Sign Up for a Live Demo

Total Party Planner Blog

Posted On February 18, 2015 by John Cohen

Catering Mistakes to Avoid

If you are new to catering or just opened your own business, you are probably overwhelmed with emotions about the first events on your calendar. Your first few catering events can be thrilling but can also be very stressful. Simple mistakes like mistimed meals, undercooked dishes, or forgetting prep tools can make your stomach turn with more than just butterflies. These five common catering mistakes made by fresh out of the kitchen caterers can be easily avoided with a little preparation. Be sure to plan ahead.

5 catering mistakes TPP (2)

Posted In Industry Information | Leave a Comment

Posted On February 11, 2015 by Susan Pupa

A Little Love for the Anti-Valentine

So the countdown is on for all those madly in love at the beginning of 2015! Only a few days left and counting. And only 4 days until we’re past what may be known as the most torturous holiday of the year for singles. Valentine’s Day may be the money maker of all Hallmark Holidays for those in love, but there’s another catering customer that shouldn’t be forgotten on this holiday of hearts – the Anti-Valentine. Single’s and Anti-Valentine’s Day catered parties are becoming almost as popular as Valentine’s Day itself. Here are a few ideas to appeal to the Blue Valentines.

Single Ladies Dinner
Play a little Beyoncé and gather all the single ladies (All the single ladies!). Offering a singles dinner option can capture a different audience and give you a chance to shake things up in the kitchen. Instead of adorable love-themed dinner items for two, you can brainstorm some ideas for a group of single gals who enjoy the free bird side of life.

vodka soaked skewers

Vodka Soaked Skewers from The Kitchn

Single Ladies Dinner Menu:
Girl-Power Salad
Vodka Soaked Singles Skewers (Fruits or Veggies)
Free Bird Nests (Grilled chicken in crispy potato string baskets)
Toasting the Single Life (Champagne Cocktails)
Let’s Mix and Mingle Drinks (Mixed Drinks)
Rolling in (Cookie) Dough Pops (Every girls favorite, bite sized cookie dough bites)

Stupid Cupid Party
For every person who’s happy as a clam being single there’s someone else who is a little bitter about their status on Valentine’s Day. So on the flip side of those celebrating the single life, we suggest a Stupid Cupid dinner menu for those who are a little upset with the arrow shooting cherub. Everyone deserves a good dinner on Valentine’s Day.

meatballs

 Shot Through the Heart Meatballs from SheKnows.com

Stupid Cupid Party Menu:
Shot through the Heart Meatballs
Single’s Mac & Cheese (Single Serve Ramekins)
Don’t Wanna Taco ‘Bout It (Tacos)
My Bloody Valentine (Bloody Mary Cocktail)
Medium Sliced Prime Rib Bites
Broken Heart Cookies

Whether you’re heating things up in the kitchen for a couple or a group of singles, Valentine’s Day cooking gives you the opportunity to innovate.  Get a little creative and Happy Valentine’s Day!

Posted In Industry Information | Leave a Comment

Posted On January 30, 2015 by John Cohen

Organize Your Catering Business

At the beginning of this month we talked about setting goals and New Year’s Resolutions for your catering business. If your New Year’s Resolution for your business was to be more organized, you’re in luck! We’re in the business of keeping you organized. Now hold on, this is not a sales pitch (well, not completely). Organizing your catering business involves more than just a good piece of software.

When you think “what needs the most organization in my business” the first thing to come to mind is probably the events themselves. The events you cater and how well you cater them is what drives your business and brings you new clients. Fall flat on execution and you’ll see the effects in your business. When organizing your events you should have an accessible calendar. This helps with planning and booking jobs. The other top two organizational items for the actual events – food production sheets and full detailed worksheets. These two items tell your staff what food needs to be prepped beforehand and what needs to go out with the delivery, whether that’s platters, tablecloths, or the amount of food. Some of you may not include linens in your services, but what you probably do provide is serving and/or wait staff. Besides the food you are providing, your staff is probably the second most important part of your event. Total Party Planner is capable of detailing all of these tasks. It keeps an easily accessible calendar, can automatically generate a pull list for events based on menus, and can schedule event staff.

