frequently asked catering questions

Frequently Asked Questions

Menus,
Dietary Restrictions, Alcohol, etc.

  • All of our menus are priced as a package based on your appetizers and dinner menu, this will not be majorly affected by any style meal. Our plated dinner is the most cost-friendly option as guests have to pick their meal beforehand, with the limitation to two protein options and two side dishes. With a buffet, we have more flexibility on food which leads to a higher menu cost. Family style is a mix of both, having to stick with the staff required for a plated, for the same amount served to each guest as a buffet, and for the rentals that guests will be served. Cocktail style receptions vary depending on the menu selections you pick from.

    Cocktail Style receptions tend to require extra staff dependent on your menu selections.

  • Our coordinators are happy to start a basic proposal for you to get a general price estimate listing food, beverage, staffing and rental pricing. We love to hear about your preferences and vision for your event and are happy to make any adjustments along the way once you’ve had a chance to review our full menu or after you’ve enjoyed a tasting at our restaurant. Final menu choices are not due until 30 days prior. 

  • Yes! We are happy to custom create menus and can set up a time for you to speak with our catering chef about your options.

  • Yes, we have a variety of vegetarian, vegan and gluten-free selections on our menu. Your catering coordinator will be more than happy to discuss any special dietary restrictions/needs with you when planning your menu. We also make sure to check on any final dietary restrictions and allergies when we confirm  your final guest count.

  • Yes. We typically offer a fruit plate in place of a salad and a predetermined main course (ex. chicken tenders, fruit and macaroni and cheese). Children between the ages of 2 and 12 are $15 per children’s meal. You will not be charged for any child too small to eat solid meals. If the child under 12 in your party would prefer the adult meal, plated or buffet, the cost will be charged at children’s meal price as we will provide a smaller portion for them.

  • Yes, clients may bring their own alcohol with a Single Day VA ABC Banquet License and an inventory list submitted to our coordinators 14 days before the event. We provide bar staff for service.

    You must also purchase our non-alcoholic beverage package, which includes coolers, ice, bar equipment, and mixers. We recommend bottled/canned beer and require liquor bottles to be 1L or smaller. Specialty items like kegs, needing extra rentals (e.g., buckets, taps), must be supplied by the client unless otherwise arranged.

    If you choose to provide your own alcohol you will be responsible for all transportation and counts due to ABC and venue regulations. Your catering coordinator can quote one of our bar packages, or you’re more than welcome to use this drink calculator that we recommend.

Pricing, Payments, Insurance, etc.

  • Hiring The Local means you’ve enlisted a full-service catering team. Our staff will handle the setup of tables, chairs, linens, glassware, flatware, and china according to your floor plan, as well as bar and food service tables. Floral arrangements, centerpieces, and other décor are only set up if previously arranged with your catering coordinator. 

    Our team manages all venue-required cleanup, but we are not responsible for packing personal items, rentals, décor, or alcohol. Any leftover alcohol will be boxed for you, but its removal is the client’s responsibility per venue policies.

    Overall, day-of-coordinators can discuss any additional setup services they provide.

  • Labor hours are determined by the venue, set-up and break-down required, and event hours. Most labor hours are determined based on a 6-hour event time (ceremony to exit). Travel and preparation time are also taken into consideration. Any event more than thirty miles outside of Charlottesville will incur travel time fees. Please ask your catering coordinator if you have additional questions about the estimated labor hours in your proposal.

  • We include “extra hours” on your proposal in case you decide to extend the end time for your event during the night of your event. We carefully estimate the proper amount of hours for each event, including factors outside of our control (ex. weather or bus delays), that could majorly affect the timeline of dinner service, therefore impacting the number of hours our kitchen staff will have to stay.

  • No, we do not charge a cake-cutting fee. We require the client to provide or rent a cake server and knife but we will happily slice and serve the cake for you. Please let us know of any special plans for cake (ex. Does the top tier need to be saved?) prior to the event.

  • No, we do not include a service fee or gratuity. All gratuities are at your discretion as an extra thank you for a job well done. If you decide to leave a gratuity the most common forms are $50-$100/staff member working the event or adding 15-20% of food and beverage cost pre-tax to the final bill. We accept cash at the event.

  • We do have fees stated on the contract that pertain to adding guests after cut off dates, adding extra hours the night of the wedding, etc. These are fees you will not accrue unless contractual changes are made according to the terms outlined in your contract. The only processing fee we have is a 3% processing fee for payment by credit card. For drop off events we do have a drop off fee of $50 for standard delivery areas.

  • After booking The Local as your caterer we will share a Google Document that will outline the details and deadlines for your event.

    Our team will reach out regarding the next steps on meetings for your big day! This will include making your rental selections, establishing a floorplan, selecting a menu, scheduling a tasting, scheduling a final venue walk-through. This will also provide your payment schedule and guest count deadline.

  • An initial deposit of 25% of your catering contract is due upon booking. This 25% deposit is based on the totality of your contract, not just one portion of the contract.  

    A second deposit reflecting an estimate of 50% of your bill is due 30 days prior to the event. 

    Final payment is due 7 days prior to your event. 

    If booking takes place less than 30 days prior to your event, 50% payment is due upon booking and final payment is due 7 days prior to your event. If you are booking within 72 hours we require payment in full prior to arriving at the event.

    We accept payments by credit card (with a 3% processing fee), check, or cash. 

  • No, our insurance policy does not cover your wedding or event insurance for the day. Many venues require couples to have day-of insurance –- this is not the same thing as the caterer’s policy. Clients can obtain this policy through their homeowners or websites like WedSafe. The Local Catering is fully insured and we make sure all venues we work with have our current insurance.

Logistics & Planning

  • Your final guest count is due 14 days before your event. To achieve this, we recommend sending out invitations at least 8 weeks prior asking for them back at least 6 weeks prior. This will give you a couple of weeks to track down anyone who has not responded and enough time to get your final numbers in and finalize your floor-plan! 

  • We will start a rentals proposal and ask you to visit MS Events to select your color scheme. After that, we will coordinate all rentals and you can work with your catering coordinators to add or remove rental items throughout the process. Rental selections must be finalized 14 days prior to your event (along with your final guest count). The rental company requires adjustments for linens to be made 21 days before the event so they have time to order fabric if necessary. Weather dependent items, for example, pipe and drape are not due until 48 hours prior to the event and our coordinators will be in touch with you about your fair weather/inclement weather plans.

  • Your assigned coordinator will be available via email and also by phone appointment. We like to follow up all phone calls with an email to review everything that has been discussed in order to keep clear communication with all our coordinators. The specific captain for your event is chosen in the weeks ahead after determining the needs for each event that day and we schedule our very capable captains appropriately.

  • We require our servers to wear black button down long sleeve shirts, black dress pants and black shoes. If you desire any specific uniform changes, please speak with your catering coordinator. If you’re having an outdoor event on a day expected with extreme weather, we will ask permission for outfit adjustments, for example, solid black sweaters or solid black dress short sleeve shirts.