Feeding The Masses

By Doris A. Black

After the wedding dress and the honeymoon, the most expensive part of a wedding is the reception. Determining the type of reception you will have involves deciding whether or not to have a sit-down dinner, buffet or hors d’oeuvres. Receptions held earlier in the day don’t require a full meal and people tend to drink less, so the costs will be lower. Keeping the guest list to a minimum will also help lower costs. The time of day of the reception, the number of guests invited and your budget may ultimately make the decision for you, but selecting the best caterer for the job will determine the final outcome.

The best way to find a competent caterer is by asking around. Ask some recently married couples for recommendations. If the same name pops up, arrange a meeting. A popular caterer will be booked months or even a year in advance, so make your arrangements early. Meet with the caterers on your list to discuss the budget and ask for references. Be sure to contact former clients and ask some specific questions, such as:

1. Did the catering services meet the bride’s expectations?

2. Were there any problems?

3. Looking back, would the bride have asked the caterer to do anything differently?

With the answers you receive to these three questions, you should be able to decide if the caterer is capable of tackling your reception.

The next step is to direct specific questions to the caterer:

1. What types of food would they recommend for the style of reception you’ve chosen?

2. What are the menu choices for your budget and are special meals available for those with dietary restrictions?

3. How many servers will be present? This number should be based on your final head count.

4. Do they have adequate insurance and health permits? Visit the food preparation site to make sure it is clean and the food looks fresh.

5. How much of a deposit is required? When is the balance due? Is gratuity included in the price? Are there any additional charges you should be aware of? You won’t have a final headcount at this time, but you can estimate that around 85% of the guests invited to the wedding and reception will attend.

6. Is the caterer prepared to meet any special needs for your reception, such as those for an outdoor wedding?

7. What type of dinnerware will be used? View the pieces.

8. What about valet parking and a coat check? Are these included or are they extra?

9. What about alcoholic beverages? Does the caterer stock a full bar? Can you bring your own? What about champagne? Will it flow all night or just for the toast? What is the cost of both?

10. Will the caterer do the setup and cleanup or prepare food only.

Once you’ve narrowed your search, it’s time to focus on the menu and sample the foods. Seafood and beef are the most expensive entrées, so to maximize savings, go for a pasta or chicken dish instead. Keep the side dishes in line with what’s in season. The food you sample should be served to you precisely the way it will served to your guests—prepared in the same manner complete with garnishes. Be sure the groom accompanies you for the sampling as he may have additional comments or questions you hadn’t thought to ask. Ask if the recipes can be altered, such as omitting nuts if you don’t care for them. Remember, you’re paying for this, so order food you like. If you are the hot wings and beer type, don’t think you have to serve shrimp cocktails and champagne. Ask the caterer if you can take home any leftover food—after all, you’ve paid for it, so why not ask.

Consider one other element before making a final decision—the caterer’s personality. You’ll be working closely together, so rapport is important. Hire the caterer who will enhance your wedding both professionally and personally.

Get a written contract from the caterer outlining specifically what services will be provided. The contract should include all the details you’ve agreed upon: how many food stations will be used, how many servers per station or per table for a sit-down dinner, menu-specific items, time and date of the reception, and costs, including deposit amount and balance due. Both members of the agreement must sign the contract in order for it to be valid.

Now that you’ve done all of this, don’t think you’re finished yet. Touch base with your caterer in the week leading up to your wedding to make sure they have your reception in the front of their mind. Double-check all the arrangements and ask if they have any questions. Then when the day finally comes and the ceremony is over, relax and enjoy the reception you worked so hard to plan.

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