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WHEN TO START LOOKING
As soon as you have established a wedding date, it is time to start looking for a
wedding caterer since in major metropolitan areas the better wedding caterers are booked a year or more in
advance. If you are planning to hold your wedding in a hotel or a facility where
catering is provided, it may not be necessary to book a wedding caterer since it is part of the
wedding facility package.
WHERE TO START LOOKING FOR A WEDDING
CATERER
There are numerous resources available in the local yellow pages, on the Internet and in
local publications. Remember, the largest or best looking advertising does not mean the best
quality or the best value - or the best service. You can also ask friends, relatives, associates and industry
related suppliers for recommendations. If you are looking at wedding
reception facilities, many have a list of caterers who have provided service at the
facility.
HOW TO START LOOKING
With some facts in hand like the wedding date and time, probable wedding reception location, anticipated
guest numbers, type of service, i.e. buffet or sit down, whether you want to use china or
disposables, the theme or style of your event, etc. it is time to start calling
wedding caterers
to gather the information that will be needed to make an informed decision about
the selection of a wedding caterer. Note: If you don't have a wedding
reception location yet, the caterers
may be able to suggest or help you find one as well.
You should plan to compare a minimum of 3 wedding caterers (or more) before making your final decision. To accurately compare "apples to apples" you will want to base your inquiries on the same criteria.
WHAT TO ASK
Different caterers offer different amenities with their wedding catering packages
and they also package them differently. You need
to find out exactly what is included and what is not. Listen carefully and take
notes.
 | Some provide china with their catering package while others provide disposables. |
| Some provide top and skirt for the dinner and buffet tables while others do not. |
| Some include labor charges in a per person cost while others have an additional charge for labor. |
| Some charge corkage charges for opening or pouring bottles of champagne or wine that they do not provide while others do not. |
| Some have per piece wedding cake cutting charges if they do not provide the wedding cake |
| Some include gratuity a cost per person
charge while other add gratuity based on the total wedding catering cost. |
SMART QUESTIONS
In addition to general information, you will also want to know some details that will
impact your final costs. Here is an example of some of the types of questions you
will want to get answers to;
How long has the caterer been in business?
Caterers come and go. Make sure they do not go with your deposit. Most
catering companies that do not make it end up folding within 12 to 18 months of
starting business. Consider their track record before handing over a significant deposit.
Has the caterer serviced the location
where you are holding your wedding reception?
A caterer who is familiar with the facility
knows what is required for efficient service of your wedding guests and knows the mechanics of the
facility which means that there is less probability of mistakes, oversights or
duplications of service. A caterer who is familiar with the facility can also
advise you relative to other possible oversights or service duplications which will end up
saving you unnecessary expense and headaches.
Does the wedding reception facility charge the caterer a
"catering fee" to provide service at that location?
Some
wedding facilities charge caterers a flat fee or percentage of sales fee which means
that your cost of catering at that facility may end up being higher than at
other locations. If a catering fee is charged at that location you may be
better off looking at another location where a fee isn't charged.
Has the caterer provided service for a group of this size before?
How many weddings or other events will the caterer be providing service for on a given date?
What is the ratio of servers to guests that the caterer will be providing?
What is the cost and what "exactly" is included in the cost?
Does the caterer take care of items like table
set up and tear down and placing the tablecloths/skirts on the tables?
If the
facility does not take care of table set up and tear down, someone will need to do
it. Some wedding caterers will handle the set up but not the teardown.
Others will handle teardown and cleanup at an additional charge.
What is the amount of tax and
gratuity? Do the quoted prices include tax and gratuity or is it added to the
food cost total?
Some
wedding caterers include tax and gratuity in their per person charge while others add it to the
total billing.
Is gratuity based on the total food bill or is
it based on the total bill?
Some caterers use the food total as a base for the
gratuity while others use the entire bill as the base. If you are obtaining rental
items, i.e. linens, china, glassware, etc. from the caterer and they are basing gratuity
on the total bill this could add significantly to your cost.
How are leftovers handled?
In
many cases there will be a significant amount of food leftover at the end of
service. Some caterers will package the leftovers for you while others will simply
dispose of the leftovers. (Some actually take unused product and resell it.
Yuck!) Tip: If refrigerated storage is not available at the facility, bring coolers
with ice to store the leftovers. Food that has been in temperature conditions of
higher than 40 degrees F or lower than 160 degrees F in the case of heated foods for 4
hours or more should NEVER be saved due to potential food related illnesses.
How is the staff attired?
Some
have a uniform standard while others are somewhat lacking in a uniform appearance.
Do they have recent references from
weddings they have catered?
It is also a great idea to view photos of previous
events so you can see what the caterer is capable of when it comes to presentation.
Good food presentation is as equally important as the quality and taste of the food.
THE CONTRACT
Once you have decided on a wedding caterer (and have a facility for your wedding) and have selected
the menu it is time to reserve the service date and contract the wedding caterer. This
should be in the form of an agreement that outlines specifically what you are getting,
when you are getting it, and what you are paying for - including an itemization of all
labor and equipment charges and the specific services that will be performed by
the caterer. Be sure that the agreement specifically outlines times and guarantees
service on your date and time since some caterers have canceled service of a smaller event
at the last minute in order to service a larger event. Be sure you fully and
carefully read the agreement before signing it. Double check to make sure that no
services are duplicated by another service or the facility before signing the agreement
since duplications will impact your total event cost.
Back To The
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Wedding
Reception Beverages and Bar Service
Wedding Cakes - How To Shop For A Wedding Cake
Wedding Catering - How To Select A Wedding Caterer
Wedding Ceremony Locations - How To Select A
Wedding Ceremony Location
Diamonds and Wedding Rings - How To Shop
Wedding Dresses - How to Shop For a Wedding Gown
or Wedding Dress
Wedding Entertainment- How To Select Wedding Entertainment
Wedding Floral and Florists- How To Select A Wedding Florist
Wedding Invitations -
Guidelines
Wedding Insurance
Wedding Party Transportation -Limousines
Money Saving
Wedding Planning Tips and Tricks
Wedding Photographers - Selecting a Wedding Photographer
Wedding Photographs - Must Have Photos List
Wedding Planners- Selecting a Wedding Planner
The Wedding Party - The Receiving Line
The Wedding Reception - Order of
Events
Wedding Reception
Seating
Wedding Reception Facilities - How To Select A Reception Facility
State Wedding / Marriage Requirements
Tents for The Wedding Day - Different Tent Styles and Selection
Guide
Wedding Toasts and
Speeches
Wedding Videographers - How To Select A Wedding
Videographer
The Wedding Party - Who Does What?
Wedding
Expenses - Who Pays for
What?
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