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Caterers |
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Selecting your wedding caterer is a big, buttercream-frosted, served-on-a-silver-platter deal. And the more elaborate your wedding, the bigger a deal it becomes. Catering will usually account for your single largest wedding expense, so take extra care when selecting this professional.
Fortunately, caterers are expert party planners and can advise you on more than just a reception menu. They can organize all the mini-celebrations that come before and after the ceremony itself. For example, many couples rely on their caterer for help with their engagement party … the rehearsal dinner … perhaps a "morning-after" brunch following the wedding day. Even a small, intimate reception can benefit from the services of a professional caterer.
If you are unsure of the type of affair you want to host, ask your caterer for suggestions. They should be able to steer you towards the style of reception that fits your tastes as well as your budget.
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The Basics |
| Getting started |
Book your caterer six months to one year in advance depending on the level of service you will need. First talk with a representative of your chosen reception site because many facilities have in-house caterers. If not, they will certainly have a list of preferred catering professionals.
Another good source of leads is anyone you know who has hosted a recent wedding or other major event. You can also check for referrals from The Better Business Bureau and other wedding professionals in your local area. |
Screen your choices |
| Begin narrowing your candidates down to ones who will be available on your date. Ask those caterers for references, sample menus and price sheets. Their former clients can tell you about the type of reception they had, the quality and presentation of the menu, as well as the service they received. Menus and price sheets will clue you in to the caterer's style and price range. Narrow your choices down to a manageable number and then start setting up interviews. |
When meeting prospects |
Now is the time to decide what sort of reception you will have. Schedule tastings as part of your interviews. And disclose your budget and the time of day when you will be hosting the reception. The caterer should then be able to discuss menus choices and suggest affordable options.
Ask each candidate for a written estimate based on the menu you've selected. This cost-per-person quote should include any other charges such as equipment and alcohol service fees. Also ask to see samples of their rental items. A great price on china isn't much of a deal if your guests end up eating off of chipped plates. |
Get it in writing |
Once you've found a caterer you like, you'll want to make sure that all details and arrangements are spelled out in The Contract. It not only protects your interests, but also serves as a handy checklist for keeping up with the many details |
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Food for Thought
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- The event time will be a primary factor when selecting your reception menu. Breakfast is usually served until 11 a.m.; brunch from 11 a.m. until 2 p.m.; lunch from 12:30 to 3:30 p.m.; tea or desserts from 3 to 5 p.m.; cocktails from 5 until 7; dinner from 6 to 9:30; and a late-night dessert from 9 until 10:30 p.m.
- Many couples try to stick with foods that will appeal to a wide variety of guests. Most gatherings include members of every generation and social background. Try to keep the make-up of your guest list in mind when planning the menu.
- When giving your final head count, don't forget to include the other wedding professionals (musicians, DJ, wedding coordinator, photographer, etc.) who will be on hand. Their meals can usually be prepared less expensively and be served out of sight of the wedding guests. Be sure to discuss your preferences with your caterer.
- Some couples choose to donate leftover food to charity while others have it sent home with relatives who are hosting out-of-town guests.
- Many couples are so busy that they miss out on much of the menu served at the reception. Have the caterer prepare a special selection of food samples for you. It'll make a great snack when you collapse in your hotel room and realize you're starving!
- Think about the number of guests when planning your menu. Besides the cost per person, consider how long it will take for food to be served. An elaborate, multi-course meal may be too time-consuming to serve to a large number of people, but it might be perfect for an intimate group.
- The time of year also makes a difference. A heavy pasta meal might be more welcome in the winter. Elaborate fruit sculptures will be tastier and less expensive if ordered in season.
- Beverages should complement the rest of your menu. Punch and champagne would work for a midday meal. But wines, tea and coffee might be the best selections for dinner.
- The formality of your menu and the presentation of your meal should complement the tone and style of the overall celebration. In other words, you wouldn't want to follow a full-scale, formal wedding ceremony with a backyard barbeque.
- Consider the way your guests will be eating the foods you are serving. Will they be sitting at tables or will they be mingling as they eat? One setting allows for the use of silverware, while the other calls strictly for finger foods.
