Tasting the Menu
Food is the number one expenditure. Your caterer will play such a broad role in the planning process and the day-of the event that the term caterer and was once used interchangeably with wedding planner. This is all the more reason to select your caterer wisely. When using an in-house caterer (i.e. you venue has its own Chef and catering staff) you should be contacting or booking their services three months in advance of the wedding day; whereas using an independent caterer (i.e. your venue allows you to use a caterer of your choice) you want be booked eight months in advance.
Doing tastings and meeting with a caterer’s event coordinator can be a grueling process and take time to find the perfect fit. Some things to consider prior to contacting them are to consider some of the following details first:
1. Consider the time of dinner service: dinner (priciest), brunch, cocktails and hors d’oeuvres, afternoon tea, dessert reception
2. Type of service: sit-down, buffet, family style, stations.
3. Your guest count: this will be the most important factor that ultimately dictates the bottom-line and allows you to keep within budget. Remember that most caterers will charge per person, therefore more guests = more bucks.
4. Style of service: do you want to offer guests unique menu items tailored around your personal style that they will rave about for years to come or fried chicken? Keep your guests in mind, along with what you like/dislike and let your caterer know what you are looking for.
5. Last, consider what other rentals are either included with food service or that you may need from other vendors: china, silverware, stemware, linens, lighting, bartenders, etc. (It is especially a good idea to get what you can through your caterer because it makes it a one-stop-shop and saves you time from meeting/calling/emailing various vendors and saves money with one delivery charge and other breaks your caterer may offer for using their various services)
At the tasting you will want to be prepared and ask questions so you know what to expect.
How is this dish presented on plate? What is the portion size?
Ask to look at a portfolio
How food is arranged on a buffet?
How many service staff members will there be working on the day of my wedding?
How many weddings have you done?
Have you catered receptions at my venue before?
When is the final guest count due?
Will I need to provide my own alcohol and setup for a bar?
How much do vendor meals cost?
What is the charge for children’s meals?
Does my off-site venue impose any limitations on the menu and where the kitchen will be set up?
Do you provide decorations for the buffet, hors’doueves, stations?
How much time is needed for setup/cleanup?
What is the ratio of waiters and bartenders to guests?
How many waiters pass hors d’oeuvres (should be 4 for every 100 guests)?
What’s provided for china/flatware/glassware/linens? Colors?
Do you provide chairs and/or tables? What style? Cost?
Do you bring any props and serving pieces?
How many events will you book in a day? What is the maximum you’ll take?
How is the wait staff attired?
How are leftovers handled?
Is insurance for china/glassware breakage included?
Do you have a pastry chef who could make my cake? Is there a charge to cut and serve outside cake?
What is the deposit to hold date? When is the balance due?
Licensed by the state? Do you have a Health certificate?
How much liability insurance do you carry? Does this include liquor liability insurance?
What are the additional charges for service, gratuities, taxes? (“plus-plus” means price per head BEFORE taxes and service)
When do overtime charges apply? Rates?
What is your cancellation policy?
What are the setup/cleanup fees?
What is the delivery charge(s)?