The other key business aspect you’ll want to organize is your billing. Now, clients might not care if they never receive a bill from you. In fact, we’d venture to guess your phone would be ringing off the hook if you never billed clients. It’s too bad you wouldn’t be able to take those calls though as you won’t be able to buy supplies without any cash flow. Getting your billing sorted out so you get paid is a must. Be sure to track your proposals, the actual cost of the event, and your final bills. Some of you may have your menu costs down to a science but if you aren’t sure what it is costing you to make 75 Chicken Cordon Blues, you may want to take a closer look at your costs. This can help you determine if you are over-spending, under-quoting, or are right on the money. Total Party Planner is also capable of helping you analyze your menu costs, track inventory costs, and track event deposits and payments.

At the end of the day, if you are staying organized and running your business the old fashioned way with paper, pen, and a calculator we say “Way to be organized.” But, we’d be lying if we said we didn’t think there was a better way. Excuse our sales pitch for just a minute, while we explain. Total Party Planner is more than an organization tool. It can help you analyze your business costs, create contracts, and help you run a smoother business. It can save you time in handwriting menus, adding up your goods needed by hand, or calling individual employees to come cater an event. We believe in your businesses and think you should have the time and the tools to make them successful. To see a full list of the services the Total Party Planner software can provide visit our website or view a live demo.

Posted In Industry Information | Leave a Comment

Posted On January 27, 2015 by Susan Pupa

Total Party Planner Catersource Sponsorship Winner Selected!

We are so excited to announce the winner of the Catersource Sponsorship opportunity! The candidates were all carefully considered and the final selection was chosen by our Board of Advisors. A huge THANK YOU goes out to everyone who submitted an application! We really enjoyed reading all of the entries and learning so much about all of the caterers who participated, along with hearing about the topics that are of interest to you at the upcoming conference. All of the submissions received were FANTASTIC! Selecting just one winner was certainly no easy task.

Now without further ado….

The sponsorship award goes to Davii Mandel of Mi Chicas Kosher Catering & Events from Spring Valley, New York!

Davii’s business has grown leaps and bounds over the past few years when she changed her business model and brought her daughter, Chany, on as a partner. She is excited for the opportunity to attend the conference and be able to bring her daughter with her. This mother-daughter team is hoping to gain knowledge and inspiration in the areas of tabletop decor, room decor, menu planning, tips & tricks, floral ideas, and are looking forward to meeting with experts in the field.

Congratulations Davii! We look forward to meeting you in person at the Conference & Tradeshow!

Chany & Davii

 

Davii and her daughter Chany of Mi Chicas Catering & Events

Posted In Industry Information | Comments Off

Posted On January 22, 2015 by Lauren Methena

Why Does Everything Taste Like Bacon? Top 5 Over-used Food Flavors and Other Annoying Food Trends

Does everything really taste better with bacon?

Are you that person who can’t get enough of the stuff? Maybe you’re likely to experiment at Thanksgiving by making sure EVERY dish you make, from the turkey to the stuffing to the mashed potatoes, has bacon in it, as my sister did one year.

Or are you one of those people who have become jaded by the fact that chefs and marketing professionals everywhere seem to think they can sell more of something to us simply by adding bacon to it?

Pumpkin is another great example. I love pumpkin season. I look forward to pumpkin bread, pumpkin oatmeal cookies, and pumpkin curries! But even I have begun to question—does everything need to taste like pumpkin?

Just because we can—does it mean we should?

I offer for your consideration the top 5 over-used food flavors and other annoying food trends of today. How many of these have you experimented with in your own kitchen? And how do people react to these ingredients at your events?

Bacon
There are two major problems with bacon-flavored everything. (We’re going to take the reason of “it can get tiresome” as a given with any of these flavors.) The first is that BACON ISN’T HEALTHY. It’s fatty and salty. Don’t Americans have a hard enough time with eating healthy? We have too much unhealthy food temptation around us all the time—and we give in too often. Do we really need to add bacon to everything on top of that?

