DIY Catering Advice Needed

Byrrd · August 2012

Okay, my off-beat dolls, I need some suggestions.

We've decided that due to EXTREME lack of funding, we're going to DIY our own catering. It drops the cost for food and beverage from over 5 grand to a much more manageable 1 grand. Folks have tried to talk me out of it with every single request for advice, but honestly, it is just not an option to hire a caterer. I've got it pretty well figured out though and I'm not scared.

We're having a relaxed late-summer wedding at a local park with an enclosed picnic building. What better to serve than typical barbecue fare, right? Burgers and brats! Genius!

So, the plan is burgers, brats, baked beans, raw fruit and veggies, chips, cookies, and cake. Easy enough. The only things that are warm are the burgers, brats, and beans. Our plan is to have everything cooked and prepared earlier in the day and then just kept warm until we serve them. We'll hire a couple of folks to make sure the buffet line is kept full

My question is this- What's the best way to keep the stuff warm that needs to stay warm? The beans will be easy enough with crock pots and chaffing dishes, but how do I keep the meat warm enough to be safe for around 4 hours? I was thinking I could try large electric roasting pans set on low. But I am really unsure. I've never had to keep 100 brats and 100 burgers warm! We have access to electricity at the venue, but no oven.

lyndausvi · August 2012

If you cook hamburgers in the morning they will be hockey pucks by the time you want to eat them.

To answer you question to keep the food warm during service you put water on the bottom of a chaffing dish, then add a pan full of food. The steam will keep the food warm. without direct heat. But it's not recommend for sitting for hours before service.

[Deleted User] · August 2012

This just has bad idea written all over it, ending in food poison and trips to the emergency room. I don't think it would be too expensive to have a local restaurant or BBQ joint handle the catering. Please rethink this.

Byrrd · August 2012

The lowest quote we have received from over 30 requests sent out for something as simple as a barbecue picnic has been 22.50 a head, not including desserts, beverages, or any rental items. So, catering is just not going to happen.

Looks like I'm going to have to throw on my BBQ apron, which I'm fine to do, too. Was just hoping to avoid it.

Sue-n-Kevin · August 2012

I'm always reluctant to offer advice, because I'm always afraid the food quality will suffer, but it sounds as though you have your mind made up, so here's my advice.

How far is your home from the reception venue? Rather than trying to keep things warm at a venue, what about keeping them in chafing dishes in your oven at home (or the nearest family or friend's home), then have someone drive to pick them up after the ceremony, before the reception. The sterno cans that come with chafing dishes are generally only good for 4 hrs. They would be depleted by the time you arrived.

What you are planning is not the optimum choice. You might want to look into facilities that rent large grills, and pay someone to do this onsite and provide electrically heated warmers instead of trying to do this earlier in the day. It may cost you, but if you haven't looked into this, I'd recommend it.

Also, check with local gourmet stores in your area that do catering. This was what we did, and we found them to be very willing to negotiate because they make profits from the store, not just catering. I'd have to image getting brats & burgers from them would not be all that much more than DIY-ing it, and it might be worth it because they are experts at catering.

Good luck.

[Deleted User] · August 2012

I agree with PPs that cooking way before the event is probably not the best idea. There are ways to keep them heated via food warmers, but brats and burgers aren't the best things for that - among other things, they tend to dry out too much. You might consider something like bbq pulled pork sandwiches or sloppy joes, that are more conducive to slow cookers, and you can let them cook all day instead of cook in the morning, then try to keep warm. These types of sandwiches are generally messy to eat though. Meatballs and cocktail sausages are also good crock pot ideas.

Other ideas? Place an order with a grocery store to be picked up right before dinner. A lot of them do at least chicken and beans and salads. At least one of our grocery stores here has almost full catering, from chinese to italian to comfort foods, etc. It's cheaper than going through a specialized caterer but you don't have to worry about cooking it yourself.

Beyond that, I agree with the idea of just having someone cook there, if possible. Does the park have any grills nearby that can be fired up right as the ceremony ends? You can pay someone you know (or hire someone else), to man the grill for dinner. That way the burgers are fresh.

