Picking a Caterer

You'll spend more money on food than any other aspect of your wedding 45-50% and it  plays such an important role in the wedding festivities; you'll want to take plenty of time and care when choosing your caterer because you'll want to work with a top professional. When making appointments to interview caterers, try to schedule a tasting at a later point. Here are some great questions to ask your caterer to ensure that you have a great "wedding feast" without any surprises!

Does the caterer specialize in certain types of food or service? They should provide you with sample menus to review. How will the caterer arrange the food on the buffet table or on plates? Can you see photos of previous work displays? Some caterers that do buffets or food stations will include floral arrangements and other decorations. As your wedding plans progress, talk to your caterer about your color theme so that all decorations and floral arrangements will coordinate. Also can you speak to previous clients? Get at least two references that had a similar number of guests and a similar menu style.
There is so much variety and choice when it comes to menu selection. It's no longer "chicken" or "beef". You can have a traditional sit down dinner, buffet, food stations or cocktail reception. It all depends on your personal preference and budget. A recent trend when doing buffets or food stations is to have a menu board. This when the names of the entrees and items served are scrolled elegantly onto a piece of paper displayed on a board or in a picture frame. Many guests love to know the names or what’s in those delicious dishes they'll be eating.

Can the caterer arrange for a tasting of the specific foods you're interested in prior to hiring? Schedule a "tasting" if you can. This is where the bride and groom can go sample and taste some of the caterer’s dishes.

What is the caterer's average price range? Are costs itemized depending on the foods you choose, or is there an all-inclusive flat rate? What would that include? Does the caterer have printed price sheets for food selections? Let your caterer know your budget up front. Don’t assume that a buffet or food stations is less expensive than a sit down dinner. Remember, it depends more on what type of food you serve that determines the price. Are taxes and gratuities included in the price? Are there any additional fees that are not included in the quote or proposal? Many caterers will quote prices based upon a certain number or minimum number of guests. For instance, many caterers base their figures on a minimum of 100 guests. If you’re final guest count is for only 80 guests, there may be an additional fee.

How involved is the caterer in a typical reception - do they work like a wedding coordinator/banquet manager, cueing the band, telling the couple when to cut the cake, adjusting the schedule if guests don't seem ready to sit down to dinner? You will need to find someone to fill this role - if your site manager or caterer isn't going to do this, think about hiring a wedding coordinator.

Will the caterer provide tables, chairs, plates, table linens, silverware, salt-and-pepper shakers, and more? Do you have to rent tables, place settings, and/or other equipment or will they arrange for the rentals? Does the price include table linens, napkins, dishes, and glassware? Ask to see samples. Remember, if you don’t like the tableware or linens they offer, most everything can be rented, but usually at an additional price!

Who is the main contact? Will the same person you work with when planning also oversee meal service on the day of the wedding? You want this to be the case. Is the caterer working any other weddings on the same weekend, on the same day, or at the same time as yours? You want to be sure they will devote sufficient attention to you.

Does the caterer handle all settings of tables? Will they put out place cards and favors?

Will the caterer provide wait staff? How many would they recommend for the size of your wedding? One good rule of thumb is to have one server for every 8-10 guests. What will the wait staff wear? Will they be dressed formally in a black and white tuxedo look?

Ask if dishes can be prepared that are not included on the regular menu. Will the caterer be willing to include a recipe you provide, like a special family dish, or an appetizer with some sort of sentimental significance? Can they prepare vegetarian or kosher meals for just a few of your guests?  This is a great way to really personalize your dinner and reception.

Where will the food be prepared? Are there on-site facilities, or do you, the caterer, and the site manager need to make additional arrangements? If the caterer must bring in his or her own equipment, is there an additional fee?

Does the caterer use all fresh food and produce? Will any of the food for the reception be previously frozen? Most of the "top notch" caterers do not use any frozen foods or anything that comes from a can!

Does the caterer have a license? This means the business has met health department standards and has liability insurance - make sure this includes a liquor license if you're having a bar. Your caterer should be licensed by the state. Most display their license in their office, but if you're not sure, ask!

Can the caterer provide alcohol? Or can you handle the bar separately? If you can provide it, is there a corkage fee? How and when do you get the alcohol to the caterer? If the caterer will provide it, do they have an inflexible wine list, or can you make special requests? How is this list priced?

Does the caterer also do wedding cakes? Can you use an outside baker if you desire? Is there an additional cake cutting fee?

Ask what is done with the leftover food. Particularly, if you are having a buffet or food stations there can be food leftover. Some brides choose to have the leftover food given to a homeless shelter or sometimes the leftovers are given to the bride or groom's parents. It's especially nice if they are entertaining any out-of-town relatives and don't have time to cook!

Many couples don’t get a chance to eat much or really enjoy the food during the reception because they're so busy with their guests. So, ask your caterer to prepare a "leftover basket" with a sampling of all the delicious hors d’oeuvres, main dishes and even dessert. Late that night, the bride and groom can enjoy a wonderful, romantic picnic for two!