FAQ

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Booking Procedure

  • I will be booking my event months in advance, are your prices guaranteed?
    The price quoted on any event will always be honored with initial deposit. Otherwise, prices are subject to change without notice.
  • When do you need final numbers?
    For events, Truffles requires 7 days notice for final guest count, however best case is two weeks. For drop off deliveries we require 72 hours notice for final numbers. *In the event of shorter notices we will do our best to accommodate your request.
  • Can you refund a deposit?
    Yes, Truffles return policy is as follows: •    Full deposit up to 6 months in advance of your event •    50% return up to three months in advance •    No return within three months of your booked date.
  • How to book/secure a date?
    Truffles requires a 50% deposit to book and secure a date. The deposit can be made by cheque, cash or credit card. Sorry, no American Express
  • Does the cost on menus include all cost?
    Prices listed on our website are for food only. Staff and rental charges vary on a wide variety of factors, including: timeline, location, menu, venue-provided supplies, etc. Truffles can provide disposable settings, however if you require full service, staff and rentals, we are more than happy to show you a detailed estimate for you based on your requirements.
  • Is it best to book the caterer, or the venue first?
    It is best to book the venue first to ensure outside caterers are allowed or to make sure you do not have to pay a % to use outside caterers. You should also choose a venue that offers majority of items that are required for your desired wedding day ie. Tables, chairs, glassware for bar, settings – these are big items that are expensive to bring in.
  • How far in advance should I request a booking?
    The sooner the better but here is our booking guideline*:
    • Deliveries: 72 hours in advance
    • Small Private Parties: Ideally 3 weeks in advance but up to 1 week in advance is possible.
    • Larger special events (such as weddings, fundraisers, galas etc.): Ideally 6 month in advance and up to 1 month in advance is possible.

    *in the event of shorter notices we will do our best to accommodate your request

Consultation/Final Meeting

  • When is the final meeting? What is it for?
    The final meeting will happen 2 – 3 weeks prior to your event. During the meeting, a review the entire event and confirm the details, such as final numbers, event layout, rentals, menus, etc.
  • How many times can we meet in person?
    Truffles offers 2 free consultations; one with complimentary tasting, and one final meeting. Additional meetings can be arranged depending on the size and scope of the event.
  • How long is the initial consultation?
    The initial consultation is about 30 – 45 minutes of your time. Whether in person or over the phone. This establishes the bases to give you an estimate and requires information like how many guests, where event will take place, what kind of menu you are looking for, proposed timeline, bar services, etc.

Decor/Design

  • Can you recommend an event designer?
    Yes, we have an in-house event designer.
  • Do you do the decor for the room/table?
    As Truffles specializes in food, that is what we take care of. Your food and beverage tables and food settings We leave complex decorations to your wedding planner/designer.  

Deliveries

  • Can I pick up my own food order?
    Yes, you can pick up your order at our North Shore kitchen, located at 555 Brooksbank Ave, on the grounds of North Shore Studios. Alternatively, some types of orders can be picked up at our café at VanDusen Botanical Gardens, centrally located at 5151 Oak Street or at our Howe and Davie location.
  • When do you pick up the equipment we used at our event?
    It depends on access to the space and/or convenient times for our clients. Typically, we’ll try to pick up the next business day. If you require a pick up on the same day of event, additional fees will apply.
  • How much is the delivery?
    Delivery will be between $25 and $50, depending on the zone.
  • How far will you deliver?
    We’ll deliver anywhere within the Greater Vancouver area and further can be discussed.
  • What is the minimum order for deliveries?
    $300

Event Coordination

  • Can you find a venue for me?
    We’re happy to send over some suggestions, depending on your style of event. We’ve generated a list of wonderful spaces that we’ve held successful functions in.
  • Can you recommend other vendors? (DJ’s, event planners, etc)
    Of course. we’ve made some excellent connections over the years and have a short list of great people in the industry.
  • Do you help with layout?
    Yes, we’re experts at setting an event up for efficiency.
  • Do you do a site visit?
    We often like to visit the event location before an event if possible to make sure we have the best understanding that the Venue offers. The Operations Manager can choose to do your final meeting at the Venue if they are not familiar with it.
  • How many times can we meet before the event?
    After initial coordination in regards to your estimate, and meeting for the tasting/estimate revisions, remain available by email to go over questions that come up. Final meetings, 2-3 weeks prior to event, are held with our Operations Manager to finalize details. We find this system works best, due to the information coming in usually makes its way by final meeting time.
  • Do you offer event coordination service?
    Truffles has the ability to put you in contact with an in-house event coordinator to help you plan your event. Our coordinator can assist you with décor, invitations, timeline, layout, finding and coordinating with vendors.

Invoice/Payment Methods

  • What are your payment methods for the deposit?
    Deposits can be made by cash, cheque, Visa or Mastercard (no processing fees for deposit) Sorry, no American Express
  • When do you send the final invoice?
    Typically between 4 - 7 business days after the event. Payment is due on receipt.