The second problem is that it’s an exclusionary ingredient. It may seem like a lot of people want to jump on the bacon bandwagon. However, by adding it to a recipe, you’re automatically excluding vegans, vegetarians, Jews, Muslims, and people with health problems, such as high blood pressure and heart disease, from eating it.

That’s why I say—enjoy it in moderation. Offer a few fun or inventive bacon items at each event, if you must. But don’t go overboard. (And by the way, as a disclaimer, even my sister had to admit that her Thanksgiving bacon experiment, which included a bacon-wrapped turkey, was a bit much for one meal.)

Pumpkin
I’m really biased about pumpkin, I have to admit. It would take a LOT of pumpkin before I would cry, “Too much!” However, this past fall, what bothered me is that it seemed like marketers were adding pumpkin to things just to get people to buy their stuff. Pumpkin lattes, pumpkin pasta, chocolate pumpkin truffles—even pumpkin Oreos (which, admittedly, were pretty good). Even if my palate doesn’t easily tire of pumpkin, my other senses did. Adding pumpkin to something doesn’t make it new, isn’t all that innovative, and doesn’t automatically mean that consumers will buy more of it. It was the seasonal manipulation that ruined it for me.

For fall and holiday gatherings, perhaps having one centerpiece dish that features pumpkin is enough. That way, that dish can really shine!

Wasabi
Somewhere along the way, wasabi became synonymous with exotic, adventurous food. “Look how crazy I am! I took ordinary peanuts and put WASABI on them!” “Whoa, dude!”

Wasabi is a fantastic addition to a lot of dishes. However, the snack aisle is now inundated with wasabi-flavored everything, from peanuts to potato chips! The novelty is gone. Wasabi has been relegated to that growing category of things hipsters are referring to when they say, “I liked it before it was popular.”

(Side note: Check out that fabulous “Simpsons” episode from February 2002 that featured Wolfgang Puck selling wasabi-infused rice crispy treats with a Portobello glaze at a private school bake sale. I reference it because it’s funny, and it proves my point that the wasabi trend is played out, if the Simpsons were making fun of it back in 2002.)

Kale
OK, I know kale isn’t a flavor necessarily. But as an ingredient, more manufacturers seem to be adding it to their food to make it seem healthier. I saw a package of veggie chips masquerading as regular potato chips with a little starburst in the corner: “Now with 2g of kale in every serving”.

What’s next? Kale-flavored jelly beans? Adding kale isn’t the magic ingredient that turns an average processed snack into health food. That’s just not how it works.

Gluten-free
Gluten-free isn’t a flavor or an ingredient—it’s just a category of food that doesn’t contain any wheat or wheat byproducts. But it’s amazing how many people are now going out of their way to advertise their products as “gluten free”—even if they’ve been gluten free the whole time!

Granted, buying things that are legitimately gluten free can be tricky. Sometimes, there are gluten products in the seasonings of things like potato chips, where you wouldn’t think to look for gluten. But still, I laughed out loud the first time I picked up a package of jelly beans that read, “We’ve always been gluten free!”

BONUS: Potato chips and chip-like snacks
I was going to stop at 5—but then I thought about the trend with snack foods. Particularly potato chips. Who decided that potato chips should be a blank canvas for all other flavors? That we can just willy nilly flavor poor potato chips with any crazy food combination that pops into our hungry minds?

And who on earth thought flavoring potato chips like coffee was a good idea?

There are now chips that taste like pizza, cheeseburgers, and even Mountain Dew! And please note, as if to prove the entire point of this blog, when Lay’s had a contest to find a new potato chip flavor, bacon and wasabi were included in the line-up. In fact, the wasabi chip won.

The flip side of this trend is that everyone is trying to make healthier versions of potato chips. Potato chips are both the devil and the gold standard of snacking. We love them—but we hate them—but they taste so good—but we hate ourselves in the morning for eating them.

So everyone tries to make the next chip that will replace the potato chip. They try to make them healthy by making them out of kale and beans to lessen the carbs and increase the protein.

But can anything really replace the potato chip?

