Questions to ask your caterer before signing the dotted line
The right answers to these questions will help guarantee an excellent working relationship with your caterer. If you want to create an affair that will generate rave reviews from attendees, these questions will help you begin the planning process.
Q – Who is the contact person when planning the event?
It’s important to deal with just one person from the planning to the execution.
Q – Who is the contact person during the event?
If the person you are dealing with at the planning stage is not the same person who is in charge during the event, you should meet the event manager prior to the event and go over all details.
Q –What does the chef prepare best?
Most caterers have signature dishes. These are generally the best choices when you plan the menu.
Q – Will wine be poured by the staff or placed on the tables?
It’s much more elegant when trained staff pours the wine. If bottles are left on the table, you can lose control of how much your guests drink.
Q – Is the champagne just for the toast, or will it be served from the bar?
Normally the champagne is for the toast. Plan on paying extra if champagne is also on the bar.
Q – When do you suggest the champagne toast and the cake cutting?
If you’re serving a fine champagne, the toast should be before dinner; otherwise it’s likely to be wasted. If you’re serving and inexpensive sparkling wine, serve with the cake.
Q – Will you provide a cake table for the wedding cake? Do you charge a cake cutting fee?
The caterer usually provides the cake table. Some caterers charge a cake cutting fee if you bring in your own cake. You may be able to negotiate this fee.
Q – Where will the place cards and gifts be placed?
Savvy caterers usually will answer this question before you ask.
Q – Will you assist with valet parking, music, flowers, photography, etc.?
Most catering professionals will handle some or all of these functions. Be wary caterers who are unable to at least recommend people for these services.
Q – Is there a curfew at the event site?
This can sometimes be the deciding factor when it comes to a site. Early curfews can cause the party to end way too soon.
Q – How many staff will be working the event?
This depends on the event. For a seated served meal, one server for every 10 guests is recommended.
Q – How is your staff attired?
Ask to see pictures. Unprofessionally attired and carelessly groomed staff will reflect poorly on you.
Q – What are your substitution policies? Are vegetarian and special meals available?
You should be able to obtain special meals as long as they are ordered in advance. Most caterers should allow for substitution, but they also may charge more for this.
Q – Since all guests arrive at once, could you present them with wine or champagne as they enter?
Yes. You don’t want long lines at the bar as your guests arrive.
Q – How many bartenders will be serving drinks during the cocktail hour?
This depends on what is being served at the bar. At the beginning of the event, one bartender for every 50 guests is recommended.
Q – Will the bars be open during dinner?
This is always a good idea for the guests who do not drink wine and would like something else.
Q – Will cocktails be served by the wait staff or will guests need to go to the bar?
Wait staff service is always more elegant and more professional. You don’t want your guests to get up to get drinks from the bar, particularly at a seated dinner.
Q – Will you feed the band, photographers and others working the event?
Most caterers will offer a courtesy meal at half-price for those working the event.
Q – When can I expect your written proposal?
This should usually only take a day or two. If the caterer does not deliver it on time as promised, this is a warning flag that the caterer may have problems dealing with deadlines.
Q – What is your policy regarding deposits and cancellations?
This should be spelled out in the contract. The closer it is to the day of the event, the larger the deposit. Most caterers require that they be paid in full at least three days prior to the event.
Q – Are there other charges for set up, delivery, overtime, etc.?
Be sure all charges are clearly specified prior to signing.
Q – Do you take credit cards? Do you take personal checks?
Be sure you know the caterer’s policy. Some caterers do not take credit cards and some require cashiers checks.
Q – When must I give you my final guarantee for the number of guests?
This can run anywhere from two to seven days in advance of the event. The final guarantee is the amount you must pay for, even if fewer guests show up. If extra guests attend, over the guarantee, you will have to pay for them additionally.
Q – What percentage is overset?
This will tell you how many extra meals and place settings the caterer will prepare for in case more people attend. It ranges from 5 percent to 10 percent.
Q – What is the sales tax, and what are you gratuity/service charge policies?
Be sure to include the sales tax in your budgeting. Gratuities are optional and at your discretion. Service charges are mandatory, and are subject to sales tax.
Q – What time can we have access to decorate the room/area?
You need to know this, because some banquet halls and venue rooms are used more than once each day. At certain off-premise public locations, access is not allowed until after they are closed to the public.
Q – Will you provide table numbers?
This is a last-minute detail that can easily be overlooked. Most caterers will provide table numbers.
Q – What size tables do you offer? Do you have cocktail rounds and highboys for the cocktail hour?
60-inch rounds seat eight to 10, 72- inch rounds seat 10 to 12. There are also square and rectangular tables, and be sure to discuss cocktail rounds and highboys for cocktail hours and food station events.
Q – What are the options for linen, chair covers, china, stemware, flatware, charger plates?
This will allow you an opportunity to see what comes with your particular package, as well as what upgrades the caterer offers.
Q – What decorations do you provide for tables, buffets, and food stations?
Most caterers provide decorations for buffets and food stations. The caterer can handle florals for the guest tables or through you and an outside vendor.
Q – Can you provide bathroom attendants?
This is a nice touch since there’s nothing worse than messy restrooms.
Q – Can you provide a podium, mike and overhead projector?
Most on-premise caterers have these; off-premise caterers can get these for you.
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Contact information:
Phone: 305.338.1897 E-mail:info@leadingcaterers.com or Hansen@leadingcaterers.com
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Bill Hansen
Founder & CEO
Nicole Labbato
Client Services
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Administration Coordinator