Side note: Since you're having a wedding outside in August, be careful of the cake and the heat. The buttercream wil melt if it spends a lot of time above room temperature or is left directly in the sun.

jrshaul · August 2012

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/special-topic-wedding-boards_food-cakes_diy-catering-advice-needed?plckFindPostKey=Cat:Special%20Topic%20Wedding%20BoardsForum:23Discussion:d930e312-9aab-4af4-b2c3-d30130cd159aPost:e5ce1ea0-d378-4f97-9d41-5a9159e070e6">Re: DIY Catering Advice Needed</a>:
[QUOTE]This just has bad idea written all over it, ending in food poison and trips to the emergency room. I don't think it would be too expensive to have a local restaurant or BBQ joint handle the catering. Please rethink this.
Posted by JordanF13[/QUOTE]

<div>It can be done, but it is awfully tricky. The main issue is when the food spends any time between 40F and 140F, where bacteria grow quickly. </div><div>
</div><div>How many people will be at the reception? If there are more than 50-60, cooking can quickly get out of hand. Catered food is generally made the day of and held at 140F or above until served, rather than being cooled and reheated, in order to keep it out of the 40-140 "danger zone."</div><div>
</div><div>Cold foods can also cause a lot of problems, and can be just as dangerous if they get too warm. Packing in ice is important. </div><div>
</div><div>One solution is to make trays of food over several days, freeze them immediately, then defrost and heat in an extremely hot oven. A tray of mac 'n cheese heated to 190F and placed in a cooler (they keep things warm, too!) will stay hot long enough to make it to the chafing dish without issue. </div><div>
</div><div>Burgers are not so good for this situation - they taste funny if you hold them at 140F. Hot dogs, boiled en masse on site and held in a chafing dish, are a much easier option. </div>

ellie63 · August 2012

We always do pulled pork sandwiches for crowds because it's easier than burgers since pork can be kept in crockpots or large roasting oven. Think about it!

emeejeeayen · August 2012

I just can't stop making this face:

No one should be subjected to burgers that have been kept warm for 4 hours. That's horrible.

I think you have a simple enough plan, but you need to look into hiring someone to execute it. Is there a local culinary school where you could hire a student to BBQ?

Maybe you could think up more things that you could make ahead, have in pans, and then pop in the oven 15-20 minutes before the reception starts? Roast chicken, mac & cheese, potatoes... anything but weird burgers.

Byrrd · August 2012

Thank you so much for all your words of wisdom, ladies!

Your concerns are absolutely the same concerns I was having. I didn't want anyone to get sick, primarily, but I also didn't want to serve incredibly gross food either!

Looks like I'll be looking into other options. Probably still not going to a caterer, but perhaps switching over to a full appetizer menu or something.

Thank you so much for your honesty and thought out responses. I truly truly appreciate it.

NOLAbridealmost · August 2012

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/special-topic-wedding-boards_food-cakes_diy-catering-advice-needed?plckFindPostKey=Cat:Special%20Topic%20Wedding%20BoardsForum:23Discussion:d930e312-9aab-4af4-b2c3-d30130cd159aPost:b2bf617f-7bf9-4025-b6f1-534f162440e5">Re: DIY Catering Advice Needed</a>:
[QUOTE]Could the people you're hiring to keep the buffet stocked do the grilling as well? They could start grilling 30 or so minutes before the meal is to be served. (Maybe a smidge earlier depending on the size of the grills the venue has). Fresh food and proper temp is a win/win situation!
Posted by ILoveMilkDuds[/QUOTE]

<div>This is what I was going to suggest. You can have the patties and beans prepared before the wedding, but you should hire someone to actually cook the patties and brats just before time to serve. Much, much safer than letting it sit even if you are trying to keep things warm with sterno lights and chafing dishes. </div>

s-aries8990 · August 2012

can you bring a grill and have one of the people you hired just cook them at the venue during the ceremony? It will be much easier and cheaper than hiring a caterer and much safer and tastier than having food sit for hours. Or, bring 2 grills to cook even faster.

GoodLuckBear14 · August 2012

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/special-topic-wedding-boards_food-cakes_diy-catering-advice-needed?plckFindPostKey=Cat:Special Topic Wedding BoardsForum:23Discussion:d930e312-9aab-4af4-b2c3-d30130cd159aPost:aeaefd13-5a1c-4434-947d-2f9fe767bd18">Re: DIY Catering Advice Needed</a>:
[QUOTE]Thank you so much for all your words of wisdom, ladies! Your concerns are absolutely the same concerns I was having. I didn't want anyone to get sick, primarily, but I also didn't want to serve incredibly gross food either! Looks like I'll be looking into other options. Probably still not going to a caterer, but <strong>perhaps switching over to a full appetizer menu</strong> or something. Thank you so much for your honesty and thought out responses. I truly truly appreciate it.
Posted by Byrrd[/QUOTE]

This is usually just as much as a dinner. I would check restaurants in your area to see what they would charge for this. They are usually much less expensive than caterers.

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