Question 1

what is the catering outfit?

Accepted Answer

the catering outfit is a boutique, full-service catering company that specializes in craft cuisine. we take great pride in producing memorable events. it is not uncommon for us to sit down and create a custom menu from scratch after meeting with our clients. we want to be bold. we want to put food in front of you that you never knew you loved. with our industry of creating craft cuisine comes great responsibility. we produce menus that are consistent with the season. we outsource regionally and locally whenever possible. we provide sustainable paper and plastic products for our more casual events. we have made a commitment to sell only environmentally responsible seafood and to help transform the marketplace in favor of more responsible fisheries and aquaculture operations by following the monterey bay seafood watch program. as members of slow food usa, we support good, clean, and fair food for all. our commitment to you as our client: we will provide you with a memorable menu from start to finish. we love to take your personality, your ideas, your passion, and make it into food. we will leave you saying..."boom."

Question 2

how much does catering cost?

Accepted Answer

our overall pricing varies greatly depending on your venue and its kitchen facilities, needed rentals, and the menu you wish to serve. your comprehensive proposal will include the menu, beverages/bar, staff, rentals, our 18% wedding production fee, and city and state taxes. we find most of our weddings range between $120-$250 per person once all of these factors are considered. that being said we are always more than happy to guide you through options that may accommodate a lesser per person budget.

Question 3

what style of reception should i choose?

Accepted Answer

your food price is based on the style of meal you choose. choices include plated, family style, buffet, or stationed as well as any combination of the previously listed options. for example, a plated first course and family style entree. our signature catering packages start at $46 per guest and include a cocktail hour with 3-4 passed hors d’oeuvres, a salad with bread and butter, entree and sides. some food choices may incur an additional cost per guest. this will be specified in your proposal.

Question 4

can the catering outfit create custom menus?

Accepted Answer

we are more than happy to create custom menus. if you would like to request a custom menu, please inform your account executive and they will schedule a time to discuss menu details and will work directly with our chefs to produce the perfect menu for you. the catering outfit can do anything from a backyard bbq with our smoker on-site, to a four-course plated reception with synchronized dinner service. with our wood grill, smoker or our spit roaster we can offer interactive food stations on-site to our clients. we also love creating menus from upscale southern fares, moroccan feasts, italian family-style dinners with house-made pastas, to around-the-world-themed food stations.

Question 5

does tco accommodate dietary restrictions?

Accepted Answer

we offer a variety of vegetarian, vegan, and gluten free selections on our menus. your
account executive will be happy to discuss any dietary restrictions with you. final dietary restrictions are due with your final numbers 21 days prior to your event. though not a kosher kitchen, the catering outfit can provide “kosher style” meals.

Question 6

does tco provide kid's meals?

Accepted Answer

we do offer children’s meals at a discounted price of $20 per guest between the ages of 2-12. this price includes appetizers, a garden salad with ranch, chicken tenders, mac and cheese, and a fruit cup. other meal options are available upon request. children under 12 who are eating the same meal as all other guests will receive their meal at a discounted price. children under 2 years of age will not be charged.

Question 7

does tco provide vendor meals?

Accepted Answer

the catering outfit offers hot meals for vendors at a price of $25 per vendor. vendors include photographers, planners, venue staff, etc. the number of vendor meals you will require for your event is due 19 days prior to the event. the catering staff is fed by tco at no cost to the client. clients who have a band or dj will need to forward the rider to tco and we will make sure all rider needs are met. we will work with your planner to ensure vendors are fed at convenient times to coincide with your event schedule.

Question 8

what dessert options does tco provide?

Accepted Answer

the catering outfit offers a variety of in-house desserts with the exception of wedding cakes. we can happily recommend our favorite local bakeries for cakes. tco provides complimentary cake cutting and service. if you would like to keep the top tier of your cake, please let your account executive know.

Question 9

does tco offer tastings?

Accepted Answer

once you are happy with your menu, we would love to have you come join us in the catering outfit tasting room. a tasting will be scheduled by your account executive. for plated meal tastings, you may choose 6 appetizers, 2 salads, and 4 mains which include sides. for buffet tastings, you may choose 6 appetizers, 2 salads, 3 mains and 5 sides. and for family style, you may choose 6 appetizers, 2 salads, 3 mains, and 4 sides. tastings are typically held on wednesdays & thursdays after 1 pm during the busy season, but weekend tastings can be scheduled to coincide with our event schedule. for the tasting, we do require 19 days notice. for booked weddings, tastings are complimentary for the above amounts and up to six total people. for non-booked clients, tastings are $50 per person and up to six total people can attend. if non-booked clients choose to move forward with our services after the tasting, this fee will be credited toward their final bill.