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Questions to Ask |
Will you be the primary service coordinator?
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At the very least, you will want your caterer to oversee the meal service at the reception. Many caterers often serve as the primary service coordinator as well. Someone needs to cue the couple when it's time to cut the cake and move on to other reception traditions. If your caterer will not be serving in this role, then consider hiring a wedding coordinator. |
Do you book more than one wedding per day?
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| You'll want personalized service from your caterer, so avoid the ones who book multiple events close together. |
What is your ratio of servers to guests?
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| Proficiency and proper dress are important, but there must also be enough wait staff on hand to serve your guests properly. The ratio will vary depending on the type of reception. A seated dinner, for example, should have at least one server for every 10 guests. A buffet service or cocktail party could get away with fewer servers. Discuss the options with the caterer and detail your decisions in The Contract. |
Can you show examples of table displays?
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| You want to know how the caterer arranges the food and what type of decorations they use. Some caterers will work with your florist to coordinate designs. |
What accessories and equipment do you provide?
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| Ask if the caterer provides place settings, table linens, tables, chairs, etc. or will they arrange for rentals. And ask to see samples of any accessories or equipment. You'll need to figure in additional rental costs if you want anything nicer than the caterer's standard issue. |
What services do you provide?
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| Find out the specific services your caterer provides as well as how much they cost. Some caterers merely prepare the food, but most will handle set-up through clean-up as well as provide equipment and servers. |
What are our menu options?
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| Hopefully, you've already viewed sample menus so you have a pretty good idea of the caterer's selection. This is the time to bring up special requests such as vegetarian or kosher variations and favorite family recipes. |
When do you need a guest total? Minimum number?
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| You want to know how much lead time you will need for invitations and responses as well as the amount of any additional charges for head count changes made after that date. Many caterers base their estimates on a minimum of 100 guests so there may be an additional fee if your number falls below that. Be sure to ask. You don't want any surprises when you get the bill! |
How much do you estimate the total cost will be? Deposit due? Balance due?
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| As your single largest expense, it's important to have a good idea of what your final costs will be. Are additional charges itemized based on your food selections or figured as a flat rate percentage? Estimates should include all fees. Be aware that a deposit of 50% or more is customarily due at least a month before the wedding. And most caterers will expect final payment on or before the day of the reception. |
How and where do you prepare the food?
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| You need to know where the caterer will be preparing the food and if any special arrangements need to be made with the site manager. |
Do you offer wedding cakes? Work with outside bakers?
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| Your caterer may offer wedding cakes and not be willing to work with an outside baker. Others deal with everything except the cake. In that case, expect to pay an additional cake-cutting fee. Provisions for the wedding cake could play a pivotal role in the selection of a caterer. See our Cake Designers section for more information. |
May I see your license(s)?
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| A licensed caterer has met all health department standards and carries liability insurance. Ask specifically about a liquor license if you plan on serving alcohol. |
How do you handle alcohol?
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| You need to know if your caterer offers alcohol or if you'll need to see to the bar separately. Find out about any selection your caterer carries and whether there will be a corkage fee if you bring your own alcohol. |
What's your back-up plan?
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| People get sick and transportation breaks down. As with all wedding professionals, any caterers you consider should have a solid contingency plan in place. Make sure that such emergency provisions are listed in The Contract. |
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Costs Involved
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The reception is a public celebration of your newly wedded state. It can be as lavish or as simple as you like. So can the costs. The important thing is to be realistic about what will work for you. Get a general sense of what you can afford to spend per person by dividing your catering budget by the number of guests.
Based on that amount, you and the caterer can talk about your various options. Dinner is the most common meal served, but you may find a more affordable brunch is the best option for you.