So, if you’re looking for me, I’ll be in the snack aisle, searching for some pumpkin-flavored, kale juice-infused, gluten-free bacon chips—in wasabi and original varieties. They’re the latest thing, I hear.

Posted In Industry Information | 3 Comments

Posted On January 21, 2015 by Susan Pupa

The History of Software

The folks over at Capterra compiled this infographic about the history of software and added Total Party Planner.   As the first catering software company to release a fully web-based solution, we’re thrilled to be included!

 

The History of Software

Posted In Company Information, Industry Information, Web Based Version | Comments Off

Posted On January 14, 2015 by Susan Pupa

Are You Ready to Serve?

Are your phones ringing off the hook yet with people booking Super Bowl parties, weddings, and Easter affairs? Okay, maybe not Easter yet. If they aren’t yet, just consider it the calm before the storm. You may remember from our last post that we mentioned we would be posting a Serving Size Guide that you could share with clients. The serving guide can not only aid in the overall ordering process, but as we mentioned in a previous post, knowing how many items it will take to serve a certain size party will help your potential clients budget their money and know if you all are a good fit.

There are a few things that your potential clients will want to consider when planning their event. Here are a few extra tips you can include with this Serving Size Guide to help your potential customers plan:

  • How long is the event? Longer events will require more beverages and possibly more snacks depending on the type of event you have.
  • Are you having a sit down dinner or just heavy hor d’oeuvres? If you are having a party with just appetizers you will want to plan for 12 pieces a person. If you are serving dinner with a cocktail hour you can go lighter on the hor d’oeuvres with 6 pieces a person.
  • Who is attending the event? The 30 men attending your Super Bowl Party will predictably eat more than the 30 women who attended the bridal shower you threw. Consider your audience and attendees before you place your order.
  • What time of day if the event? The time of your event will also determine the amount of food expected by your guests. A lunch-time event will be lighter on the main course than a dinner-time event. Are you having a cocktail hour or late night event? You can assume that most people will have eaten dinner before any event that is 8 pm or later.

This serving guide provided is based on a 4-5 hour event and is meant to be used as a general rule for suggestions, as of course, there are many factors to take into account when determining quantities.

 

TTP Serving Size guide

 

 Download a copy of our Serving Size Guide here.

Posted In Industry Information | Comments Off

Posted On January 13, 2015 by Susan Pupa

Booking Brides & Grooms

Show of hands, who saw at least one engagement on Facebook or Instagram over the holidays? It was probably a little closer to five, but who’s counting? Now that we are through the most popular engagement season of the year you can expect to hear from many brides & grooms to be. Many will start planning weddings that will occur within the next six months to a year and snagging a good caterer is at the top of the priority list.

USA Today projected a total of 2.2 million weddings for 2015, and we would venture to guess that they’re right. Make sure you’re getting your share of the wedding cake during this key booking season by communicating clearly with potential customers. We put together five tips for heading off some of the biggest complaints heard from brides and grooms when trying to pick a caterer.

Ballpark Pricing

Number one of the list of complaints from brides – pricing, or lack thereof. When searching for caterers the first things brides are looking for is someone within their budget. While it may make sense on your end for clients to select their menu items so you can give a more accurate estimate, to the bride this is very frustrating. They find themselves falling in love with menu after menu just to find out they can’t afford the meals unless they limit their invites to about ten people. In these situations, caterers who can at least provide ballpark estimates on their website or sample menus tend to peak a good portion of brides’ interests. This helps them save time, and really helps you save time, too. You don’t really want to spend hours creating estimates for brides you’ll never see because they can’t afford your services, do you? Since we’re talking about time saving and helpful elements, let’s hit our next point: Serving Guide.

Serving Guide

Pricing and serving guides go hand in hand. The amount of people your client is looking to serve will affect the cost of the catering (we know you know that.) If you provide an online guide or sample menus, it is important to show how many people an appetizer tray or buffet will feed. If a bride knows they are planning to invite around 150 people they can do the rough math to figure out if you are within their budget. (If you don’t have a current serving guide to share with your clients be sure to catch our next blog post.)

