If your site allows you to select your own caterer, here are some hints to help with the process.
Before you select caterers to interview, think about what food you want. Does fine food mean everything to you, or do you just want a good meal for your guests to enjoy?
With these thoughts in mind, see if your venue will suggest about three caterers. If this is not possible, ask friends, visit internet reviews such as on WeddingWire, attend bridal shows.
When you talk with the caterer, tell them:
- where your reception will be,
- the date of your reception,
- the total time of the event including the ceremony, if applicable, the cocktails and the meal,
- the number of attendees (differentiate between adults and children),
- your approved budget, and
- any specific requirements (vegetarian, ethnic, allergies, etc.).
Thank about what type of food you want. Steak? Chicken? Pasta with vegetables or pasta with salmon? Or perhaps you can ask if they will propose something—but give them direction—tell them what you like and what you don’t like. If you dislike shellfish or mashed potatoes, let them know up front.
Will you have a cocktail hour? Do you want passed appetizers or tabled so the guests help themselves?
What kind of meal service do you want? There are a few (buffet, food station, plated) with many variations. A buffet meal can have a plated salad at the guest’s place, the buffet tables can be separated by food type called grazing stations; a buffet can include one or more food stations, which are tables staffed by chefs for custom selection by your guests. A good caterer will make suggestions.
Find out from the site what you will need: tables, chairs, linens, tableware, other items? Do they have a staffing suggestion or requirement and a time element for set up and take down? Can you bring your own alcohol? Does a bartender need to be included with the staff? Will you need a state banquet license?
Ask the caterer to include coffee/tea, taxes, travel costs and any fees normally added to an event. You want a final tab, barring any changes made by you. The cost for catering is mostly driven by food selection, event duration, and linens (the selection of items like overlays or pintuck will increase the cost). Changing your specifications can alter the final bill, sometimes significantly. If you want the cake from them, let them know. If not, do they (or the venue) charge a cake-cutting fee? The same question for alcohol and a corkage fee.
If you have several caterers giving you estimates, you need to give them all the same specifications, or the bids will mean nothing for comparison purposes.
Choose a caterer you will enjoy working with, who understands what you want for your wedding reception.
