Catering Governor Rendell's Inaugural Ball January 21st 2003. Part One.

I intended to write this post about 6 years ago as the event's tenth anniversary was approaching. I didn't. It's still a fun story and hopefully my memory will entertain and inform you about what was the biggest and maybe best event we ever undertook and executed at Max & Me Catering. As Governor Wolf prepares for his second inaugural, it marks 16 years since we took over Harrisburg's Farm Show Complex and turned a tractor and animal manure laden event hall into a fancy full on high end catered event for Pennsylvania's movers and shakers.

Governor Ed Rendell and his wife Midge at the Inaugural Ball

A little background. In December 2002, Max & Me Catering had been on a 3 year run of growth and winning venue contracts, and earlier in 2002 it was announced (after having to keep it secret for almost 9 months) that we had won the plum contract perhaps in Philadelphia catering history, the National Constitution Center. Integral to our success was the addition to our team of Larry Cohen, a major restaurant and special event food service entrepreneur. Larry had numerous great relationships with the most important people for our industry, and Governor elect Rendell was prominent in his rolodex (or palm pilot, which he used at the time). When it came time for the Inaugural committee to select a caterer for the Ball, we received the call. I believe we didn't get the nod until around December 21st 2002, which meant we only had one month to plan an event that we were told would be attended by 8500 guests. I was lead planner and point of contact for the Inaugural Committee.

Mr. Scott Mirkin. Event producer extraordinaire.

Some of the stellar team we were lucky enough to work with included Penny Lee who headed the Inaugural Committee, Mary McCarthy who headed the fundraising efforts which included HUGE amounts of product donations, to be discussed later. Nina Tinari, Penny's lead assistant and now partner in the Schulson Collective of amazing restaurants, and Scott Mirkin, the producer for the Ball and now Philly's go to planner for many of the city's biggest events such as the Papal visit and Made in America. Scott is also Jay Z's main producer for the events for his music streaming service, Tidal. 

Harrisburg PA. Farm Show Complex would be far upper right

As the meetings began and the scope of what we were being asked to accomplish materialized, the initial thrill of being selected turned to complete tunnel vision and focus on process and final goals. This was not a stage on which forgetting our lines would be acceptable. This event led directly six months later into the opening of the Constitution Center, and many of the NCC team would be in attendance as well as major donors, potential (and already signed) catering clients and just about anyone that mattered in PA. 

Overhead schematic of the venue. Ball was held in the Weiss Expo Hall, 172,000 square feet of blank canvas

It was decided that there would be three main catering aspects to the Ball. The first aspect was the main floor where the entertainment occurred, and would be our main catering set up with huge food stations and huge bars to accommodate the majority of guests. Part two was "The Taste of Pennsylvania", which consisted of approximately 40 restaurants from all parts of Pennsylvania that Governor Rendell personally requested to participate. I think he actually chose about ten of the restaurants, we chose some, we got Jim Cohn, Philly's Mr. Event, to get a number of participants as well. The "Taste" took up about 35% of the Ball footprint, while the main floor was about 60% of the space. The final 5% was devoted to the VIP area, where 60 separate seating areas were constructed to hold VIPs, sponsors and others. The catering in this area, was ultra high end with a wine and liquor list to match, companies were supposed to pre-order their food, but we had enough on hand to accommodate on site orders. One of our biggest challenges was going to be building the event without knowing most of the menu until much further along in the planning process. This was because to save money and keep the ticket price to $50, not only would the inaugural committee solicit beverage donations, which is typical for events like this, but they would be going for donations of a wide range of Pennsylvania produced food products, and these would comprise the bulk of our menu. 

Everybody's favorite co-worker, Damon Miele at the 5 Star Bacara Resort in Santa Barbara where he was the Event Producer for a premier event called the World of Pinot Noir. I told him to look snooty, he's still the same guy.