Tastings

You know what people love about hiring a caterer? Tastings. But, we’re sure you already knew that. For some brides and grooms, this will be the first time they have ever done a tasting. Their expectations may be low because they don’t know what to expect, or extremely high due to the Hollywood version of what wedding planning is like. Our suggestion is to do two things: 1. Make scheduling a tasting easy. Couples have plenty of appointments to make. Having to chase down one less vendor makes their lives so much easier and will make them very thankful. 2. Use the tasting to impress and clarify. Couples come in expecting to get a sample of at least something from every course, if not every item they’ve preselected. This is a great opportunity to show clients what the food will look like when served; is it on trays or are the bite sized morsels served on individual spoons? This helps give them a clear image of what will be happening during their big day. If they can picture you there you’re golden.

Clear Style

This sounds simple right? Well, you’d be surprised by the number of caterers who tell brides, “Well, you just tell us what you want and we can make it.” This may seem like a nice gesture of flexibility but in reality a bride hears, “Another decision you need to make. Be creative.” Brides might have a vision in their head of the type of food they want but they won’t be able to nail down every appetizer they were thinking or even the main course. Not every bride wants to be in control of every little detail. They are coming to you as an expert. Being clear about the style food you offer and your standard options can really help brides make decisions. Provide your “usuals” and then present the ability to be flexible with custom menus or packages.

Vendor Partnerships

This one is short and sweet; if you have other vendors you are comfortable working with, provide that information on your website or verbally let your clients know when they are in for their tasting. This can help check things off your clients list and in the end make their process easier.

If you didn’t catch it, the key for working with brides or newly engaged couples is clarity and simplification. As a wedding caterer you are there to help the bride, take a load off her plate (pun intended) and create a memorable day. If you can simplify the planning process with clear pricing, serving guides and vendor recommendations plus deliver a beautiful spread on the big day, you are sure to come highly recommended to all of that bride’s friends and family getting married from here to the end of time.

Posted In Industry Information | 1 Comment

Posted On January 5, 2015 by John Cohen

New Year’s Resolutions for Your Catering Business

The presents have been unwrapped and the paper all cleaned up. We’re sure you’ve been busy sharpening that brand new knife set or whipping up some desserts with the newest edition to your kitchen. We hope you all enjoyed your holiday and found some time to relax. As New Year’s Day just passed, we thought we’d talk about setting some New Year’s Resolutions. Now, we’re not talking about joining a gym or dropping certain unfavorable words from your vocabulary. Those are personal resolutions, which we applaud you for making those too, but what we’re talking about are business resolutions. If you remember from our last post, we talked about taking some time over the holiday to reflect on your business. Now we’re going to ask you to put the thoughts that you gathered to work. Below are three possible resolutions you may consider for your business based on your reflections.

New Year’s Business Resolution: Employee Planning

Most of your resolutions may stem from frustrations you felt throughout the year. Some of the most common hurdles revolve around employees and general business practices. If you found yourself frustrated with your new hires – wait staff, prep staff, or event staff – dig further and see where those frustrations stemmed from. Was it turnover? Was it the preparedness of the staff during an event? These two things may go hand in hand. If you had a high turnover rate your staff might not have received as much training because there were consistently new people. They might not have been able to find their groove as a team or as an individual. If you found yourself with a high turnover rate in 2014 you may want to make your New Year’s Business Resolution to set a plan in place for retaining new hires. You can read more about creating an employee retention plan on Entrepreneur.com. Creating this type of plan will help you hire and keep the right people, helping your business run more smoothly.

New Year’s Business Resolution: Update Equipment

Another common stem of frustration for caterers is a lack of updated equipment and technology. This may be a harder frustration to spot, because to you the oven was just replaced five years ago and you bought a new computer seven years ago. The technology available today can make catering abundantly easier, but has also made your equipment purchased ten, five, sometimes even three years ago out of date. If you found yourself frustrated with the amount of time it took to bake 100 quiches for the Vanderwood’s Easter Banquet it may be time to invest in a new oven. If you found that your staff was constantly showing up without necessary equipment or you repeatedly misplaced paper order forms, your New Year’s Business Resolution may be to invest in some new technology, like iPads, and an electronic software, like Total Party Planner, that can help you keep items, lists, and event information electronically.