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Cost considerations to discuss with your caterer:
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| Food |
You can order as little or as much as you want. The per-person costs will reflect your choices. A few dollars each can cover a basic cake and punch reception or you could pay $100 or more for a formal dinner with an open bar. Think carefully about the type of meal you want to pay for:
- Breakfast
- Brunch
- High tea
- Lunch
- Dessert
- Hors d'oeuvres
- Dinner
- Late-night dessert
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| Services |
Most independent caterers charge a fixed hourly rate per server. If your site management handles the catering, you may be charged a 15 to 20 percent fee based on the total food and equipment bill rather than an hourly rate. Keep service fees in mind when determining the level of service you'll need:
- Formal seated meal with "white glove" service
- Less-formal, yet traditional sit-down meal
- Family-style seated meal
- Cocktails and cake service
- Passed hors d'oeuvres
- Self-serve hors d'oeuvres
- Formal buffet
- Food stations
- Self-serve buffet
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| Beverages |
Drinks, particularly alcoholic beverages, can account for a large portion of your catering budget. It all comes down to what you want to serve:
- Open bar
- Limited-hours bar
- Champagne cocktails
- Beer and wine
- Wine with dinner only
- Champagne toast only
- Non-alcoholic drinks only
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| Rentals |
| You will have to rent items such as place settings, tables, chairs, linens or other essentials not provided by your site. Check with your caterer. Some offer their own rentals while others have third-party agreements in place. Equipment, terms and charges will vary widely. Make sure all fees and any damage liabilities are detailed in The Contract. |
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Ways to Save |
Catering is typically the biggest wedding-related expense. It also offers the largest potential for savings!
- Consider offering champagne cocktails rather than an open bar. You can use a sparkling wine for mixing and save the higher quality champagne for the toast.
- The easiest way to cut your catering costs is to keep the reception simple. Avoid elaborate menus with multiple courses or labor-intensive recipes.
- Keep your head count in mind when ordering foods. If you are trying to feed a large number of people, avoid the more expensive entrees like lobster and shrimp. Likewise, too many pricey hors d'oeuvres can cost you as much as a formal dinner.
- Order main dishes from your caterer and then ask your guests to bring the appetizers, side dishes and more. You could also buy pre-prepared food trays from a local deli or grocer, and have the caterer serve them. Just be sure to buy enough food so that you don't risk running out.
- Simple white table linens can be rented for half the cost of fancy patterned or colored ones.
- Be on the lookout for added fees for service, equipment and bar items. Make sure all costs are included in the per-person estimate.
- Check into providing your own bar service. Freelance bartenders are sometimes cheaper, but be sure to do a cost comparison.
- Consider a buffet or even food stations rather than a full-service meal. Cocktails and light hors d'oeuvres are even more affordable. And cake and punch receptions are the least expensive option of all. You can avoid full-meal expectations by asking your guests to join you for a "cake and punch reception" on your invitations.
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The Contract |
Your contract will serve as your catering checklist. Of all the contracts you sign with various wedding professionals, this one is the most important. This is where you will spend the majority of your budget and cover the largest number of details.
Look it over thoroughly! Ask any questions you can up front and point out any errors. Do not sign this document until you feel completely comfortable with its contents.
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Important points to cover in your catering contract:
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- Date and hours of the reception
- Exact reception location including street address and room name or number
- Deadline for final head count including fees for any changes after this date
- Server details including server-to-guest ratios, number of bartenders and expected dress code
- Description of meal service such as cocktails, buffet or seated dinner
- Specific menu and any fees for later changes
- Acceptable substitutions if a certain food or beverage is not available
- Type and amount of any alcoholic beverages caterer will provide
- Wedding cake details if provided by caterer or see Cake Designers
- List and description of any rentals
- List and description of any duties of the caterer during the reception
- Proof of licensing and liability insurance
- Any and all fees including: sales taxes, gratuities, bar or corkage fee, rentals, delivery, cake-cutting fee, kitchen staff and server wages
- Total estimated cost of services
- Deposit amount and due date
- Balance amount and due date
- Disposition of leftover food and beverages
- Cancellation and refund policy
- Caterer's name, contact information and signature
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I just ordered a ring and cannot describe how enjoyable of an experience it was. I was completely impressed with your service. The ring is incredible.
Matthew & Kacie - West Lafayette, IN
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