We had a monumental task in front of us, but we did have some things in our favor. Our biggest advantage was the timing of the event. January is almost always the slowest month on caterers calendar, so I was able to completely clear my calendar and focus on nothing else. We were able to recruit a very large and very capable crew for numerous sources, and my in-house planning team was as good as it gets. Morgan Bitzer (now Bedore) was designated to take the lead on the "Taste" portion, as well as the main liason for product donation, coordination and delivery. Morgan has gone on to much bigger and better things and now is second in command for Constellation (formerly Starr Events), and she is a superstar. Damon Miele was our lead for coordinating staffing, bars and the main catering floor. Damon is now in the wine industry on California's Central Coast and I have actually worked for him at a couple of events. Morgan is actually a very good writer, and at the time I asked her to write about her experience in the planning and execution of the Ball. Following in it's entirety is what she wrote, unedited. Thanks Morgan! 

Morgan Bedore, catering superstar.

This Caterer's Life

by Morgan (Bitzer) Bedore

I must say, after a mere four weeks lead-time into the biggest event in Max & Me history, I am a little star struck.  Max & Me Catering has gone from being one of the premier caterers in the tri-state area to the name to drop when you want to get things done.  Today I spoke to Georges Perrier of Le Bec Fin, Le Mas Perrier and Brasserie Perrier, and although I cannot say that I understood all of what he told me, I can say that three weeks ago I would have had to leave a message.  Life has gotten hectic around here, our average 50 hour work weeks have skyrocketed and have ceased to be weeks at all, simply days that we countdown.  The menu has grown over the past few weeks as the donations have poured in. Sometimes I feel that we are on an extended televised fund-drive answering the phone as the calls stream in.  Yet instead of cries of “$100 dollars from Betty of Kansas City” we find ourselves screaming, “600 pounds of Hatfield pork tenderloin or $7,000 worth of Red Bull.”  After many revisions the menu now resembles something you might see in a Northern Pennsylvanian Mom and Pop restaurant with Bison, Elk and the occasional Ostrich; and that’s just the carving station. 

Max Hansen & Jon Spivak as appeared in Philly Mag, about 18 months prior to Rendell Inaugural. Brother Jon was widely thought of as the "Me" in Max & Me

My life was put on hold for the three weeks of preparation surrounding the ball and no time of day or night was off limits for an impromptu discussion of crunchy snacks or estimated beverage delivery times.  I might as well introduce myself as one of the product organizers for the event and the coordinator for all things dealing with the “Taste of Pennsylvania.” In realistic terms, however, that means completely devoted to all ball related issues.  I myself traveled to Harrisburg on the Sunday night before the event and found our housing conditions to be quite the accommodations.  Harry, anticipating the stress and long hours that would drain his staff to delirium rented out a resort and day spa to tend to weary feet and sore muscles.  This however did not mean peace and quite as I was now the proud holder of the coveted Nextel walkie-talkie/cell phone. Now I was able to not only be in contact with all in the know 24 hours a day, but also allowed me to be woken out of slumber by the scratchy static-ridden voices over the channel.  I imagine that we all felt a little short on personal life, but this was the event of a lifetime and a stepping stone to other events of similar magnitude.  In my meager free time I simply relaxed by joining fellow Max & Me employees in the spa’s enormous teak encased Jacuzzi tub, Max had a spa day, Damon (my fellow event planner) had a much needed dinner at his nearby parents, while Harry preferred break-of-dawn runs on the resorts icy golf course.

Felicita Resort, our home base for the week. Now out of business and for sale

Although it seemed like Harry Spivak (Max & Me General Manager) and Max Hansen (Owner/Executive Chef) went through endless menu alterations to accommodate new donations and sponsors, the end result was an event that boasted simply unforgettable food.  The seafood stations were brimming with shrimp and cocktail crab claws while the carving stations offered an exotic mix of classic French and American fare as well as the Northern Pennsylvania staples of venison and the smaller farm-bred ostrich and bison. Max’s own personal hand was seen in many of hors d’oeuvres, including his own take on a classic Philly favorite: the cheesesteak.  Max smothered foccacia crisps in braised short ribs, melted mozzarella cheese and topped the whole tiny tower off with melted onions and spicy Ancho Chile mayonnaise.  In addition, Max’s famous smoked salmon made its appearance in numerous forms as well: Smoked Salmon Napoleons with Chive Crème Fresh and Salmon Caviar and the classic Smoked Salmon Platter garnished with capers, cream cheese and red onions.

Morgan wasn't kidding, it sure was a motley convoy of vehicles of ours that arrived in H-burg.

