Food plays an important role in the wedding festivities, so you'll want to take plenty of time and care when choosing your caterer. Here are some great questions to ask your caterer to ensure that you have a great "wedding breakfast" without any unpleasant surprises!
Menu Options and Reception Styles. 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, formal or informal buffet, food stations or cocktail reception. It all depends on your personal preference and budget.
Budget. Let your caterer know your budget up front. Don’t assume that a buffet or food stations are less expensive than a sit down dinner. Remember, the price depends more upon the type of food you serve than the format.
Food Preparation. 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!
Taste Testing. Ask if your caterer will do a "tasting". This is where the bride and groom can go to an alternative event at which the caterer is preparing food and taste some of the caterer’s dishes.
Leftovers. 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 similar charity organisation.
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. Later that night, the bride and groom can enjoy a wonderful, romantic picnic for two!
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!
Family Recipes. Ask if dishes can be prepared that are not included on the regular menu. Some brides have a special "family" dish they'd like or a particular type of ethnic food prepared. This is a great way to really personalise your dinner and reception.
Guaranteed Numbers. 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.
Wedding Cake. Do they offer wedding cakes? Is a wedding cake included in the price? Is there an additional cake cutting fee? Don't forget a ceremonial knife!
Tax and Gratuities. Are they included in the price? Are there any additional fees that are not included in the quote or proposal?
Ratio of Servers to Guests. Now, this can vary depending on the type of reception you have. One good rule of thumb is to have one server for every 8-10 guests.
Dress Code for Waiting Staff. Will they be dressed formally or informally?
Decorations. Ask to see pictures of their table 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.
Tableware and Linens. 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!
Menu Board. 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.
Licenses. Your caterer should be licensed by the state. Most display their license in their office, but if you're not sure, ask!
Quick Tips
• Make sure the caterer is licensed or you may be liable
if something happens.
• If outdoors, make sure they have refrigeration.
• Have you worked at my prospective reception sites? Can you
recommend other sites for weddings?
• Do you have a set menu? Can the menu be modified?
• Can the kitchen staff adhere to special dietary restrictions
for some guests who may be diabetic, kosher, vegetarian?
• Can you supply me with a list of references? (Contact two.)
• an I arrange to view the catering of another wedding reception
to check food display, service style, flow, organisation? Can we
arrange to taste foods on the menu you suggest?
• Do you set the tables? Provide linens? Order floral arrangements?
Coordinate the music?
• What additional charges might be incurred other than the
food, beverages, and rental of requested extras?
• What is the policy for payment, tipping? (Some caterers
request cash, others accept checks or credit cards. Some include
gratuities in the base or overall price, others do not.)
• How much advance time will you need to set up?
• Can you send me a confirmation letter including the wedding
date and time, names of service help, tipping policy, decorating
time, color schemes, menu, cost per person?
• Can I see available linens? What is the additional rental
cost?
• How much food is enough? (Ten to twelve hors d'oeuvres per
person is adequate. With buffets, offer a choice of two entrees.)
• Will the hors d'oeuvres be hand served or on a buffet?
• How much are your overtime and cancellation costs?
• Can you give me a ceiling on anticipated menu price increases?
(Caterers quote final prices 90 days prior to the wedding. Due to
rising food costs, an increase might be 10%.)
• When will the wedding cake be delivered (if your caterer
will provide you with one)? Is the cake cut by the banquet staff?
• Can we go over placement of the head table - on a raised
platform or floor level, dais or round table?
• How many drinks does each bottle of liquor, champagne, provide?
• Is there an opening fee per bottle of champagne or wine?
• Will you feed the photographer, videographer, musicians,
toastmaster?
• What is the guarantee requirement for number of guests?
• When must I provide a final guest count?
Get all estimates in writing; contracts should state what food and drink is to be served, how many servers will be needed, and a provision to inform the caterer of the final number of expected guests at least a week before the wedding.
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