. One week before the event, you have carte blanche to call any absent-minded guests who haven’t RSVP’d and give your caterer a final head count.

  Before Help Arrives

  Designate parking areas.

  Have as much cleared, clean counter space as possible in the kitchen. Consider providing an extra table for a prep area.

  Empty the dishwasher.

  Have emptied bins for trash and recycling and a good supply of trash bags.

  Who’s the Boss?

  You are! Whether you use a caterer or hire help on your own, you’re still the one in charge, and it’s up to you to give the staff instructions. They’ll need to know how the party will flow: when hors d’oeuvres should be passed and which hors d’oeuvres should be placed on tables; when to stop serving drinks; when dinner or dessert will be served. A caterer’s staff should be able to take it from there, leaving you free to relax and have fun.

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  Tipping Your Help

  If you’re working with a caterer, check the contract to see if the gratuity is included. It should be listed separately and based on a percentage of the food and beverage bill, not the tax or labor, just as it is in a restaurant. An 18 percent gratuity is average. If it’s not included, calculate it as you would a restaurant tip, and deliver it to the staff directly or to the captain, or add it when you make your final payment with a note to the caterer expressing how pleased you were with the staff.

  When you hire your own help, you should tip a percentage of the hourly rate. Be prepared to pay and tip the staff before they leave—but don’t pony up until the cleanup is done to your satisfaction.

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  A Word About Insurance

  Any time you serve alcohol to a guest, you are considered responsible for his sobriety when he leaves your premises. If you hire a bartender, check to see if he comes with a liquor license. If so, he (or his company) is required to carry liability insurance, and thus assumes the responsibility of serving alcohol, not you. If you hire a local college student with no liquor license, you, the homeowner, are liable—which makes hiring a professional a very good idea. Remember, no one under twenty-one is allowed to serve liquor. Depending on the nature of your party, consider adding a rider to your homeowner’s policy to cover your event. Whatever the scenario, never let a guest drive under the influence.

  Chapter Six

  Setting the Stage

  It’s safe to say that most of us don’t live in a party-ready house—most of us, in fact, inhabit homes: comfortable, lived-in spaces surrounded by the clutter of everyday life. But whether you’re inviting two people to dinner or throwing a cocktail party for fifty, you’ll need to think about fashioning a party space out of your cozy nest. Your goal is to create a party with its own unique atmosphere and personality. Whether that means sweeping away the clutter for a minimalist look or artfully arranging your space so that it glows with shabby-chic ambience is entirely up to you. Keep your creative vision in mind as you tackle some of the more practical aspects of setting the stage.

  Transforming Your Space

  Transforming your space for a small group may involve little more than adding a chair or two from another room, or making your existing living room seating more intimate to encourage conversation. A large group poses different challenges: You’re looking to maximize your space and seating. Pretend you’re a guest, and imagine moving through the space. Are there places to set down food and drinks? Is there enough seating? Does the space have room for flow or are there cramped areas
with potential for human gridlock? You may have to move or remove some furniture or add seating or small tables. Think out of the box: Ottomans, low stools, and trunks can do double duty as seating and tray tables. Floor pillows work well for casual gatherings. If you find you still don’t have enough chairs, borrow or rent a few more. If you plan to entertain a lot in the future, consider investing in some folding chairs. Here are a few more tips for working with your space:

  Cocktail parties are mostly stand-up affairs, but you should provide several seating clusters for small group chats (and to provide relief for those wearing high heels!).

  Place tables strategically so that guests have somewhere to put glasses or plates.

  A buffet dinner requires that everyone has a seat—whether eating at a table or on laps—and a surface for drinks.

  Make sure bars and buffet tables don’t inhibit traffic flow or cause congestion. Avoid placing them near the front door or the entrance to the kitchen. (Do a walk-through to see where you end up.)

  Establish a designated spot for coats—a rack, a closet, or a bed. In inclement weather, set aside a space for wet coats, boots, and umbrellas.

