A Complete Guide To Helping You Select A Caterer For Your Wedding or Special Event

The cost of your wedding reception or party includes the food, drinks, kitchen, rentals, the decorations, security, and the cost of the reception site itself. Many people discover that their catered event is the biggest expense of their wedding or party.  Below are important questions/tips to guide you before you hire a caterer for your event.  

1. When you are selecting a facility such as a winery, hotel, country club, park, resort, reception hall, or restaurant you need to know whether the site includes the caterer. Some reception/facility sites have their own in-house caterer and they do not allow outside caterers to provide the food on their site. The site that your choose should match the formality of the event, the theme of your wedding/event, the type of food that you want to provide, and your budget.

2. Pick a date! Once you have figured out if you need to hire an off-premise caterer, then you need to find out if they are available on the day of your event or wedding. The caterer you want could already be booked for an event on the same day of your affair.

3. You should try to book your caterer at least 6 months in advance of your event.

4. Now you need to decide if they can work within your budget!

5. Is there a deposit required? What is the initial deposit and when is it due?

6. Are installments or payment plans available?

7. When is the final payment due for the catering?

8. Is there a gratuity or service charge?

9. How many hours of service does the caterer include in their overall cost?

10. How much extra will it be if your event runs overtime?

11. What does the caterer include in the price (e.g., set-up, clean up, staff, food, rentals, etc.)?

12. How long has the caterer been in business? Ask them about their experience, background, and culinary education.

13. Have they catered weddings or your type of event previously? Have they handled the amount of guests that you have invited?

14. What is the number of guests of the largest event that they have managed?

15. When does the caterer need to know the final head count? 

16. Does the head count include other wedding/party vendors, such as the DJ, Band, Wedding Consultant, and Photographer?

17.  Can they customize menus according to the theme or style of your event?

18. Can they provide special menus?

19. Dress code for the waitstaff. Is it formal or casual?

20. What is their cancellation policy?

21. Do you feel comfortable with your caterer?

22. Does your caterer communicate with you effectively and is he/she helpful?

23. Will your caterer provide an initial tasting/consultation?

24. If you do go in for a tasting, ask your caterer is the tasting for free or does he/she charge a fee for the sampling?

25. How many people can I bring to the tasting?

26. What is your caterer’s leftover policy?