Planning an event can be an exhilarating yet daunting task, especially when it comes to selecting the right venue and catering services. To ensure an experience that will reduce your stress and impress your guests, it’s crucial to ask the right questions. Here’s an in-depth guide to the essential questions you should ask your caterer and the reasons why they are a must in the planning process!
Venue Experience
Have you worked an event at this venue before?
Understanding whether your caterer has previous experience with your chosen venue can be very insightful. Familiarity with the venue means they’ll know the layout, the best spots for setting up, and any potential challenges that might arise. This experience can contribute to a smoother event with fewer unexpected issues.
Guest Count
When is the final guest count due?
Knowing the deadline for your final guest count is vital. This information helps your caterer plan adequately for food, rentals, and staff. Typically, caterers require this information one to two weeks before the event date. Having this deadline in mind will ensure you have ample time to follow up with any pending RSVPs and make necessary adjustments. Bonus tip: set your RSVP date for 10 days before the final count is due. This gives you time to chase down the people who did not respond.
Service Charge
How much is the service charge and what does it include?
Service charges can vary widely between caterers. It’s important to understand what the service charge covers—does it include gratuity for the staff, setup, and teardown, or additional services like cutting the wedding cake? Getting a clear breakdown of these charges will help you avoid any surprises on your final bill.
Food Recommendations
What type of food items do you recommend for my budget, taste, style, and number of guests?
Your caterer should be able to provide tailored recommendations based on your budget and preferences. Whether you’re looking for gourmet dishes, comfort food, or a specific cuisine, their expertise can help you craft a menu that delights your guests. Be sure to communicate any dietary restrictions or preferences early on.
Dinner Service Types
What type of dinner service do you offer (sit-down dinner, stations, tapas, family style, buffet)?
Different types of dinner service can drastically change the atmosphere of your event. A sit-down dinner offers a formal feel, while stations or a buffet can encourage mingling and a more relaxed vibe. Discussing these options with your caterer will help you choose the style that best fits your event’s vibe and your guests’ preferences.
Server Ratio
What is the ratio of servers to guests?
The ratio of servers to guests can impact the level of service your guests receive. A higher ratio means more attentive service, while a lower ratio might suffice for more casual gatherings. Understanding this ratio will help you gauge whether your event will run smoothly or if you might need to request additional staff.
Staff Attire
How will the waiting staff be dressed?
The attire of the waiting staff can contribute to the overall ambiance of your event. Whether you prefer formal uniforms or a more casual dress code, ensuring that the staff’s appearance aligns with your event’s style is crucial. Discuss any specific requirements or preferences with your caterer.
Food Tasting
What is the procedure for doing a tasting of the food choices? Is there a charge for food tasting?
Food tastings are a fantastic opportunity to sample menu items before making final decisions. Ask about the procedure for scheduling a tasting and whether there is an additional charge. Some caterers include a tasting as part of their package, while others may charge a fee.
Cooking Location
Do you cook on-site at the event location?
Cooking on-site can ensure that food is served fresh and hot. If your caterer does not cook on-site, ask about their process for transporting and serving the food to ensure it meets your standards.
Liquor and Bartenders
Do you provide liquor? Bartending service?
If you plan to serve alcohol at your event, confirm whether your caterer or venue provides liquor and bartending services. Some venues may have restrictions on outside alcohol, so it’s essential to understand your options and any corkage fees that may apply. Also ask if they provide the mixers, garnishes, glassware, ice, and napkins.
Organic Selections
Do you offer organic selections?
For health-conscious guests or those with specific dietary preferences, organic food options can be a significant consideration. Ask your caterer if they offer organic selections and if there are additional costs associated with these options.
Rental Items
Do you provide rental items such as tables, chairs, linens, glassware, and china?
Many venues and caterers offer rental items, which can be convenient and cost-effective. Confirm what items are included in your package and whether they can provide additional rentals if needed. This can save you from having to coordinate with multiple vendors.
Wedding Cakes and Desserts
Do you offer wedding cakes or desserts? Will you cut and serve the wedding cake?
If you’re planning a wedding, finding out if your caterer provides wedding cakes or desserts can simplify your planning process. Additionally, check if they include cake cutting and serving in their service charge or if it incurs an extra fee.
Appetizers
Will appetizers be passed?
Passed appetizers can add a touch of elegance to your event. Ask if this service is available and what the additional cost might be. Discuss the types of appetizers they recommend to suit your event’s style and guests’ preferences.
Beverage Stations
Can you provide bottled water or a drink station for the ceremony? Can you provide coffee and tea service?
Hydration and beverage service are essential, especially for longer events. Ensure your caterer can provide bottled water or set up drink stations as needed. Additionally, ask about coffee and tea service options for after dinner or during the reception. Even if you are not a coffee drinker, many of your guests will ask for coffee with dessert.
Children’s Meals
What options do you provide for children’s meals?
If your event includes children, it’s important to have meal options that cater to their tastes and portion sizes. Discuss the available options with your caterer to ensure even the youngest guests are well-fed and happy.
Final Thoughts
By asking these comprehensive questions, you’ll be well-prepared to select the best caterer for your wedding. Thorough communication with your service providers will help ensure that every detail is covered, leading to a successful and memorable event. Happy planning!