  Check that your entry space flows directly into your party space.

  You can Rent Almost Anything!

  Sometimes renting party equipment and party supplies is the smart way to go. Shop around for a company with an assortment of quality goods and a range of price points. Ask about delivery prices and whether you have the option to pick up a small order yourself. Among the party stuff rental companies can provide:

  Coatracks for large parties

  Tables and chairs (look for attractive painted or natural wood ones instead of plastic or metal)

  Everything for the table setting, from enamelware plates to white ironstone dishes to crystal Riedel wineglasses—including tablecloths and linens, glassware, dishes, utensils, platters, votives, and even little dishes for nuts or olives

  Just about anything you can think of for a party—grills (charcoal or gas), outdoor heaters, strands of lights (à la Italian street parties) or Japanese lanterns, plants, warming trays, chocolate fountains—everything, pretty much, but the kitchen sink

  Seasonal Space: The Great Outdoors

  We love summer in Vermont! That’s when we get to throw big parties outside. Having a party in the great outdoors means less strain on your house (guests only need access to the bathroom and maybe the kitchen) and less need to decorate—after all, who can top Mother Nature on a sunny Vermont afternoon? Lawns, patios, and screened-in porches make ideal party spaces. Don’t forget to consider rain insurance—can your guests fit inside or will you need to rent a tent?

  Decorating With Flowers

  In our book, it’s not a party without flowers. You don’t need to invest a fortune in masses of roses and lilies to make an impact, though. Small, simple arrangements can be just as effective as big sprays of flowers.

  Fresh flowers are available year-round from a variety of sources, including your local grocery store. But where flowers are concerned, you get what you pay for. Flowers from a reputable florist generally cost more but should last up to a week, while bargain-priced blooms may not be as fresh and generally fade after a day or two. Buying fresh, seasonal flowers from the farmers’ market or direct from a grower is a wonderful and reasonable way to go. Bottom line: Always buy the freshest flowers you can afford.

  Flower Arranging 101

  When it comes to flower arranging, the only “rule” is to make sure your arrangement is low enough so it’s not blocking guests’ views of other guests. If you’re clueless about flower arranging, a florist can give you suggestions or even prepare a sample arrangement you can copy. Don’t be afraid to ask for a lesson.

  A few well-placed arrangements can enhance your space and add personality and life—think entryway, coffee table, mantelpiece, bar, buffet, or sideboard. Don’t forget your guest bathroom—even a small vase containing a bud or two will add elegance and charm. Here are some tips on using flowers to set the stage for your party:

  Just like produce, pick what looks freshest and best to you.

  A centerpiece is just that—an arrangement for the center of your dining table. It doesn’t have to be just one arrangement, however; you can easily fill small vases and place them along the length of the table, or group them in clusters or at each guest’s place. Single large blooms floating in shallow bowls make a stunning centerpiece.

  Keep it simple—choose one to three colors and one to three shapes or textures.

  Odd numbers work best: one, three, or five of each color, shape, or texture.

  When you’re feeling more confident, choose multiple colors that harmonize.

  Colors that are analogous (next to each other on the color wheel) are often more sophisticated when paired than you might expect. Try combinations of red/orange or red/pink. Hold the flowers together in your hands to see if you like the combinations.

  Let the seasons inspire you: soft shades of pinks to magenta and pale greens for spring; bright orange, yellows, and blue for summer; fiery reds, burnt orange, deep purple, and gold with chocolate brown for accents in the fall; all white for winter with greens or tiny red berries.

  Take your color scheme from something you love that speaks to you: your kilim carpet, a favorite fabric with unusual colors, or a bird print. It’s a great way to train your eye for pleasing color combinations.

  Flowers with strong scents are better for the powder room or entryway than on the dining or buffet table, where they can overwhelm the aroma of the food.

