Questions to Ask When Hiring a Catering Vendor
Food and drinks are one of the most important components to consider when planning a wedding that your guests will thoroughly enjoy. Not only is food + beverage essential for the nourishment and energy of your guests, but it also provides comfort, conversation topics, and an overall feeling of excitement and joy for your family and friends. “The food was so good, and the cocktails were amazing,” is a compliment every wedding couple wants to hear, and there are certain steps to take, and most importantly, questions to ask catering vendors to have a positive food + beverage wedding experience.
WEDDING BASICS
• Is the caterer available on the desired wedding date?
• How many guests can the caterer accommodate?
• Is the catering vendor serving other events on the same day?
• What sort of space does the catering vendor need to cook the food? Is an actual kitchen needed or do they provide all the essentials and just need a space adequate enough to cook the food?
• Does the catering vendor provide staff/service as well? If so, how many waiters/waitresses does the catering vendor provide per table?
• How much time does the caterer need to set up and take down their equipment?
• What is their policy on cleanup? Will they handle cleanup entirely? No trash, dishes, equipment left behind, etc.?
• When does the caterer need your final guest count and food choices?
• What décor does the caterer provide for appetizer stations or buffet tables?
• Once we book with the caterer, how quickly can we expect a contract? If we make changes to menu choices or other items, will they update us with a revised price estimate and contract?
• What is their refund or cancellation policy?
PRICING
• Is there a cost for setup and breakdown?
• Is there a cost for a food tasting?
• Do they charge per person or by how much alcohol is consumed?
• Is there a cake-cutting fee?
• Do they offer food and beverage packages?
• What is their gratuity percentage?
• What is their tax percentage?
• What is the total cost and how much is the deposit?
• Are payment plans available?
• What type of payment can they take? Credit card, check, cash?
• What is their cancellation policy?
• What's the difference in price between tray passed appetizers and appetizer stations?
• What's the difference in cost between a buffet and a sit-down meal? If we have a buffet, are there any stations that cost extra?
• How much do they charge for vendor meals and kid’s meals?
• Do the vendors get the same meal as the guests even if it is at a discounted cost?
• Is there a corkage fee charged if we provide our wine or champagne?
• Is the champagne toast included in their meal packages or is it extra?
• How do they break their pricing down?
• What are their overtime fees if my event runs longer than contracted?
FOOD
• What and how are the ways the caterer serves food?
• Buffet, family-style, individual plates?
• Where does the caterer make the food?
• Does the caterer provide certain foods such as fresh or frozen, locally grown, or organic?
• Can they accommodate special requests such as gluten-free, vegetarian, vegan, kosher, and children’s meals?
• Can the food menu be themed?
• Can they arrange for a tasting?
• How many meal choices can they offer our guests?
• Do they provide the cake?
• Do they offer desserts?
• Can leftover food from the wedding be packaged to donate or take home?
• Can they create a custom menu, or do they work off a preset menu?
DRINKS
• Do they provide alcohol and non-alcohol beverages?
• Do they have a liquor license?
• What brands of alcohol do they serve?
• How long will alcohol be served?
• Is a complimentary coffee and tea service included in the beverage package?
LOGISTICS
• How many servers will be provided?
• What do the servers wear?
• How many bartenders and bars do they provide?
• Do they help serve or cut the cake?
• Do they provide silverware, glasses, plates, napkins, chairs, and tables?
• Will they provide a banquet manager or captain to coordinate the food service, or will there be any on-site coordinator?
GENERAL
• How long have they been in business?
• How many weddings/events do they cater per year?
• Have they worked with your desired venue in the past?
• Do they have a food service business permit?
• Does the caterer have insurance coverage including liquor liability?
• Does the caterer have a license?
• Can the caterer provide references?
In this blog, we went into a good amount of detail about the questions you should ask your potential catering vendor before hiring, however, sometimes, there are questions within questions (question inception) that we at Exclusive Planning and Management would be happy to answer. Just give us a call! You can also check out our Instagram @sandynissou for the latest tips, tricks, and trends!
Interested in looking further into how we can help with your wedding planning? Send us an email to see how we can help make your dream day come to life!