Question 10

does tco provide the alcohol or can i?

Accepted Answer

the catering outfit has a full abc license that is in effect when we provide the alcohol for the event. our bar packages are based on bar type, i.e. full bar, beer and wine bar, full bar at a vineyard, etc. our non-alcoholic beverage package is included in the price for all bar packages. the non-alcoholic package includes assorted sodas, water, juices, mixers, garnishes, a choice between house-made lemonade or local apple cider, southern sweet tea, as well as sweet and dry vermouth and triple sec. all guests under the age of 21 will drop to our $5-6 non-alcoholic beverage package. clients providing their own alcohol must also provide their own abc one-day banquet license. when providing your own alcohol, the non-alcoholic beverage package will be added to your proposal at $6 per guest. our beverage director will be available to assist with alcohol choices and quantities. lastly, if you provide your own alcohol, you will be responsible for the transportation to and from the venue due to ABC regulations. in either situation, we will provide our trained tco bartenders to serve your guests.

Question 11

can we create custom cocktails?

Accepted Answer

the catering outfit is happy to work with clients to create specialty cocktails that reflect the couple. the catering outfit has a custom specialty cocktail list for clients to choose from if they wish, otherwise we are happy to create any cocktails of the clients' choosing. please ask your account executive if you are interested in our custom cocktail list.

Question 12

should we offer wine or champagne service?

Accepted Answer

wine and champagne service is the serving of wine/champagne during dinner service. we require that the client provide us with a list of wines that are specific for wine service. we prefer and suggest one red and one white option. this typically requires more rentals, as every place setting will need to have wine glasses pre-set. if the client is interested in wine service, but is budget conscious, we suggest only offering wine service at the head table or sweetheart table depending on your preference. wine service does require typically one or two extra staff members to execute properly. our beverage director can happily work with our clients to pair custom wines with coursing during a plated dinner. for toasts, most clients either elect to “toast in hand” or offer a sparkling toasting pour. please let your account executive know if you would like to add either of these services to your current proposal.

Question 13

how much staff do i need?

Accepted Answer

the catering outfit is a full service catering company. our staff will handle the setup and breakdown for your event based on the layout provided to your coordinator. setup includes all tables, chairs, linen, flatware, glassware, bars, and all other food service areas. our staff does not manage any floral arrangements, centerpieces, or decor not agreed upon between the client and catering coordinator. the breakdown will follow all restrictions given by your venue. the client is responsible for the removal of all personal items, decor, and alcohol (if provided by the client). additional setup staff may be required for setting a wedding ceremony, flipping a venue to another set during event time, or any other extravagant setup or breakdown as deemed by the catering outfit staff. all staffing is subject to change based upon event needs. labor is based on a 6 hour event + 3.5 hours set up + 1.5 hour breakdown. one event coordinator and one captain are required for any event over 75 guests. 1 bartender per 50 guests is recommended, 1 per 75 is required, 1 server per 15 is recommended, 1 per 20 is required for buffet weddings. for plated or family style weddings 1 bartender per 50 guests is recommended, 1 per 75 is required, 1 server per 10 is recommended, and 1 per 15 is required.

Question 14

what does tco staff wear?

Accepted Answer

our standard uniform is black pant slacks, black socks, black shoes, a white long sleeve button down shirt, a black tie, & striped apron, we also have the option of a black vest instead of the apron, upon request. however, we are happy to customize our staff’s uniform within reason.

Question 15

does tco offer planning services?

Accepted Answer

the catering outfit offers day-of planning services upon request and depending on event availability. services will include ceremony layout, cocktail hour layout, reception layout, full guest list management, catering timeline, master timeline, venue contract, specialty decor setup, description of escort card display, description of place cards, set up notes, and the execution of ceremony and rehearsal for the ceremony. the planning fee starts at $2,100. if you are looking for partial planning or full service planning, we can happily recommend some amazing, local wedding planners!

Question 16

who handles rentals?

