Wedding Planning Home
Wedding Planning Tips Home

Las Vegas Weddings

Hawaii Weddings

Destination Weddings

Honeymoon Destinations

Wedding Toasts

Wedding Theme

Wedding Favors

Wedding Decorations

 WeddingPlanning.com - Wedding Planning gif

WEDDING CATERING - WEDDING CATERER SELECTION GUIDE

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.

bullet

Some provide china with their catering package while others provide disposables. 

bullet

Some provide top and skirt for the dinner and buffet tables while others do not.

bullet

Some include labor charges in a per person cost while others have an additional charge for labor.  

bullet

Some charge corkage charges for opening or pouring bottles of champagne or wine that they do not provide while others do not.

bullet

Some have per piece wedding cake cutting charges if they do not provide the wedding cake

bullet

Some include gratuity a cost per person charge while other add gratuity based on the total wedding catering cost.

Ask for sample menus and literature outlining what is included in their wedding catering packages.  After you have spoken to the 1st caterer on the list you should have a pretty good idea of what information is needed from you and what questions you need to ask the other caterers.  Listen carefully and write down notes from the discussions with each caterer so you can refer to them later. 

If during your conversation with a caterer a question arises that was not asked of another wedding caterer, call that caterer back and ask them the question.  It is only way you will get an accurate picture of who will be providing the most complete service at the best price.

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
Wedding Planning Tips Index

Popular Searches

Las Vegas Weddings

Hawaii Weddings

Destination Weddings

Honeymoon Destinations

Wedding Toasts

Wedding Theme

Wedding Favors

Wedding Decorations

Wedding Planning Guide Index
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?

 

Copyright ©1998... - Hospitality Networks, Inc.
All Rights Reserved

WeddingPlanning.com