Questions
to Ask a Caterer
Besides your
location, the food and drink for your wedding reception will probably consume the
largest portion of your wedding budget. Catering costs
are usually presented as
“per-person” charges, sometimes abbreviated in
wedding brochures as “pp” after
the amount. But be aware—the per-person
charge often doesn’t include
everything: Tax and the gratuity (sometimes
called the “service charge”) might
be extra, and there may also be separate per-person charges for the meal,
drinks, hors d’oeuvres, and even setup. So your actual per-person charge might
end up being considerably more than you expect. Bring your calculator along
when meeting with potential caterers to help you arrive at the real bottom
line.
There’s more to
consider. Nowadays, many caterers offer a range of services in addition to
catering. Some are actual “event producers,” providing props, special effects,
décor—in other words, complete event design. They might also be able to assist
in finding a location, coordinating your affair, or lining up vendors. One
thing a caterer can’t do, however, is cook up a 5-course Beef Wellington dinner
for $20 per person. When planning your menu, be realistic about what you can
serve given your budget and the size of your guest list.
A lot of factors come
into play when selecting a caterer, so don’t be afraid to ask as many questions
as you need to. You can refer to the following list, whether your potential
caterer works at your event facility or you’re hiring them independently.
The
Basics
1. Do you have my
date open?
2. How many weddings
do you do per year, and how long have you been in business?
3. Have you done
events at my location? TIP: If you haven’t chosen your
location yet, ask the caterer if they can help you select one.
4. Are you licensed by the state of California? Are you
licensed to serve alcohol?
5. Will I need any permits for my event? If so, will you
handle obtaining them?
6. Will you provide a banquet manager to coordinate the
meal service or an on-site coordinator who will run the entire event?
7. Can you assist with other aspects of the wedding like
selecting other vendors, event design (e.g. specialty lighting, elaborate
décor, theme events, etc.)?
Food
& Presentation
8. Given my budget, guest count and event style, what
food choices would you recommend? Do you specialize in certain cuisines?
9. Do we have to work off a preset menu or can you
create a custom menu for our event? If I have a
special dish I’d like
served, would you accommodate that?
10. Do you offer
event packages or is everything à la carte? What exactly do your packages
include?
11. Do you use all
fresh produce, meat, fish, etc.? Can you source organic or sustainably farmed
ingredients?
12. Can you
accommodate dietary restrictions, such as kosher, vegan, etc.?
13. What décor do you
provide for appetizer stations or buffet tables?
14. Do you offer
package upgrades such as chocolate fountains, ice sculptures, cappuccino
machines or specialty displays?
15. Can you do theme
menus (e.g. barbecue, luau, etc.)? Would you also provide the décor?
16. What’s the difference
in cost between passed appetizers and appetizer stations? What’s the price difference
between a buffet and a sit-down meal? If we have a buffet, are there any
stations that cost extra, like a carving station? NOTE: Don’t automatically
assume that a buffet is going to be the less expensive option. Ask your caterer
which type of service is more affordable for you, given the menu you’re
planning.
17.
How much do you
charge for children’s meals?
18.
How much do you
charge for vendor meals?
19.
Do you do
wedding cakes? If so, is this included in the per-person meal price or is it
extra?
20.
Can you show me
photos of cakes you’ve done in the past?
21.
If I decide not
to serve cake, can you provide a des- sert display instead?
22.
If we use an
outside cake designer, do you charge a cake-cutting fee?
23.
Do you do food
tastings and is there an extra charge for this?
24.
Do you handle
rental equipment such as tables, chairs, etc.?
25.
What types of
linens, glassware, plates and flatware do you provide? NOTE: Some low-budget
caterers have basic packages that use disposable dinnerware instead of the real
thing, so make sure you know exactly what you’ll be getting.
26.
Can you provide
presentation upgrades such as chair covers, lounge furniture, Chiavari chairs,
etc.? What would be the additional fees?
27.
What is your
policy on cleanup? TIP: Be very clear about what “cleanup”
means and who’s responsible for handling it—and be sure to get it in writing.
We’ve heard many tales about caterers that left dirty dishes, trash and uneaten
food behind. In most cases, when you rent a location it will be YOUR
responsibility to leave the place in acceptable condition. You want to spend
your wedding night with your honey, not picking up empty bottles from the lawn!
28.
If there is
leftover food from my event, can we have it wrapped up for guests to take home
or have it delivered to a local shelter?
Drink
29.
Do you provide
alcoholic beverages and bartenders? Can you accommodate specialty cocktails?
30.
What brands of
alcohol will be served?
31.
Can we provide
the alcohol and you provide the bar labor?
32.
Do you charge a
corkage fee if we provide our own wine or champagne?
33. How do you charge
for alcoholic and non-alcoholic beverages? Per consumption or per person? Which
is more cost-effective?
34. Is the champagne
toast after the ceremony included in your meal packages or is it extra?
35. Will your staff
serve the wine with dinner? 36. How long will alcohol be served?
37. Is coffee and tea
service included with the per-per- son meal charge? What brands of each do you
offer and do they include decaf and herbal tea options?
Business
Matters
38. What is the ratio
of servers to guests?
39. How will the
servers be dressed?
40. How is your
pricing broken down (e.g. food, bar, cake-cutting, tax, gratuity)? NOTE:
Usually tax and aservice charge are
tacked on to your final cost. The service charge, which can range 18–23%, is
used to tip the staff. And in many states, the service charge itself is
taxable.
41. How much time do
you require for setting up and breaking down my event, and are there extra fees
for this?
42. If my event runs
longer than contracted, what are your overtime fees?
43. What is the last
date by which I can give you a final guaranteed guest count?
44. What is your
payment policy? Do you accept credit cards?
45. How much of a
deposit is required to hold my date? When is the final payment due?
46. Are there any
fees that won’t be included in the proposal that we should be aware of?
47. Once we book with
you, how quickly can we expect a contract? And if we make changes to menu
choices or other items, will you update us with a revised estimate and
contract?
48. What is your
refund or cancellation policy?.