Accepted Answer

we work with local rental companies and pull from our in-house rental selection for all of your rental needs. we will happily schedule and attend rental meetings and coordinate all chosen rentals for you. the rental bill will be added and managed by us as your caterer, to include any necessary updates. if your venue does not have all the necessary kitchen needs the catering outfit requires for your event, then tco will call for additional rentals to be added to your rental order. any and all rentals needed will be discussed with the client prior to making any additions.

Question 17

we love our proposal, how do we sign?

Accepted Answer

securing the date: a retainer of 50% of the estimated total and a signed contract are required in order to secure your date. the deposit must be paid within 7 days of receiving the contract. the contract must be signed digitally upon 3 days of receiving said contract.

payment methods: you are welcome to pay your deposit and/or balance with cash, check, or credit card. you can mail your check to the catering outfit (221 carlton rd., suite 8, charlottesville, va 22902). please include the event date and last name in the memo line. you may also pay via credit card through our online portal, triple seat. when paying with a credit card a 3.03% service fee will be charged.

contract: a catering coordinator will send your contract to you. you have 3 days to digitally sign and return to the coordinator along with the 50% retainer. this is required to secure your date.

Question 18

what wedding deadlines do i have?

Accepted Answer

your final menu choices are required 90 days prior to your event and a walk-through of the venue is required within 45 days of your event. this walk-through needs to include us as your caterer, a venue manager, yourself, and your planner (if one is available or required). we are happy to coordinate and schedule the walk-through with all necessary parties. your final guest count, meal count (if you have a plated meal), vendor meal counts, and dietary restrictions are required 19 days prior to your event. you are able to increase your numbers after this point, however if you need to decrease, you are able to do so, but your overall price total will not decrease. lastly, the remaining balance and signed proposal are due no later than 7 days prior to your event and the receipt of your invoice.

Question 19

what is the best way to communicate with my account executive?

Accepted Answer

the catering outfit uses the tripleseat catering program as the preferred method for client communication. we ask that clients please use their guest portal and discussion tab in tripleseat rather than direct email as it allows both you and your account executive to reference all of your communication leading up to your event. your account executive is more than happy to also set up scheduled phone calls to review any questions you may have throughout the process. typical office hours for our account executives are tuesday-thursday from 9 am-5 pm. our account executives may be off-site from friday to sunday executing events, so please allow more leeway with response time for weekend communication.

Question 20

who is working my event?

Accepted Answer

after you are booked with the catering outfit, you will be expertly paired with your account executive who will be working with you during the lead up to your event. you will also be introduced to your on-site captain during your venue walk through, typically 30-45 days prior to your event.

Question 21

gratuities and tips

Accepted Answer

although gratuities are not expected, our hardworking event staff greatly appreciate the acknowledgment of a job well done. the catering outfit operates on a tip pool basis, distributing gratuities based on individual performance. all tips and gratuities should be paid via check made out to the catering outfit, added to credit card payments through our online portal, or via the catering outfit's venmo @TCO_cville. checks may be given to your event coordinator on the day of your event. please do not give cash gratuities, personal cash app payments or checks written to individuals. this system allows us to track and ensure equitable distribution of gratuities based on merit.

Question 22

what is the production fee?

Accepted Answer

the catering outfit lists our production fee as the profit and overhead for any and all events. this is not a gratuity. this fee covers all costs of the event planning process, tastings, managing rentals, training, scheduling, food production, physical offices, worker’s compensation, employer taxes, and maintaining a professional and informed staff.

Question 23

what insurance do i need?

Accepted Answer

the catering outfit’s insurance policy does not cover your wedding or event insurance. many venues require clients to obtain day-of insurance, which is not covered under our caterer’s policy. clients can acquire this policy through their homeowners insurance company or via websites such as wedsafe. the catering outfit is fully insured and we make sure all venues have our insurance on file.

Question 24

what is tco's cancellation process?

Accepted Answer

in the event that a client needs to cancel an event after signing the contract, they must pay a cancellation fee which is based on the total estimated food and beverage cost. if the cancellation comes within 6-12 months of the event the fee will be 20% of the total estimated cost. if the cancellation comes within 6 months of the event, then the client will incur a fee of 50% of the total estimated cost, and lastly, if the cancellation comes within 7 days of the event, then the client will receive a fee of 100% of the total estimated cost.

Question 25

does the catering outfit offer military discounts?

Accepted Answer

we offer a 5% discount on all food related pricing for all active military members or veterans.

frequently asked questions