Traditionally refreshments are served after the ceremony. What you choose
to serve will be determined by the time of the reception, the formality
of the ceremony, and your budget. Food and beverage is usually the greatest expense
of your wedding. Most people at least
serve a wedding cake, punch, and/or champagne to toast the couple.
Some caterers provide
the basic services as well as take care of the details and coordination including:
·
Food preparation and serving.
·
All equipment rentals.
·
Set-up and clean up.
·
Liquor and beverages.
·
Bartenders.
·
Flowers and other decorations.
·
Cakes.
If your reception location
is a Hotel, Restaurant, or Club:
The caterer
normally provides the catering. However
be sure to:
·
Check to ensure they have done other weddings.
Ask to see picture and check references.
·
Meet with the person
in charge.
·
Review the menu selections and services provided.
·
Taste the food before
committing to the location.
If your reception location
is a Home, Hall, or Garden:
You may be able to provide a caterer of your choice.
Due to the varying
caterer’s services and fees, be sure to determine what your needs
and desires are before you start interviewing them.
Selecting a caterer:
Begin interviewing caterers 6 to 8 months
in advance since most sites are reserved in advance and book up quickly.
Use spreadsheet “ Caterer Comparisons” at the end of this section to compare
the costs and services of the caterers. Use spreadsheet “Questions to ask the Caterer” to ensure you are asking
the right questions and getting the proper information. When interviewing caterers
be sure to:
·
Ask to see pictures
of weddings they have done.
·
Check their references or check with the Better Business
Bureau for a report.
·
Taste their food before
signing anything.
·
Keep in mind you will probably have to leave a deposit
in order to reserve you date and time.
·
Read the contract carefully to be sure it includes everything you agreed on and it states
the total price.
Caterer Fees:
The fee is normally
a flat fee based on the number of guests or a per person fee depending on the type and amount of food provided. A 15% gratuity and sales tax is usually added to the
total so be sure ask if this amount will be added.
Most require a 50% to 75% of the money and
a total guest
count a week or two before the ceremony. However,
don’t pay off the balance
until after the reception and only if you were satisfied with what you received.
What the Caterer Contract
should specify:
o
Day, date and time of reception.
o
Address of the wedding
site.
o
All services included in the fee (cake cutting,
coffee pouring, equipment).
o
Any additional costs.
o
Number of guest
(final number
to confirmed 72 hours prior
to the wedding).
o
Number of meals to be served (including meals for vendors). o Itemized menu including beverages and the method of serving. o Guidelines for what it to be served and for what time period.
o
Number of the serving staff.
o
The time catering staff
may enter and depart the reception site.
o
Time the meal will be served and the duration of the meal.
o
Provisions for overtime.
o
Clean-up responsibilities and the process.
o
Staff’s attire for the day.
o
Provisions for any special
meals.
o
Name of catering manager or person assigned
to oversee the staff.
o
Contact name of the person
the catering manager
should talk to in the event of a problem.
o
Terms of payment.
o
Liability insurance.
|
|
Caterer #1
|
Caterer #2
|
Caterer #3
|
|
Name:
|
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|
|
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Address:
|
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Phone:
|
|
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Food
Hors
d’oeuvres Buffet
Sit-down Food
Station
Wedding
Cake
|
|
|
|
|
Beverages Champagne Wine Liquor
Soft Drinks Punch Coffee
|
|
|
|
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Service Waiters Bartenders Valet
|
|
|
|
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Equipment Tables Chairs Linens Others
|
|
|
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Decorations Flowers Candles Others
|
|
|
|
|
Miscellaneous Gratuities Included Sales
Tax Included Number
of Hours Overtime
Costs Cancellation Deposit
Required
|
% Amount_
$
hours
$ _per hour Fee Amount Date_
|
% Amount_
$
hours
$ _per hour Fee Amount Date_
|
% Amount_
$
hours
$ per
hour Fee Amount Date_
|
|
Total
|
$
|
$
|
$
|
◻
What type of service would be
best for my budget and the number of
guests (buffet or sit down dinner)?
◻
What type of food do you recommend?
◻
What it the cost per person?
◻
If rental equipment is needed (tables,
chairs, serving pieces),
will you supply these?
◻
Would it be less expensive
to handle the rental
items myself and if so, can you recommend
a good rental company?
◻
Do you provide
linens and if so, is there an additional charge?
◻
Will I be able to choose the colors
of the linens?
◻
Do you supply
glasses, plates and silverware? Is there an additional charge?
◻
Do you provide
the wedding cake and if not, is there a cake cutting fee?
◻
Do you provide the groom’s
cake and if not, is there a cake cutting fee?
◻
Do you make flower arrangements, provide
decorations or music?
◻
What type of beverages do you provide?
◻
Will you charge extra to pour the coffee?
◻
What is the cost per drink (liquor) and is it cheaper
to provide our own?
◻
Do you charge a corkage fee per bottle
if we provide our own wine and champagne?
◻
Can we go over the table locations and seating arrangements ahead of time?
◻
Do you handle the clean up or the rental
returns?
◻
Will you personally handle
and attend my reception? If not, what is the name of the person who will?
◻
Do you require
a guaranteed number of guests and if so, what is the last date I can give you a final guest count?
◻
When will you provide
the final per person cost?
◻
What is the payment policy and what is the deposit to hold the date?
◻
What is your refund
or cancellation policy?
◻
Do you charge
a gratuity and if so, what is the percentage and is it included in the total price?
◻
Do you provide
food for the photographer, videographer, or musicians?
◻
Will you pack the top tier of the wedding cake and do you pack a to-go snack for the newlyweds?
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