How to Interview a Wedding Caterer

Like many other couples, as you start to plan your wedding you will discover that their catered event is the most expensive part of your wedding - and will take a large chunk out of your wedding budget.

If you're going to be spending that much on the food for your reception - you want to make sure you are getting the most bang for your buck.

Here are some questions to ask your Caterer during the interview process:

Site/Availability:

When you are selecting a reception site, you need to find out if the site includes a caterer. Some have their own caterers and do not allow outside caterers to provide the food. If you want to find some savings in your caterer, you might want to look for a reception site which allows you to choose your own - as this will open many more doors.

Budget:

You need to find out if the caterer can work within your budget; these questions will help make sure that all expenses are settled before you sign anything:

• Is a deposit required?
• What is the initial deposit and when is it due?
• Are payment plans available?
• When is the final payment due?
• Is there a service charge included?
• How much are taxes?
• How many hours of service are included in the quote you have been given?
• If my event runs overtime, what will the extra charges be?
• What do you include in the price?

Experience:

• How long have they been in business?
• Have they catered weddings at your reception site before? What is their experience if so?
• Have they handled an event with as many guests as yours?
• What is the largest event they have ever handled?

Alcohol:

• Do they require a liquor license to purchase alcohol?
• Are they willing to serve alcohol?
• Is there a corkage fee for serving your own wine?
• Is the champagne service included for your wedding toast?
• How are the beverage served? Bar, Waitress, or Buffet Style?
• Do they provide ice?

License/Liability/Health:

• Are they insured?
• Are they licensed?
• Do they have health permits?

Rentals & Equipment:

• What rentals are needed for the event?
• Do they provide rentals, or do you have to get them from a rental company?
• If they do provide rentals, ask to see some samples

Head Count:

• When do they need the final head count?
• Who does the head count include? Do they want to know DJ's, Band, Wedding Consultant... etc?
• Is there a price difference for children?
• Is there some place else for the vendors to eat, out of site from your guests?

Menus:

• Do they have set menus or can you customize?
• Can they provide special menus such as vegan and kosher and can they accommodate guests with food allergies?

Service:

• How will the food be served? (Seated or Sit down, Russian Style, French Style, Family Style or Buffet Style)
• Does the caterer provide servers?
• Does the catering include wedding cake service or do you have to hire someone to cut and serve the cake?
• Dress code for the wait staff. Is it formal or casual?

Ratio - staff to guest:

• What is the radio of staff to guest? (There should generally be at least 1 server for every 25 guests for a buffet, and one server for every 20 guests at a sit-down)

Food:

• Do they use fresh ingredients?
• Who are the food/produce suppliers?
• Do they bake their own breads/desserts?

Contact/Cancellations/Refunds:

• What are the general terms of the contract?
• What is their cancellation policy?
• Is your deposit refundable if your wedding/event is cancelled?

The contract should include:

1. The date, time, location of the event, and hours of service provided by the caterer.
2. The date that you need to provide the final head count.
3. The list of services provided (e.g. buffet, sit-down meal, bar service, wedding cake service, etc.)
4. The menu that you have selected.
5. The fees, including extra expenses, a payment schedule, and when the final balance is due.
6. The name of the caterer handling the event.
7. Finally, your contract should include the caterer's cancellation policy.