Checklist for the Caterer
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GETTING STARTED

• Sit down, buffet, food stations or cocktail reception
• Price per person (adult, child, entertainers, etc.)
• Start and end times for each phase of the affair
  
  BUDGET INFORMATION AND THE LEGAL "STUFF"
  
• Be candid and up front with the caterer about your budget parameters.
• Ask about any "guaranteed number" of guests.
• Discuss details regarding guests who are no-shows.
• Are the entertainers, photographers, etc. in the head count?
      Where do they eat?
• Discuss per person and reduced fee children's charges.
  [Under what age is a guest considered a child?]
• Are taxes, gratuities, service fees and hotel taxes included in the price?
  
• Is there a maitre d'? Is the maitre d's tip included?
• Are parking attendants included?
• Are guests expected to tip (at the bar, for example)?
  [Try to find a caterer who doesn't include gratuities in the per person price. This allows you to tip as you feel appropriate.]
• Are the taxes included on food and liquor?
• What about unexpected guests who show up?
• Is valet parking included? If not, ask for vendors' names.
  
• Is there a coat room? Attendant? Is the price included?
• Are there any other/additional fees not included in the quote or proposal?
  
• Check to see that your caterer is state licensed and ask about insurance coverage.
• What is the payment schedule?
  
• How much of a deposit is required?
• Are there overtime charges and, if so, what are they?
  [Assign a friend to let you know when you're a half hour to "closing," before overtime charges start to accrue.]
• Are there bar charges (i.e., bartender)?
• What is the cancellation fee and, if so, how much?
• Is the price fixed or subject to change?
  
  FOOD AND FOOD PREPARATION
  
• Does the caterer offer an opportunity for food tasting?
  [Make arrangements to attend a food tasting, so you can actually sample the caterer's food.]
• Does the caterer use only fresh food and produce?
• Will any of the food be previously frozen?
  
• Discuss any special recipes and/or restrictions you or your guests may have, with regard to food.
  
• Does the price include the wedding cake?
• Is a vegetarian or a vegan option available, if needed? BEFORE THE RECEPTION
  
• Hors d'oeuvres (hot, cold, stationary, served, how many & what kind)
• Carving stations
• Childrens' table
• Beverages (soft drinks, punch, liquor)
  
  AT THE RECEPTION
• French service (guests served individually from platters), American service (guests served from filled plates brought from kitchen), buffet (guests serve themselves), family-style service
• Soup
• Appetizer
• Salad and/or vegetable platter
• Will there be a choice of entrees?
• What about menu substitutions?
  
• What side dishes will be served?
• Assorted relishes
• Bread, rolls, condiments, dressings
• Beverages (at the table, open bar, by consumption at-the-bar, rolling, juice bar)
• Dessert
• Viennese table
• After dinner drinks
• Wedding cake (Included in the price? Additional cake cutting fee?
  
  WAIT STAFF
• Number of servers and bartenders
• Ratio of servers to guests [1 server for every 8-10 guests is the standard]
• How many servers will be required per each number of guests, and at what cost?
• Dress code
  
  MISCELLANEOUS
• What rooms will be used?
• Is the caterer familiar with the kitchen facilities and the reception room you have chosen?
  [Food preparation is much easier in a familiar location.]
• What items, if any, will the caterer provide?
  [e.g., chairs, tables, flatware, dishes, glasses, linens]
  Ask to see photos
  
  Discuss coordination of colors.
  

  Tableware and Linens
  

  Does price include table linens, napkins, dishes, and glassware?
  

  Ask to see samples, and, if you're consider rental, at an additional price!

  Tables, chairs, etc.

  Utensils & dishes

  Paper goods

  Party goods & religious items (e.g., matches, skullcaps, guest towels in restrooms, place cards, table numbers, candles, etc.)
  

  Can the caterer recommend other professionals in wedding-related services?
      Are there any discounts for packages?
  [Professionals who have worked together before will be more familiar with one another's quirks.]
  
  AFTER THE PARTY

  Discuss particulars about any leftovers. Who will get them?

  As your caterer to prepare a "Take-away Basket" for you to much on after the wedding.
  
  Click Here For "Choosing and Working with Your Caterer"
  Click Here To Return to Wedding Guide & Planner Index
  Click Here To Return to Welcome Page
  
  
  

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