10 Questions to Ask Your Wedding Caterer
10 Questions to Ask Your Wedding Caterer
Your wedding day should be one of the best days of your life, but the planning process can quickly become overwhelming. From the venue and the DJ to the flowers and the rings, a lot goes into creating that beautiful day.
One thing that doesn't have to be complicated is choosing your wedding caterer. When you come prepared with these questions for wedding caterers, you can feel confident that you've selected the best option for your big day.
1. What Services Do You Provide?
Usually, caterers offer different plans that allow couples to find a meal plan that meets their needs, from buffets and hors d'oeuvres to sit-down entrees. Aside from food, some caterers offer additional services. For example, some will set up and break down tables, and others will provide napkins and linens that match the rest of your decor. Other services may include:
Cutting the wedding cake.
Providing a champagne fountain.
Providing beverages like juice, coffee and soda.
Offering complimentary tastings.
Setting up stations like a taco bar.
Providing centerpieces for tables.
If you want your caterer to handle everything food-related on your wedding day, their services should be pretty all-inclusive, encompassing setup, breakdown and beverages.
2. Can You Accommodate Dietary Restrictions and Preferences?
Your guests have varying dietary needs, whether they're sensitive to gluten, they're allergic to dairy, or they follow a vegan or vegetarian lifestyle. It's important that your caterer can provide options for all of your guests. After all, you don't want a friend or family member left with an empty plate while everyone else's is full of pasta, meat and cheesy goodness.
Most experienced caterers have a system to ensure all guests can enjoy a safe and delicious meal. They'll likely ask for a list of guests with dietary restrictions — you can leave a spot on your RSVP for this information — and then, they'll work with you to think of alternative meals for these guests. For example, if you've settled on a buffet but have guests who are allergic to gluten, your caterer may prepare special meals to avoid cross-contamination. If some of your friends follow a vegetarian diet, you'll want to make sure your buffet has plenty of pasta, vegetable, potato and fruit options.
As you're talking with your caterer, make sure to ask for a sample menu so you can see what they offer and inquire about the possibility of substitutions.
3. How Do You Calculate Wedding Catering Costs?
Of course, you'll want to discuss costs. Most caterers determine pricing on a cost-per-person basis, with some additional fees for things like alcohol or setup services. If they don't use a cost-per-person pricing structure, make sure you understand what structure they do use.
Caterers may charge extra for:
Plated desserts and salads.
Dessert displays.
Menu alterations.
Extra protein or a carving station.
When you book a venue with catering services included, you could save on overall costs since many venues charge extra if you use a third-party caterer.
4. Can We Customize the Menu?
Many couples don't want to feel boxed in by caterer menus, and if you feel this way, too, you'll want to talk to your caterer about customization options. Some caterers have stricter policies regarding substitutions and customization, while others will be more lenient. It may help to look for a caterer that allows you to mix and match entrees, veggies and starches. This way, your menu will be more personalized without having to request too many substitutions.
5. How Do You Handle Setup, Service and Cleanup?
To avoid confusion, inquire if your caterer offers these services:
Setup: Ask if your caterer sets up the tables, chairs, linens, plates and silverware.
Service: Some caterers provide staff to wait on guests, clean tables, refill glasses and serve appetizers. Service also depends on whether you offer a buffet or a sit-down dinner.
Cleanup: Caterers that provide setup services also generally provide cleanup services. They'll pack up the food, furniture and silverware at the end of the night.
6. Can You Provide References or Testimonials?
Working with an experienced caterer is always a plus, so kindly question your caterer about the scope of their experience. References from previous clients can help you gauge the caterer's performance and get a feel for their reliability and professionalism. Not having references is not necessarily a bad sign, but it's something to keep in mind.
7. What Should Be Included in a Wedding Catering Contract?
A catering contract is a legal agreement and should be unambiguous. You and your caterer should agree on the terms of the contract, so communicating your wants and needs clearly is key. Essential elements in a wedding catering contract include:
Details about insurance and liability.
Event details and dates.
Description of all services.
Payment terms.
Food safety policies.
Cancellation and rescheduling policies.
One potential red flag is hidden fees in small print that have not been discussed with you. You should also look out for unspecificity regarding who's responsible for running the kitchen and an unreasonable or unfair exemption clause.
8. How Long Do Caterers Stay at a Wedding?
Some caterers have strict rules about when they leave, and others simply charge more for extra time spent at a wedding. Ask your caterer how long they usually stay at weddings and discuss what the policies are if mealtime goes longer than expected. It's prudent to ask how flexible your caterer is and if they will stick around should things run long or get delayed. Additionally, if your caterer is also serving alcohol, you'll likely want to make sure a bartender will stay until close to the end of the night.
9. Do You Have a Liquor License and Bar Service Options?
Some couples don't want alcohol at their wedding, while others prefer to purchase their own wine, beer or seltzer to serve. Others still want bar service at their wedding. If this sounds like you, you'll want to double-check whether your caterer has a liquor license and offers a bar package. Any caterer or bartender you hire should have completed a Responsible Alcohol Management Program.
Once you've verified that your caterer has a liquor license and offers bar service, you can choose between these options:
Beer and wine: This is a good option if you know your family and friends aren't cocktail fans, and not purchasing liquor can help you save money.
Cash bar: Guests pay for their drinks at a cash bar, saving you a significant amount of money. However, making guests purchase their own drinks can interrupt the flow of the evening and contribute to a less-than-ideal experience.
Open bar: At an open bar, you foot the bill and the catering company will tally the amount due. Often, caterers will charge a fixed rate per guest, but sometimes, they use a pay-by-consumption model, which means you'll pay for every drink ordered.
10. How Far in Advance Do We Need to Confirm Guest Count and Menu Choices?
Get clarity on your caterer's deadlines to ensure your wedding stays on track. You should also know about the potential consequences of changing the total number of guests or altering the menu close to the event. These adjustments could affect your bill and add stress to your day, so try to communicate them early on. If your caterer is able to accommodate last-minute changes, this can be advantageous when unexpected changes occur.
Contact Baywood Weddings for Your Wedding Catering Needs
It's vital to ask the right questions before hiring a wedding caterer, and we at Baywood Weddings understand the importance of transparency and communication as you plan your big day.
Baywood Weddings is a premier all-inclusive wedding venue, and our in-house catering services give you peace of mind that your guests will be served delicious food in a comfortable atmosphere. Have a look at our catering service, and get in touch with us by filling out our online form today.