The Max & Me herd of cars and trucks is a motley crew, and its convoy across Pennsylvania a mix of speedy two doors and box trucks stuck at a maximum of 40 miles per hour.  Although a tremendous amount of prep work was completed before the entire Max & Me staff made their journey from Bucks County to Harrisburg, the bulk of meat slicing, cream cheese molding and canapé building was yet to be done. A sign greeted the staff on their makeshift kitchen door: Washrack- Please only wash one animal at a time, and thus the inaugural kitchen was born.   WaWa arrived soon after the caravan of chefs and schleps with 9000 feet of hoagie fixings wanting assembly.  Therefore, the afternoon into the wee hours of the morning found our kitchen staff elbow deep in bologna and American cheese.  It was quite a sight; an apparent sea of sandwiches filling every known nook and cranny of the “washrack”.

Imagine us and a bunch of prison inmates making Wawa hoagies all night long. It wasn't a pretty picture.

The Taste of Pennsylvania is like the Olympics of the Pennsylvania restaurants, resorts and caterers.   Never have I seen this breadth of cuisine choices offered under one roof.  In one corner we have the long-standing champ of steaks: Pat’s of Philadelphia, PA and in the other corner the modern Asian-inspired display of ripe citrus and lamb potstickers at Twenty Manning and to round it all off you can sample an authentic Cuba Libre Mojito.  That’s just the beginning: Primanti Bros. of Pittsburgh brought their monster turkey and french-fry “steel” city favorite, classy Brassiere Perrier teamed up with Le Bec Fin to served risotto with truffles and perfect French pastries and The Striped Bass brought diver scallops with kumquat endive salad.  Participants came willing and able to supply their own décor.  The Radisson Lackawanna ran away with the theme “I’ve been working on the Railroad” and can complete with conductor’s uniforms and a big Railroad Crossing sign.  Cuba Libre went authentic with a gothic wood arch and tropical foliage, whereas Harrisburg’s own “The Spot” sported their “Rendell Burgers” on specially printed napkins honoring the occasion.   

Chef Georges Perrier. "This is such a pain in the ass, but I do it for Ed"
Direct quote, said to me in his unmistakable accent.

This event was not simply a co-existence between the “Taste of Pennsylvania” and the never ending expanse of Max & Me food on the other side of the divide, but complex joining of many smaller food entities into a grand event.  In one corner of the Max & Me room Rita; one of our lead supervisors ran the VIP Sponsor booths.  This sea of booths sat the cream of the crop, those individuals, organizations and corporations financially and politically devoted to Governor Rendell; and the food served in that area proved their dedication.  Rita and her staff set up countless 000 Beluga caviar stations, platters of petite jumbo lump crabcakes and tiers of perfect mini pastries.  The remainder of the space was divided up into three separate sections, each boasting their own buffets as a direct reflection of the other stations.  Designer Ariel Alejandro once again worked his magic, transforming dull 8 foot tables into buffets of simple elegance.  Using primarily greenery, he employed large concrete-enforced tubing to build towers among the buffets, giving the room height and depth. 

Not sure who that guy in the middle is, but on the left is event designer non-pareil, Ariel Alejandro RIP. We miss him,

The bars were not to be overlooked at this event.  Generous donations of spirits, wine and beer flooded in for days before the event, giving our storage area the feel of a beverage distributor.  Diagio by far was the greatest contributor with Southern Wine and Spirits and Bartolomeo helping to round out the bar's intense selections.  For those who preferred a casual beverage or were simply partial to brew, three companies made their products and names known: Miller, Budweiser and Rolling Rock.  These three, however, were not the only options.  A handful of microbreweries also donated, setting up booths in the “Taste of Pennsylvania” room to offer their wares alongside of the acclaimed cuisine of the participating caterers and restaurants. 

Larry Cohen. Partner in Max & Me at NCC. This was the first event in our partnership.

I’d like to think that Governor Rendell was aware of my participation in the event, that my glimpse of him across the event in the VIP area was merely the frosting on the cake.  I now know, weeks out of the event, that we weren’t the typical overlooked caterers at a big event, but now THE Philadelphia caterer on the tip of everyone’s tongue. 

Ariel's prototype station for main floor catering 

Think I'll stop here and let Morgan's writing stand on it's own. Pretty damn good for a 24 year old, huh? Pretty sure that's how old she was at the time...

I'll close how she would,

Cheers!