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Chapter 7
Catering the Event
Feeding the Masses

This is where your budget comes and goes. Feeding everyone can cost anywhere from $10 to $250 per person. That's why, before you plan the catering you need to know how many people are coming (within 10%) and how much you can spend.

As always, we want to keep it simple, and give you just the facts. Here we list the questions you need to ask each caterer. Print this sheet and use it for each site.

Often the venue provides the catering (for better or for worse). When you're using a venue that doesn't cater the event,  you have more freedom,  but also more responsibility.

Having friends do it? Not really recommended. They better know what they're doing. Every upstart catering company has horror stories when they first started out. Don't let these horror story experiments be part of your wedding.

Like venues, the best caterers are booked a year ahead for Saturday events.

How to find a caterer (other than rolling the dice with the yellow pages)?
Ask the venue, or hotels, friends, DJ's, etc. Anybody who makes a living doing something for weddings will know some good caterers in the area.. Try to go with recommendations first, before resorting to cold calling. If cold calling, plan your questions.

Compare and interview at least 3 caterers. Try the food.

Be prepared for your interview with:
1) A realistic budget in mind
2) Estimated number of guests
3) Know the venue if possible
4) Know the type of wedding (the theme, indoor/outdoor, season, etc.)
5) Have a wish-list for the menu

If doing a sit-down service a good rule of thumb is to have one server for every 8-10 guests.

 
Money Saving Tip

Food and booze are primary expenses of any wedding. You might consider having a late morning reception. Breakfast food is much less expensive and there’s no need for alcohol. Serve coffee, teas and punch instead. You can spend the money you save on a honeymoon or down payment on a house!

Caterer Checklist

NAME OF COMPANY__________________________________

ADDRESS___________________________________________

CONTACT PERSON:___________________________________

PHONE:_____________________________________________

PRICE:____________________DEPOSIT___________________
 

What will be covered by the caterer as far as table settings?

 


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Do they provide tables, chairs, table cloths, napkins, silverware (not plastic), serving trays, table skirting, centerpieces, decorations, cake cutting utensils, head table riser?

 

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What is the cut-off time. Are you charged extra if things go late? What are overtime charges?

 

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Does the price given include tax and tips?
 

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Food samples. Is it possible to sample the food that will be served?

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Are you GUARANTEED the date you sign up for?  Verify this in the contract.

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Is there a deposit refund policy if wedding is cancelled or postponed?

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Are you charged for overages in guest arrivals? Many figure in about a 5% variance and won't charge you for a few extra guests.

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Who is responsible for clean-up after the reception?

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Can left over food be taken by the guests?

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What dishes are their "best"? What's the specialty?

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How much can you personalize the menu?

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Open bar vs. Non-open bar ? What kind of drinks served?

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How many people he hires for your number of guests? See ratio suggestion above.

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What ideas/suggestions they can offer you from past experiences?
 

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Cost for full flowing champagne.. how much will be available?

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How many bartenders will there be?

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Prices for different types of eating (buffet vs. sit-down service)? Note:If it's a buffet, larger weddings need at least 2 separate buffet lines.

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When the absolute final guest count is needed?

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Unless you already know the caterers reputation, you might ask for references. 3-5 within the past year. Is that possible?

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You may want to ask if you can visit a current reception, or at least observe the preparations.

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What kind of insurance does he carry (he needs to have a basic liability coverage)?

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What will the catering staff be wearing? Do you have a choice in their attire?

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Do you pay for unopened bottles of wine?

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Other notes:

 

 

 


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