Choosing Your Caterer

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It's so nice when a couple's shared interests are reflected on their wedding day and used to help make the day extra special. We're sure your guests will be thrilled by your attention to the food at your reception. As for hiring a caterer, we do have some suggestions for how to do that so that you get both fantastic food and a wedding professional who can help you realize your wedding vision.

Depending on where you're having your reception, you may or may not have a say on who wears the chef's hat. At most hotels, banquet halls and private clubs, when you book the space, you're booking the on-site caterer, too. So before you book a place like that, make sure the caterer can fulfill your expectations. You should meet with the on-site caterer at your site, taste their food, discuss your wishes and call references, just as you would with any other wedding service provider, including any off-site caterer you hire. Don't be afraid to explore menu options. If you don't like the sample menus, ask for changes.

How do you find the best caterer? Start by asking around. If you remember shadowing a waiter at a friend's wedding to get at the delicious hors d'oeuvres, call and find out who catered the affair. If a friend tells you her caterer was good and you weren't there, be sure to speak with someone other than the wedding couple who was there -- the bride and groom are often the only people who don't notice slow service, cold food and other such problems. If the wedding manager at your reception site doesn't have a list of recommended caterers, call other reputable wedding sites for suggestions. You can also ask your other vendors if they have top-rate recommendations. Another idea: Ask the chef at your favorite restaurant if he or she does catering on the side or whether he or she can recommend a great wedding caterer. You want a caterer who not only provides excellent food but also runs a smooth show, with a professional and pleasant staff.

When you have a list of caterers, call and request sample menus to get an idea of their choices and prices. Before you set up a face-to-face meeting, be sure you know your food and beverage budget. When you meet with caterers, you want to find out whether they can create the wedding reception you have in mind. Be wary of any caterer who doesn't ask about your ideas and wishes. Ask them to discuss the menu, the mood and the flow of the party, based on your wedding vision. Some important questions to ask include:

· Who will actually be preparing the food for our wedding? If possible, meet with the chef in charge. And be sure to connect with the person who will be in charge of everything on the day of your wedding.

· What would you suggest we serve, based on the size of our wedding, the time, the season, the mood we want to create and our budget?

· Do you have your own wait staff? Are they experienced? The longer they have been working together, the better.

· Are you familiar with our reception site? They must be in order to do their job -- they should be willing to visit to check out the kitchen facility, the distance between the kitchen and the reception area and so on.

· Can we sample your food? Most, but not all, caterers offer a tasting free of charge. However, they may refuse to do this until you actually book them. Or they may charge you for the ingredients, if they are especially costly. The tasting meal should be served as it would be at your wedding, preferably on the china you plan to use or on something similar. Pay attention to presentation, smell and temperature, as well as taste. If possible, try the wines you plan to serve at your wedding with the tasting meal. Keep in mind that just because someone can cook for four people at a tasting doesn't mean he or she can cook for 100 or 200 guests. Rave reviews from former clients and guests at other weddings they've worked are what really matter.

· Are you state licensed? Do you have liability insurance? You shouldn't hire anyone whose operation doesn't meet local health department standards and who doesn't carry sufficient liability insurance.

· Must we meet a minimum? In others words, do we need to spend a certain amount of money, or will you charge us for a set amount of meals no matter what our final head count is? If their minimum exceeds your needs, you will obviously be wasting money.

· Are tax and gratuities included in the final price? Some tack this on later. Be sure you know ahead of time how the fee is broken down and exactly what is and what is not included.

Other things to consider:
· Make sure the liquor fee makes sense given the brands they plan to serve. You can also ask what they expect your bar bill to be. That way, you won't be shocked later if it's higher than you anticipated. · Will they provide food for the band? The cost for this should be less than what they're charging per guest. · If you want to offer your guests entree options, find out how they want to work this and what it will cost. · Ask what their style of service is and make sure it works with the mood you want to create. If a company provides only French service and this feels too stuffy for your affair, that caterer may not be right for you. · Do they charge a cake-cutting fee? If they supply the cake, they shouldn't. If you bring in another cake from a different baker, a fee is fair. · Also, ask about overtime charges, which can be considerable. If your reception is running late, the caterer should ask you whether you want to go over or close up shop.

That's the bulk of what you need to know from any caterer your hire. But feel free to ask any other questions that come to mind. Most importantly, be sure your caterer can make your wedding vision a reality. To find out more about getting started with your wedding planning and creating a wedding vision, click here.

We hope this helps,
The Wedding Women

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