Sharing food in celebration is a well-loved practice. After your ceremony, the wedding reception is the most important part of the day. The ideal wedding caterer provides wonderful food, served by a well-trained, properly dressed wait staff. At least 6 months to one year before your wedding, begin meeting with caterers. Here is what an experienced caterer should be able to provide:
*IDEAS- The caterer should be able to give you suggestions for a reception based on your wishes, price limitations, and his or her capabilities. He or she should be able to take your wedding planner of ideas and realistically try to accommodate you. However, don't expect the caterer to produce perfect dishes from recipes you supply. It is much safer to go with dishes that the caterer has made successfully before.
*PAST RECORD- Sample menus and photographs of dishes and table displays that the caterer has supplied for past weddings should be available for you to see.
*TASTING- A tasting should be arranged several weeks in advance of the wedding to iron out any concerns about flavors, presentation, or portion size.
*SPECIAL DIETS- Choose a menu that includes rice and several vegetables to accommodate people who are vegetarian or on special diets.
*SCHEDULE- It is wise to have a plan of action written out for everything from valet-parking arrangements to checking coats. A schedule should list when the drinks and Hors D' Oeuvres will be served, when the food will be served, when the cake will be cut, and when the bar will be closed. If musicians have been hired to play at the reception, a copy of this schedule should be given to them.
*WRITTEN AGREEMENT- A written agreement should cover such items as the date and time of the reception, the address of the reception site, the amount to be paid upon signing, services included in the price, an itemized menu, the number of guests, the number of meals (counting extra meals for the service staff), the number of wait staff (there should be at least one server for every twenty guests at a buffet reception, and one server for every eight guests at a sit-down meal), what the servers will wear, the time the meal will be served, cake-cutting fees, guidelines for the bar, liquor-license fees, overtime fees, gratuity (if included in the quotation), cleanup procedures, and the terms of payment.
*MARKUP- This is the caterer's charge for rented linens, china, glassware, and cutlery (it may be cheaper for you to rent these yourself).
*INSURANCE- The caterer should be able to provide a certificate of insurance for enough liability to cover the reception venue.
*DEPOSIT FEE- This is usually 25 to 50 percent of the caterer's final fee, and is paid on booking (balance is paid approximately ten days before the reception).
Whether traditional dishes or the very latest in food trends are to be served at your reception, it is thoughtful to provide Hors D' Oeuvres and something to drink while everyone is waiting for the wedding party to arrive.
When comparing caterers be sure to compare equal menus. Don't compare apples to oranges, a full service menu versus disposable napkins, silverware and plates. Your caterer should be able to help you plan your choices according to your style and taste.
The caterer will bring professionalism to your reception and will have everything planned to the last detail well in advance. The caterer will be responsible for preparing, cooking, decorating and serving the food as well as providing the beverages and cleaning up after the reception.
When hiring your caterer, check to see if the location of the reception provides refrigeration and cooking equipment. If not, make sure your caterer is fully self supported with portable refrigeration and heating equipment. A competent caterer will prepare most of the food in his/her own kitchen and provide an adequate staff of cooks, servers, and bartenders.
It is considered a courtesy to feed your photographer, videographer, and any other "service provider" at the reception. Make sure you allocate a place for your service providers to eat.
Before meeting with the caterer you will need to know:
There are many couples who choose to have a more intimate setting for their wedding and reception. The following tips will help you plan your own reception at home.
*NEIGHBORS- Remember to warn your neighbors about the reception well in advance. They will be less disturbed if they know beforehand. A gift of some wedding flowers sent to their houses also softens irritations.
*ASSISTANCE- It is impossible to do it alone. At least three people are needed to act as bartender, server, and cleanup person. Assign duties and draw up a time line for the entire reception. Meet with the hired staff or volunteers well before the event and discuss how the day will be unfolding.
*RECIPES- If you are going to use a new recipe, make it for your family or friends twice before the wedding so you know that it is not only delicious but also manageable in your kitchen.
*RENTALS- Estimate how many serving utensils, bowls, and platters will be needed, and arrange to rent or borrow them. Rent as much as your budget permits, because dishes, glasses, cutlery, and linens can be returned without being washed. Large worktables can also be rented so that the kitchen staff has plenty of room to assemble the food. Order 5 to 10 percent more linen and glassware than you think you will need, to guard against the unexpected. If you borrow equipment, platters, or linen from friends and relatives, be sure to keep a list of what belongs to whom.
When you meet with different caterers, here are some questions to ask before making a commitment.