Questions For a Caterer

by Alden Smith

Planning a social event that requires a caterer can be a daunting task. Many caterers have strict guidelines that they follow, and at a wedding reception or other social event, surprises are the last thing you need. It is imperative that you finalize all requests in writing, and that you and your caterer are on the same page before the event. Often, small details are overlooked, and what can occur is a happy event turned into mass confusion because you did not have everything in place with the caterer before you have your event. The following is a list of questions you should ask your caterer. The list is divided into sections - the basic needs, and questions that you might not think to ask.

Can you provide me with references?
Have you ever worked at my proposed site? If no, can you suggest other locations?
Can I make arrangements to visit a site you will be catering?
What is your policy for payment? Credit cards, cash, checks?
What is your tipping policy? Is it figured into the final billing?
How much advance time do you need for catering my event?
If you provide linens, can I see them in advance?
Will you decorate for the event? If so, what is your fee?
What are your overtime charges, and, if I need to cancel, what is the cost?
When do you need final confirmation?
Can you give me an estimated food cost when our agreement is finalized?
When must I give a final guest count?

Once these questions have been answered to your satisfaction, and you have chosen your caterer with confidence, you will then need to go into detail with the caterer to ask any question relevant to the event. Be satisfied with every answer and don't take "second best" if at all possible. Remember, you want this event to be noteworthy!

If your new caterer has provided references, (at least two) now is the time to call the references and ask about service and satisfaction with the job done. Ask how well the caterer handled everything, including emergencies, if any. This will help to set your mind at ease and make the event run much smoother. Let's continue with the questions, and go further into detail.

Are you licensed as a caterer, and have liability insurance if something happens?
If the event is to be outdoors, do you have refrigeration capabilities?
Do you have a liquor license, and if so, do you have liquor liability coverage?
What is the estimated cost per person: Seated dinner? Buffet? Cocktails?
Do you have a set menu? Can a family favorite recipe be included?
How much advance time do you need for setting up?
Do you provide place settings, glasses, linens, and silverware?
Can staff handle dietary requirements, such as vegetarian, diabetic, or kosher?
Do you set the tables, and provide the decorations?
Do you provide the rental equipment, such as tables and chairs?
Do you take care of the music, such as a DJ or small musical group?
Will you feed the musicians and photographers?
Can you supply a wedding cake, and if so, will you package the top tier?
Can you help with deciding how much food is enough, and help plan accordingly?
How many drinks can a bottle of liquor provide?
Do you charge for opening champagne?

Planning a catered event may take a lot of effort, but following these simple guidelines can make all the difference in the world as to whether your event is a huge success or a miserable failure. Most caterers ride on their reputation, and it will be very easy to find out who delivers, and who doesn't. Always be sure to have all questions asked and answered up front before signing any papers with the caterer. It is also a good idea to have the caterer send you a confirmation letter after all arrangements are made. This letter should list all pertinent information, including the wedding date and time, names of service help, tipping policy, decorating time, themes, menu, cost per person, and staff to guest ratio. A rule of thumb for this is one server per 8 guests.

Although a catered event can be expensive, you want to insure that the money you spend is worthwhile. Make a checklist from these guidelines, and plan your event accordingly.