Finding the Perfect Caterer
Author: admin, March 2, 2009Finding the right caterer for your event requires some homework. Before making phone calls you should have your reception date and budget finalized. Get references from friends who are familiar with the caterer’s work, and find out if your chosen venue allows you to bring in your own caterer.
Before spending your valuable time in a face-to-face interview, get some key questions answered over the phone. First off, find out if each caterer is available on your day and if they can work within your budget. Remember, catering costs are based on many factors; the number of guests, the amount of food and menu choices, the way the food is served, any rentals needed, and staff required.
Narrow It Down
Once you’ve got an idea who is available and affordable, schedule interviews with your top three picks. During these interviews, you should be able to answer each caterer’s questions about your event and be ready to ask a few of your own.
Now for the Tough Questions…
Here is a list we recommend as a starting point.
- What range of menu options and courses can you offer for my budget?
- Do you offer any rentals? If not, can you coordinate rentals, including pick-up and return, with a third party? Can I bring in my own rentals if the cost is less?
- How much time do you need to set up and break down?
- Do you provide liquor? Do you have a liquor license. Does that include Sunday sales?What is the cost per drink/bottle? Will you buy back unopened bottles?
- Can I bring in my own liquor, and if so, is there a corkage fee?
- Who will oversee the event and catering staff?
- How many servers will be at my event?
- Can you provide a wedding cake? Can you provide a groom’s cake?
- Will you box the cake for guests to take home? Will you box the top tier of the cake for freezing?
- Do you provide bartenders? If so, how many do I need?
- Do you charge extra to pour coffee for guests?
- Will you pack a to-go snack for the bride and groom?
- How do you handle guests who require vegetarian or special meals?
- Do you require a minimum or maximum number of guests?
- Will you provide food for the photographer, videographer, or musicians?
- What kind of deposit do you require to hold a wedding date?
- What is the payment schedule?
- What is your refund or cancellation policy?
- Are gratuities already figured into the total price? If so, what percentage is being charged? In addition to factored gratuities, will staff expect a cash tip?
- When does the menu need to be finalized? When will you provide the final per-person cost?
- When do you require the final head count?
- Do you offer menu tastings?