  Let the vase show off the flowers. Choose a vase or container and hold the image in your mind (or bring a digital photo) when you choose the flowers. Or let the vase dictate what will flatter it. It’s kind of like putting an outfit together—imagine a chocolate brown bottom with a deep pink top, for example.

  Subtly echo the color of food you’re serving in the floral arrangements—using pinks and greens if you’re serving salmon and asparagus, for example, or yellows and reds if you’re having polenta and heirloom tomato sauce. We’re not suggesting that everything should match by any means, but it’s lovely to see colors reverberate on the table.

  Borrow a trick from food magazine stylists: Go one step further and dress to match your color scheme. The overall effect can be playful or subtle—and chances are people will notice and comment favorably. Check out the next dinner party article you come across and see how the hosts are styled.

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  Spring in Winter

  Make an arrangement of tightly budded flowering branches in late winter and “force” them open. You do this by keeping the vase full of clean, fresh water until the buds bloom and reward you with an indoor spring in approximately ten days to two weeks.

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  The Simplest Arrangements

  Make a tight bouquet using one type of flower: baby roses, small calla lilies, alstromeria, hydrangea, gerbera daisies, daffodils, lilacs, or tulips. Wrap stems with twine, raffia, or ribbon to hold tight. Cut stems evenly so flowers sit above the lip of the vase. Or choose something spectacular like peonies and add them one at a time to a vase with a small mouth (the blossoms are top-heavy; you don’t want them flopping around). Offset the height of each flower by cutting stems at different lengths so each one has its own space. Anna loves to do this with carnations, that often-dismissed flower. She also likes to repurpose the glass holders from stylish scented candles or votives, using them as vases. (Remove any leftover wax with hot water.)

  Allergic to Flowers?

  Silk flowers are always an option, but only use those that are so well made they truly fool the eye. You can also create centerpieces or arrangements using edible combinations of fruit, nuts, and seasonal vegetables such as miniature eggplant and long green sautéing peppers. Search out exotic fruit such as Buddha’s Hand lemons and fragrant citrus like clementines, Kaffir limes, and Meyer lemons. Play with scale: Use tiny crabapples and seckel pears; richly colored pomegr
anates or persimmons; purple Concord grapes mixed with fresh pecans, almonds, or walnuts in their shells. Think still life paintings. For the minimalist, a pottery bowl of farmers’ market brown-speckled eggs could be all that’s needed. Forage from the roadside—but watch the poison oak and ivy! Scout out vacant lots or take a drive in the country with clippers and buckets ready for boughs of greenery. Wear your gloves and harvest teasel thistles, dock, or cattails for drama. Do be respectful and make sure you’re not clipping from a public park or someone’s private property.

  Let there be Light

  Lighting really sets the mood for your party. It’s true: Everyone looks better by candlelight, but be sure there’s enough light to see your plate! Even for daytime events you might turn on table lamps or overhead lighting if sunlight is lacking. Events that start in the early evening and go late into the night call for different lighting at different times, so be prepared to flip the switch. In the evening, a lighted house always says “welcome,” so open curtains or blinds before your guests arrive—you can always close them once the party begins. Here are some tips on using lighting to your best advantage:

  OUTDOOR LIGHTING: Before the party, check the outdoor lighting. Pretend you’re a guest and walk up to your front door at night. From the curb, be sure that your pathway lighting is adequate, and that lights by the front door are in good working order. Also, check that your house number is well lit and not blocked by a car, a hanging plant, or a flag. If you live in an apartment, is the lighting in the hall and stairway in good order? If not, call maintenance.

  DAYTIME LIGHTING: Use table lamps or overhead or wall lighting in a dark room or on a cloudy day. Candles aren’t usually lit during the day. They don’t really stand up to natural sunlight, and in the old days it seemed wasteful to burn candles when there was adequate light. That said, candles can certainly provide cheery warmth at a formal luncheon on a gloomy day.