Food for Thought: A Catering Checklist
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For centuries, food has been instrumental in bringing people together. As you celebrate the joining of your hearts and families, the menu remains an important factor in the wedding planning process.
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As you prepare to eat, drink and be married, don’t be afraid to ask a lot of questions. When meeting with prospective caterers, do your research and trust your instincts. Consider the following questions and discussion topics:
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Discussion Topics
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Caterer’s experience, background, training.
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Caterer’s licensing, certification, insurance, liability coverage.
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Your budget.
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Estimated number of guests.
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Preferred reception style: sit-down dinner, buffet, food stations, cocktails.
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Establish up-front who your contact is and how/when they can be reached.
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Basics
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Is the date available?
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Do you have another event scheduled that day or weekend?
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Can we see photos of your work?
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How soon in advance do we need to make a reservation?
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Are you familiar with our chosen/potential site?
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Why should we hire you? What makes you special?
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Can we schedule a tasting? If so, is there a fee? How many people can attend?
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What is the average price per person?
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Do you handle the cake or should we find an outside baker?
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Do you provide linens/tableware/rentals? Can we see them?
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How involved are you in the catering process and at the reception? Will you be on-site the entire time? Are you hands-on or should we assign someone to supervise and offer direction?
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Do you have any references?
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Menu
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Is there a set menu? How flexible are you? Will you take a request?
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How does the cost vary in relation to particular menu choices?
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How do you handle dietary concerns? Are vegetarian or kosher meals available?
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Are there any children’s meals?
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What are your specialties? (Italian, American, French)
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How is the food prepared? Is it fresh or frozen and canned?
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What do you usually do with the leftovers?
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Can you prepare a special “doggy bag” for the bride and groom, in case we’re too busy to enjoy the meal?
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Bar Service/Liquor
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Do you have a liquor license?
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Where is liquor and wine purchased? Can we provide our own? Is there a corking fee?
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How many drinks does the average bottle provide?
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What are your service options? For example, instead of serving wine by the glass with the meal, can you place carafes at each table?
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Will the bartender monitor guests’ liquor intake and keep an eye on minors or should we assign responsibility to someone else?
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Staff/Service
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How many servers will we need? What is the ratio of servers to guests?
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How will the staff be dressed?
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If there is a cocktail hour, cocktail reception or buffet, will food be served or self-serve?
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How early before the reception do you need to set up?
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Pricing and Final Arrangements
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Does the estimated cost include taxes and gratuities? Can you provide all that information up-front?
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Are there overtime charges?
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Are there any additional/hidden charges? Inquire about possible travel, set-up/clean-up, equipment and cake-cutting fees.
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When is the final headcount due? Do you need a guaranteed amount?
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Is a deposit required? How much?
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What is the payment schedule?
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What is the preferred method of payment? (Cash, personal check, credit card?)
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What, if any, is the cancellation policy? Are there any refunds?
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