Wedding Catering: 17 Questions to Ask Your Caterer Before Booking

You’ll spend more money on wedding food than any other aspect of your  reception, so you’ll want to work with a top-notch professional. When making  appointments to interview wedding caterers, try to schedule a tasting of their  wares at a later point. Don’t forget to ask them the questions below, and  choosing a caterer will be as easy as pie — just make sure your taste buds have  a say in the matter too.

Does the caterer specialize in certain types of food  or service? (They should provide you with sample menus to review.) Find a wedding  caterer who can make a memorable meal.

Can the caterer arrange for a tasting of the specific  foods you’re interested in prior to hiring? (They should.) Schedule a tasting if  you get a good vibe.

What is the caterer’s average price range? Are costs  itemized depending on the foods you choose, or is there an all-inclusive flat  rate? What would that include (linens, tax, and gratuity)? Does the caterer have  printed price sheets for food selections? Make sure there’s room in your wedding  budget.

How involved is the caterer in a typical reception —  does she work like a wedding coordinator or banquet manager, cueing the band,  telling the couple when to cut the cake, adjusting the schedule if guests don’t  seem ready to sit down to dinner? (You will need to find someone to fill this  role — if your site manager or caterer isn’t going to do this, think about  hiring a wedding  coordinator.)

Will the caterer provide tables, chairs, plates,  table linens, silverware, salt-and-pepper shakers, and more? Ask to see these  items to make sure they’re acceptable. Do you have to rent tables, place  settings, or other equipment? Or will they arrange for the rentals?

Who is the main contact? Will the same person you  work with when planning also oversee meal service on the day of the wedding?  (You want this to be the case.)

Will the caterer work any other weddings on the same  weekend, the same day, or at the same time as yours? (You want to be sure they  will devote sufficient attention to you.) You may want to pass on a smaller  outfit who indicates they have another job or two scheduled for that day.

Does the caterer handle all table settings? Will they  put out place cards and favors?

Will the caterer provide wait staff? How many would  they recommend for the size of your wedding? What will the waitstaff wear? (Top  caterers say they always use their own serving personnel, even if the site’s  staff is available, because they understand the caterer’s way of doing  business.)

Will the caterer be willing to include a recipe you  provide, like a special family dish, or an appetizer with some sort of  sentimental significance? Can they prepare vegetarian, kosher, kids, or halal  meals for just a few of your guests?

Where will the food be prepared? Are there on-site  facilities, or do you, the caterer, and the site manager need to make additional  arrangements? If the caterer must bring in his own equipment, is there an  additional fee?

Does the caterer work with fresh (not frozen) food?

Does the caterer have a license? (This means her  business has met health department standards and has liability insurance — make  sure this includes a liquor license if you’re having a bar.)

Can the caterer provide alcohol? Or can you handle  the bar separately? If you can provide it, is there a corkage fee? How and when  will you get the alcohol to the caterer? If the caterer will provide it, do they  have an flexible wine list, and can you make special requests? How is this list  priced?

How will the caterer arrange the food on the buffet  table or on plates? Can you see photos of previous work displays?

Can you speak to previous clients? (Get at least two  references that had a similar number of guests and a similar menu style.)

Does the caterer also do wedding cakes? Can you use  an outside baker if you desire? Is there a cake-cutting fee?

Remember!  Price should not be the only deciding factor!

Please enjoy the following story by Stephanie Padovani that explains how even when comparing “oranges to oranges” there is more to consider!

Imagine yourself in the supermarket holding an orange in each hand.  Both oranges are exactly the same color, shape and size. They look equally fresh. The only difference you notice is that one orange costs 50 cents and the other costs $1.50.  Why would anyone pay 3x the price for the exact same orange? Of course, you’d buy the cheaper orange! It just makes sense.


50 cents –  $1.50

The decision is pretty simple: Buy the 50 cent orange.

When literally comparing caterers’ menus like “oranges to oranges”…price is the logical deciding factor.  Right?  You’re holding those same two oranges and wondering why anyone would pay 3x more for that rip-off orange.

A young woman picks up an orange off the $1.50 pile and puts it into her shopping cart.  “Can I ask you a question?” you say. “What’s the difference between the $1.50 oranges and the 50 cent oranges?”

The friendly young woman picks up one of the more expensive oranges.  “This is an organic orange grown without pesticides in Florida. They contain 100x more vitamin C, stay fresher longer and taste much better. Those 50 cent oranges usually have mold you can’t even see, which can make you sick.  You can tell by the smell.”

Now you look at the oranges in a totally new way. You take a sniff of the $1.50 orange: fresh, citrusy, delicious. Then you sniff the cheap orange:  citrusy but with the slightest hint of mold.

You’ve been educated to the VALUE of that more expensive orange. All the sudden it doesn’t seem like a rip-off.  Here’s how your value equation breaks down now:

ORANGE                                                           ORANGE

Weak taste                                                       Tastes better

50 cents                                                            $1.50

Moldy                                                                Organic

Pesticides                                                          No pesticides

Could get sick                                                   100x Vitamin C

Goes bad fast                                                  Stays fresh longer

DECISION: If you really like oranges and you’re into health, you’ll buy the $1.50 orange. If you really don’t care about mold or how much Vitamin C your orange has, the 50 cent orange might be good enough.  But no matter which orange you buy…you’ll probably WANT the $1.50 orange and you will certainly be convinced that it is worth 3X the price to someone.

You can do the type of comparison with the food for your wedding.  Remember, you always get what you pay for!  For example there are grades of beef.  Is the price based on grade A,  AA or AAA?  There is a huge difference in tenderness, quality and flavour!

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