Each catered event is different and takes time to coordinate. Upon receiving a written menu and estimate, our coordinator has interviewed you (by phone or in person), considered your preferences and the nature of your event and may have done a site visit. Each estimate receives careful consideration and planning in order to meet all expectations. Once accepted the estimate becomes a reality and the work begins. Rentals are chosen and amounts are determined, service staff is booked and briefed, menus are discussed with the executive chef and kitchen staff and all details are made available in meetings and event files. Some events require arranging specialty linens, flatware and china as well as flowers, décor, entertainment and bar supplies. Often times we make arrangements with suppliers for special products and ingredients. Some events will be attended by Epicuria owners to ensure a smooth transition of knowledge.
Even the simplest order requires that special attention to detail that sets Epicuria apart from other caterers. This is reflected in the kind of dishes and platters chosen, the instructions for heating and serving and the garnish that clients receive. All this to ensure you have a near perfect dining experience.
How much food do I require?
Different types of events have different food requirements, and like you,
we are very mindful about not having too much or too little food. Our
years of experience, good old fashioned math and your input, have allowed
us to create formulas for the perfect amount of food. The following are
some simple guidelines that we use when deciding food quantities.
Cocktail Parties; Most hosts offer 6 - 8 ‘bites per person for a party lasting 1.5 to 2 hours. If you are a host who wants to offer enough for a meal or have guests stay longer then you should consider 14-16 bites and include finger desserts and perhaps coffee. We recommend that for a larger quantity of food you should also arrange for some ‘platters’ that could be put out onto a table for hungrier self sufficient guests.
Buffets; Whether buffets are simply served at room temperature or as a combination of hot and cold food we prepare approximately one third more food than our normal portion size. Guests tend to ‘graze’ through a buffet table tasting small portions of each offering and then going back to taste again. Visual impact is an important part of a buffet display and also necessitates a larger portion of food than a plated meal. When a buffet is finished, you can not simply have run out of food when the last person has been served.
How much will my event cost?
The most common question is "What will this cost?" Cost may
be for all or any combination of food, drinks and bar, rentals, service
staff, floral, décor and service coordination fee as well as GST
and PST. Many caterers list per person prices that reflect the cost of
the food only and nothing else. Before we give you a price we want to
know exactly your requirements. Our catering coordinator will provide
a written estimate with a detailed breakdown of costs for you. Please
note that our catering prices tend to be higher than our store prices
as we consider portion size and client needs. Our pricing will reflect
all of these elements.
If you are restricted to a budget please inform us as we can then take the special time and care to accommodate your needs. A budget often presents a challenge and being made aware of financial limitations will help us in our estimating process.
Why do we request final numbers in advance?
We request that clients inform us of the final number of guests a week
in advance. This ensures that we are able to anticipate all our client
needs within our weekly planning strategy meetings. It is our policy not
to overbook our kitchen ensuring quality and timeliness for all our customers.
Clients who book well in advance with a large guest count are protected
by us when we turn away other work on the same day. In order to protect
our bookings from unexpectedly dropping, our expectation is that clients
will follow through with a final number near to the original guest count.
We reserve the right to increase the price if the final numbers fall below
25% of the original estimate.
Who takes care of the Bar?
Epicuria can provide any components of a bar, in part or whole. Most clients
choose to stock the bar themselves and simply have our bartenders take
care of service. Our service staff will serve whatever you supply and
there is no corkage fee or charge for bar equipment. This approach is
the most cost effective but if you are looking for someone to take care
of everything for you, we are able to do this.
Bars
are currently moving in two directions and tend to be either very simple
with a choice of beer or wine, or more elaborate with "welcome drinks",
martini bars and other specialty drinks. We are happy to provide drink
suggestions and information on quantities. If you require a sommelier,
our supplier partner Savvy Grapes will work with you and our Executive
Chef to create the best possible matches. Also, don’t forget, when
stocking your bar be sure to provide plenty of water and choice of non-alcoholic
drinks.
Where a license is required Epicuria will inform you of your obligations and prepare and submit the paperwork. By law the host must sign the license and assume liability as well as have one person at the event that is responsible. Epicuria will also ensure to provide ‘smart serve’ bartenders, as recommended by the Alcohol and Gaming Commission of Ontario.
Who are Epicuria’s serving staff?
Most of the serving staff that we send to our sites is comprised of contract
workers exclusive to Epicuria. Because they are so familiar with our product
and standards, they provide excellent service and a worry free experience
for the host. Upon delivering the food they have received a written set
of instructions outlining the event time line and all serving requirements.
We choose only mature and experienced people to represent our company.
Our on-site chefs are comprised of qualified in-house team who works in our kitchens daily. If your event is larger or has a particular logistical requirement, a "Captain" will be on-site to orchestrate the event and coordinate the staff.
When will the staff arrive and what is the
cost?
Our staff requires about 1 hour to establish themselves on your site.
Before arriving on site they have been to our kitchen, received briefing
on your order and loaded the vans. Clients are charged from the time staff
arrives at our kitchen until they return. Although the cost may vary according
to your requirements they are generally $20.00 per person per 4-hour minimum.
Chefs and Captains are billed at $25.00 per hour.
For large events your estimate will include an approximation of site hours
based on set-up and tear-down requirements. We try to be as accurate as
possible in our estimates but some variation in cost may occur.
Should a client tip staff?
Clients should tip on-site staff where they think appropriate. An appropriate
amount is calculated according to the length of the event and the logistics
of the work. The catering coordinator is happy to discuss this with you.
On average a server is delighted to receive $10 - $25.00. Epicuria can
include a gratuity to cover this cost in the final bill.
Does Epicuria handle Rentals?
We have years of experience assisting clients with their rental needs.
Whether you need specialty items, a tent or just a few dozen wine glasses,
we will assist you in making the right choice for your event. We will
as book the exact amount that you require and ensure an accurate and timely
delivery.
Epicuria sub-contracts all rentals and works primarily with Party Time Rentals.. Depending on the size of your order the rentals may be brought by Epicuria’s staff and taken away at the close of your reception. For larger orders rentals may be delivered to your site and picked up the following business day. While the rentals are on your site you are responsible for their safe storage and maintenance. The rental company will be happy to provide an Insurance policy fee against breakage or loss.