Liquor

  • Can I bring home-made wine/beer?
    Special Occasion Licenses require that all alcohol be purchased from BC government liquor stores or a Liquor Store approved by the Liquor Distribution branch.
  • Do you charge corkage fees?
    We do not charge corkage fees.
  • Can I bring my own liquor?
    You can supply your own alcohol, however you will need to apply for a special occasion liquor license.
  • Do you provide a liquor license?
    Truffles supplies liquor license when we are supplying the liquor.
  • Is Truffles able to provide kosher food?
    We can provide food that is kosher-by- ingredient, although our kitchen is not a kosher kitchen. If you require food that is kosher, we will work, and do on a regular basis, with the synagogue of your choice to prepare your event.
  • Can I bring my own food? Specialties?
    Yes, as long as we are looking after 85% of the food required. For example, clients could bring the dessert or some cold platters.
  • Do you charge cake cutting fees?
    Truffles does not, as long as we have a chef on site who can take a moment away to help.
  • When do you need a confirmed menu for?
    2 weeks prior to the event, however we recommend addressing menu selections at the time of deposit.
  • Do you customize menus?
    Yes, Truffles can customize menus to your liking. Depending on the items, there may be an increased fee and often require additional notice; however we are happy to discuss any request.
  • Do you cater to dietary needs?
    Absolutely. Food restrictions and/or allergies are no trouble at all. Truffles menus are noted with dairy free, gluten free and vegan friendly selections.
  • How many people can come for a tasting?
    Our complimentary tasting is for two, additional guests will be billed $30 each.
  • Do you offer a menu tasting?
    Yes, Truffles offers a complimentary tasting for two, held at our café at VanDusen Botanical Garden. Typically offered on a Tuesday/Wednesday evening (unless otherwise stipulated) as we provide a chef for questions to menu options.

Misc

  • I don’t have a kitchen at the space I am hosting an event at, what can I do?
    With enough notice, we can arrange to have one of our food trucks at your event. It acts as a full, on site-kitchen, that is completely up to code with Vancouver Coastal Health. Or we will build a temporary kitchen if there is space to do so at the venue. There might be added charges for this service. Please contact us for more details
  • Can you provide audio/video equipment for my event?
    When it comes to audio/video gear, we suggest that you hire a specialized company to take care of any needs you may have.

Rentals

  • Can you send me a list of what rentals are required for my event?
    Yes, we can provide you a breakdown of all the rentals you will require.
  • Will you charge me replacement charges?
    Yes. If rental items are damaged or missing, replacement costs will be added to the final invoice.
  • Do you have your own rentals? Can you take care of this for me?
    Certainly, we have in-house rentals available for most events held at VanDusen Gardens (except for larger plated dinners) Otherwise, for offsite events, our preferred rental company is A&B Rentals and we’re happy to take care of the rentals, for a coordination fee of 15%.  

Service/Staffing

  • What can I select for a tasting?
    • Cocktail Reception: Depending on menu chosen between 3 to 6 pieces
    • Buffet: 1 entrée + 1 side + 1 salad + 1 dessert
    • Sit-Down: 1 appetizer + 1 main + 1 dessert
  • Do I need Service Staff onsite, or can I just get the food delivered?
    You can certainly request food to be delivered instead of a staffed event. This may limit some of the menu choices as certain items require assembly by our chefs, or the inserts of chaffers to be exchanged by our service staff. Our Sales team will work with you in building a menu that you can easily serve yourself!
  • How is a family style dinner served?
    Family style is similar to a plated dinner, however food selections are presented in elegant serving dishes on each guest tables, and they are passed amongst the table to share.
  • What is the difference between buffet service vs a plated dinner service?
    Buffet service is where we will set up a food table that your guests can approach, pick up a plate and then help themselves to the items that they’d like. A plated dinner service is where the host(s) pre-select a menu and guests are seated before it begins. The courses are then brought by servers to the guest tables. Plated dinners tend to suit an event where an elegant, formal atmosphere is desired. Buffet service can suit both, however the style can be considered much more comfortable/casual. For Plated Dinners, please estimate longer timelines for service.
  • What time does the staff arrive? How long do they stay on site?
    Staff will be scheduled to be on site 1.5-2hrs before the beginning of the event. This can vary, depending on the scope of the event and what set-up is required before guests arrive. Staff will stay on site until the event teardown is complete (if we are hired to do the teardown), which will begin as soon as the last guest leaves or when discussed with Client. We can start teardown around guests if required to be out of venue by certain times.
  • What does the staff wear?
    Our formal event uniform, for both men and women, consists of black pants, button up shirt, tie, vest and apron. For casual events (such as summer time BBQ’s) our staff wears black dress pants with our Truffles polo shirts or t-shirts.
  • How many servers/bartenders do I need?
    This will depend on the size of your event, and style of service. Typically, for a reception/buffet, we recommend 1 server to every 25 guests; for a plated/family style, we recommend 1 to every 15 guests. If you would like to add to our staffing levels, just let us know!
  • What are the rates for chefs/servers/bartenders, supervisor?
    Our rates for staff are as follows (minimum of 4 hours):
    • Chef: $30 per hour
    • Supervisor: $30 per hour
    • LEAD Server: $28 per hour
    • Server: $25 per hour
    • Bartender: $28 per hour
  • Are gratuities included in the estimate?
    Yes, we include a 18% gratuity.
  • What does you standard setup include?
    Our standard setup includes the food and beverage tables. We will dress the dining tables (linens, cutlery, glassware and basic table décor).