Selecting Your Ideal Caterer

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After you have selected the site for your wedding reception, your next step should be finding a caterer. If your reception site requires that you use their in-house catering service, you have no choice. However, if you have reserved a site that allows you to choose your own caterer, it is important to shop around and find someone that can give you the choices you want at a price you can afford. Asking family, friends, and other recently married couples for recommendations is the best way to begin compiling a list of possible caterers.

Before meeting with any potential caterers, it is important to consider the type of reception that you want to have. Traditional etiquette says that the only thing that you must offer guests at the wedding reception is something to eat and something to drink. Therefore, if you want an uncomplicated event, a cake-and-punch reception is an inexpensive, simple way to entertain you guests. One step up from this is to serve hors d'oeuvres with a limited bar, meaning that you limit the selection of liquor. One step further would be to serve hors d'oeuvres with an open bar. Another possibility is to provide guests with either a simple or an elaborate buffet with various entree and side choices. The most elaborate reception meal you can offer guests is a five- or six-course dinner, including wine with the meal. It is important to consider these choices before you meet with a caterer, as it will help determine your food choices and your budget. For more detailed information on the different types of receptions and menus, see the ehitched article What's On The Menu.

After you have a good idea of what kind of meal you want to serve, it's time to start getting price estimates. Most caterers figure their prices per person, except for hors d'oeuvres, which are sometimes figured per dozen. Other items may be priced per item, such as a large fruit trays or large platters of cheese and crackers. If you don't have your heart set on any particular food items, it may work well for you to give the caterer a price per head and let him choose the food, subject to your approval. Good caterers should also be able to take your favorite recipes and price them out for your reception.

Another important question to ask a caterer is his policy on guaranteed numbers. Some caterers will give you a 5 or 10 percent window above or below your guaranteed number of guests. For instance, if you guarantee the caterer 100 guests and only 95 show up, he will only charge you for 95. However, if you guarantee 100 and only 50 show up, you will still be charged for 95. In addition, a caterer will usually only prepare food for 5 to 10 percent above your guaranteed number of guests. Clearly, it is very important to give the caterer an accurate guest count for your reception.

After determining how much the caterer will charge for food, it is important to find out whether the cost includes any additional items, such as tips and gratuities. You should also find out whether the caterer will provide the linens if they are not provided by the reception site. It is also a good idea to ask if the caterer will provide plates, cups, and utensils for guests to eat with and if this is included in the price.

While you are meeting with a caterer, ask to see pictures of previous receptions. The presentation of the food at a reception can mean the difference between a beautiful event and an ordinary one. Find out if the caterer will garnish the serving tables with greenery to make them more appealing or if they will use any decorations such as votives. You may also want to ask the caterer if you can arrange a time to taste some samples on their menu. Remember, choosing a caterer and selecting a menu is one of the most important decisions you will make concerning your reception, so choose wisely. Below is a reminder of the important questions to ask any potential caterer.