New Year’s Business Resolution: Grow Our Recognition

Not all resolutions stem from frustrations. 2014 may have been the best year you ever had as a catering company. Maybe it was the first year you felt really confident in your skills and you feel ready to take on more events in 2015. If so, congratulations! We always love a success story. Now, how are you going to gain new customers? The thing to ask yourself is, “Did I successfully feed and entertain clients this year who raved about my food?” If you answered “yes” — great! If you followed “yes” with “but, most people had never heard of my company until that event,” then your New Year’s Business Resolution is to grow your brand recognition. Take a look at what you’re currently doing to promote your business. Do you have a website, even a simple one with a single landing page? Do you have business cards you can handout during events? Do you have any form of social media? Do you have branded materials (shirts for you staff, a logo on your van, or even pens) for the events that you cater? All of these things help build consumers’ familiarity with your brand and in turn grow your brand recognition.

It is said that 2015 is going to be a good year for multiple reasons. According to Bloomberg, the economy is continuing to look up. Make sure that you are making it a successful year for your business. Happy New Year! We look forward to talking with you all in 2015.

Posted In Industry Information | Comments Off

Posted On December 26, 2014 by John Cohen

Holiday Catering Homework

It’s finally here. The holidays you’ve been helping so many people celebrate over the past month. Congratulations on successfully helping others celebrate this holiday season with your exceptional food that helped make their event that much more enjoyable! Now, it’s time to take a break and focus on you.

This week is a great time to reflect on your last year. Remembering the highs (and lows) of the year can help you determine your goals for the 2015. Take advantage of the knowledge you have from this past year and use it to strengthen and grow your business. Here are a few things to ask yourself as you prepare for the New Year:

Think back on the best events of the year.
○ What type of event was it?
○ What was it about that event that you loved?
○ Are there more events like that one you could book for the upcoming year?

Now think about some of your less enjoyable events.
○ What made them not as great as others?
○ What type of event was it?
○ Was it the style of food requested?
○ Was it something about your own process that made it more difficult?

Is there are cooking style you saw at a conference, on television, or at a restaurant that you wanted to try out but never got around to?

Did you attend an event for someone else and see a process or décor style you wanted to try in your own catering?

Was there a convention you wanted to attend last year but didn’t get the chance to, such as Catersource in Las Vegas?

Think back on this year’s events and ask yourself some reflective questions. Write down your goals for the upcoming year. Maybe you’d like to get more weddings in your event mix or maybe you’d like to try more private dinner parties. Are you new to the catering world or did you find yourself scattered during a lot of events? Your goal for the year might be to implement an organizational system, whether that is procedures for your staff or finding a software program like Total Party Planner that helps keep you organized. With a new year comes new opportunities.

We know thinking about the new year ahead may seem more stressful than relaxing and all you want to do is sit down and finally eat one of the dozens of cookies you’ve had to make for everyone else. Before you know it, though, the New Year will be here. Try not to become overwhelmed with planning for 2015. There’s no need to determine the best plan for execution and redesign your entire business plan over Christmas dinner. Just taking a few moments over the holidays to think about what you enjoyed and disliked from 2014 and determine goals for 2015 can put you ahead of the game when you do return to the full swing of work in January.

No matter what you’re celebrating this week – Festivus, Christmas, Hanukkah, Kwanzaa, or your own special holiday – use this time to re-energize yourself and prepare for the New Year.  From all of us here at Total Party Planner, Happy Holidays!

Posted In Industry Information | 1 Comment

From the Kitchen to the Books, We’ve Got You Covered.

  • Calendars
  • Proposals
  • Staffing
  • Kitchen Worksheets
  • Inventory
  • Recipes
  • Costing
  • Profit Analysis
  • Invoices
  • Receivables
  • Custom Reporting

Experience Total Party Planner first hand. Attend a free demo.

Laptop Computer