How many times have you been to a wedding and thought to yourself that the food was terrible. The service was bad, or the food wasn?t hot enough, or the beef tips looked like mystery meat floating in a pool of brown lumpy gravy. Planning a wedding is a very special time in your life, and the food for your event is an important part of a successful celebration. There are lots of decisions to make about the food and the key to having exactly what you want is to put some time into thinking about your options. Caterers have a wealth of knowledge and experience and can offer a great deal of help to guide you through the process of creating food for the wedding of your dreams.
Think about catered events you?ve attended: what worked well and what did not. Do you need to serve a meal? If your budget is limited perhaps a luncheon meal is a better choice than a dinner meal. Would a champagne bar and a dessert buffet be an option? Do you need to serve appetizers? What time is the ceremony? Is there an extended period before the reception? Where will the out of town guests go during that time? Are you going to serve alcohol? Are you paying for the bar, just the beer and wine, or will it be a cash bar? Do you want china and linen, or do you want disposables? Do you want elegant tables and plated meals or casual picnic fare? Does the location you?ve chosen lend itself to the type of ambiance you want? What is your plan if the weather doesn?t cooperate? Are there lots of young children?is a separate children?s menu an option? Are there guests with special dietary needs? You don?t have to have all the answers before you interview caterers, but it will help if you have the broad brushstrokes.
The next step in this process is to find the right caterer for your needs. If you are having your wedding in a hotel, you?ll be using the food service facilities of the hotel and working with an event planner. Usually there will be a set of menu choices within each category: appetizers, meats, sides, salads, etc. If you are holding your reception in a hall, they may have one or two firms from which you can choose, or you may be able to bring in any caterer that you wish. And, if you are holding your event in a private home, park, or other outdoor location, you need to find a caterer that is willing to do off-premise work.
Whichever type of location you choose, your first decision must be how much can you afford to spend per person for food. Be realistic about your budget, and involve those who are making a financial contribution to the wedding in the planning process. When you think about your budget be aware of what it costs to have a nice meal at a good restaurant: most wedding meals are going to be in that range. How many people can you afford to feed? How many guests are you expecting to invite? Get out your calculator so you have a range per person to guide the caterer in helping you plan a meal. There?s no point in talking about lobster if what you realistically can afford is chicken.
Selecting a caterer is your next step. The best source of information about caterers is to ask friends for their recommendations. If no one has a referral, the yellow pages and the internet may give you some options to consider. If you will be reserving a block of rooms at a motel for out of town guests, the staff at the motel may have suggestions. Other professionals you are working with may also have a suggestion. Photographers and florists work with lots of different caterers at different events, and they can make referrals as well.
When you?ve developed a list of prospects, make a list of questions to ask. Pick a time to call when you can focus on the conversation, and try not to call at mealtimes. Usually, people in the food business are busy at mealtimes: you?ll get more attention if you call at a less busy time of day.
Your first question is about the availability of the date. Most successful caterers may be booked a year or more in advance, particularly during peak wedding seasons such as June and September. If the date you want is a possibility, then proceed with your questions. Give the caterer a brief summary of what you have in mind: location, sit down vs. buffet; number of guests, and the price range you can afford.
Different caterers have different food styles and price ranges, and what they do may not match what you want or need. It saves everyone time to identify when it?s not a good fit: if what you need is not something they can do. If several caterers respond that they can?t do what you?re looking for in your price range, then you may need to go back to the drawing board and evaluate your budget.
As you talk make notes to yourself: you think you?ll remember what is being said, but by the third or fourth call, you?ll forget who said what. After your first round of calls, evaluate what you?ve learned and choose one or two caterers to meet with and discuss your plans more fully. Most caterers will be glad to arrange a meeting for the bride, groom, and parents where menu options can be discussed and samples of food can be tasted. Compare what you?ve sampled and don?t be afraid to ask questions: what happens to leftovers; what is the portion size for the price being quoted; how long will the food be set up; can guests return to the buffet for second helpings; who sets the tables; will they cut the cake? Most caterers have lots of experience with weddings and can offer many helpful suggestions. Don?t be afraid to ask for references, and get clear information about how the contracts and payment structure work.
Finally, trust your instincts. If you?re not comfortable with how your questions are answered, keep looking. A successful partnership between the caterer and the customer is key to having the food you want for your wedding presented in the fashion you?ve dreamed about. You?re creating a memory that will last a lifetime, and you deserve the very best.
