Selecting a Caterer
When selecting a Caterer for your memorable wedding, you may wish to inquire if they will provide the following:
• Health Department Permit to Operate
• Business License and Sales Tax number
• Liability Insurance for Food & Alcohol
• List of References
• Detailed and thorough proposals
• Compliance to your requests and budget
• Promptness in returning e-mails, calls and sending Information
• Reputation (Will they still be in business on the day of your wedding?)
Arranging and Reserving a Date for a Large Event
Even if the date of the event is only tentative, please make arrangements with the catering office so that we can at least get you on our records. Any large event bookings need to be arranged at least 10 days before the event. A $500.00 deposit holds the date and will be deducted from your final bill. The details and specifics need to be confirmed so we may determine which of the services we offer would best fit your needs. After we have finalized all the details of your special event, any cancellations and final changes, including the customer guarantee count MUST take place at least 14 business days prior to your function. Charges will be incurred if you make any cancellations or changes after that time. If you do not contact us with a final count within the 14 business days allowed, we will prepare for the estimated number and charge accordingly. To insure the accurate communication of information necessary in making your function as successful as possible, we prefer to work with one person in the planning of your event.
Guarantee Policy
The guaranteed number is the established minimum number for billing purposes on all service functions. If fewer guests attend than guaranteed, you will be charged for the guaranteed number. If the number of guests attending exceeds the guarantee you will be charged an additional 20% over and above regular charges for the extra guests. The reason for the up charge is that unexpected guests cause last-minute stress on everyone and embarrassment for us and the host. So, if you think you may have additional guests it will be less costly to guarantee them in advance. As a general "rule of thumb" for a wedding reception you can estimate the number to be 60% of the total amount invited. Remember each invitation usually invites at least two people. Hannibal’s Catering & Events reserves the right to substitute other available food and services if necessary when the guaranteed number of guests is exceeded or when the guaranteed number is received less than 14 DAYS prior to the event. It takes a lot of work on your part to get your guests to RSVP it is not supposed to be that way but it is. A few weeks before your event go over your guest list and start eliminating the ones that you know are coming. For the rest pick up the phone or send them an e-mail asking if they are going to attend. It's a lot of work but it will pay off in the end.
Food and Beverages
"What happens if there is left over food?" "Since I am paying for the food, can I take whatever is left?" Due to Health Department regulations (storage and temperature) and liability insurance concerns leftover food will be disposed of. However we will pack a "go" selection of food for the bride and groom that has been stored properly.
Buffet Staffing
For a buffet for every 100 guests you need 2 Service Staff and if you are having a served dinner you need 2 servers for every 60 guests. The cost for the Service Staff is $25.00 per hour per staff person with a minimum of 4 hours. The hours covered by this charge are the actual hours of the event and 1 hour prior to the event and 1 hour after the end of the event. For example if your event lasts 4 hours than you will be charged 6 hours for the staff. For off premise events driving time to and from the event is also added.
Bar Staffing
For alcohol service you need 1 Bartender and 1 Bar Back for every 100 guests. For events less than 100 people the charge for bartenders is $25.00/hour. The hours covered by this charge are the actual hours of the event and 1 hour prior to the event and 1 hour after the end of the event. For example if your event lasts 4 hours than you will be charged 6 hours for the staff. For off premise events driving time to and from the event is also added.
Price Quotations
Price quotations, verbal or written, are subject to change up to 30 days prior to your event, due to fluctuations in food costs or increased costs of operation. All food and beverages served are subject to an 18% service charge and California sales tax 8.75%. In the case of extensive set up and clean up requirements needed of Hannibal's staff, a fee may be applied to the bill, to cover those hours of service.
What is the Service Charge?
The service charge is not a gratuity, but is an additional charge that is used to cover certain additional costs that are associated with each event. The front of the house service staff that works the event does not receive any part of the service charge. The service charge covers the following cost: Administrative costs such as appointments, scheduling, ordering, paperwork, banking and any possible credit card fees (if applicable). We also have other indirect costs such as office & setup staff that work behind the scenes on every event, but aren't included in your labor fees. Liability insurance required to cover any damages or injuries caused by our staff or our equipment to any guests or property. This relieves the client of liability or responsibility when an accident is our fault. Vehicle insurance and costs not covered by a delivery/fuel charge. The service charge helps offset the costs of going the extra mile, such as handling the rental equipment and assisting with the non-catering related elements of a party, wedding or event.
