Okay, so you think that you’ve found the perfect wedding caterer, but have you found out all of the information that you need to know? After all, a caterer plays a big role in your wedding day! These 10 questions are important to ask your wedding caterer before your wedding day to make sure that everything runs smoothly.
When you think of a wedding caterer, you probably think of the food and the menu. In reality, a wedding caterer does much more on your wedding day than just preparing the wedding menu. The wedding caterer coordinates the timeline of the wedding reception and the dinner flow. They stock the bar, bake the wedding cake and supply all tableware rentals. That’s a ton off your mind. With that being said, you want to make sure that you ask all of the right questions when you are choosing a wedding caterer so that you can make sure that everything will go smoothly on your big day.
Choosing the right wedding caterer ensures that those little details measure up to your expectations. Once you make your list of candidates, ask them these ten questions during your meal tasting or during your wedding planning process. This will give you the clarity that you need to choose the best wedding caterer for your wedding day.
Wedding Caterer Question #1: Are You Licensed?
Choosing a caterer with a license is extremely important. Caters need a license to show they meet health department requirements and carry liability insurance in case something happens. They must also hold a liquor license if you intend to serve alcohol. Look at the licenses. No one wants any trouble on their wedding day due to an unlicensed wedding caterer, right? Even if you have found a caterer who you absolutely love, if they don’t have a license, you should continue your wedding caterer search.
Wedding Caterer Question #2: Do You Have Liquor Liability Insurance?
The liquor liability insurance can be just as important as the health department license. If you are serving alcohol at your wedding, your caterer needs to have current liquor liability insurance. Whether you choose a caterer or not, any wedding serving alcohol must have this insurance in place, and it costs anywhere from $15 to $150 depending on the venue. If wedding guests leave the party after consuming alcohol and injure themselves, someone else, or property, you get held responsible, as would the caterer. Liquor liability insurance minimizes how much you pay if this occurs.
If your caterer does not have this insurance, it does not completely rule them out. Your other option is to pay for this insurance on your own, but most caterers who serve alcohol will have this insurance in place.Ultimately, the decision to serve alcohol at your wedding is up to you and your partner. In most cases there is a set price per person for a designated open bar. Another option would be to have a cash bar. You usually can choose to have a cash bar where guests can pay for their own drinks and other beverage services.
Wedding Caterer Question #3: Can You Provide References from Prior Clients?
The best way to gauge how a wedding caterer does on the day of the event is to talk to people who have used that caterer for their own weddings. Ask your wedding caterer for at least two references from those who had a similar menu style and wedding size. References will tell you what it’s like to work with each caterer, but you should also check online reviews. I recommend doing this early in the wedding planning process. It is a quick and easy way to shorten your list of potential wedding caterers.
Wedding Caterer Question #4: Is My Wedding Date Available?
One of the most disappointing things is when you find a wedding caterer that you love but they aren’t available on your wedding day. I always ask this question before anything else. If they don’t have your wedding date available, they are off of the list. Don’t skip this essential question. It helps narrow the list. Your question should also encompass the times surrounding your wedding date. There is a lot of work that goes into preparing to cater a wedding. Is the caterer booked solid for that weekend, and will they give you enough time and quality service? You want to have confidence that your caterer is experienced in handling this kind of booking.
Wedding Caterer Question #5: Is the Catered Meal Full Service?
Like I said in the beginning, caterers do so much more than make the food for a wedding. They set up, they serve the food, and most caterers provide linens, table settings, etc. For your wedding, you will most likely want a full service caterer to do all of these things. Full service means your wedding caterer handles more than food preparation. They will take care of table settings, bar service, clean up and more. Ask about what’s included, and what packages are available. Otherwise, you’ll have to seek out additional services to supplement if catering is only via drop off for simpler weddings — or what’s associated solely with the food. With drop off, you don’t get the whole shebang.
Wedding Caterer Question #6: What Packages Do You Offer, and at What Price Ranges?
When you are choosing a wedding caterer, don’t forget about your wedding budget. A major part of your budget likely goes to catering. You need to weigh your choices carefully.
How many appetizer and entree selections come with each package? How are costs determined — by food choice or an all-inclusive rate? Have your guest list in mind. If your guest list is shorter, the packages may not turn out costly. Catering packages typically include appetizers, a salad and an entree with dessert. Ask for various sample menus to select which works for your wedding.
Coffee and wine may also be included. Is the bar included, or do you need to seek that out separately? Make sure that you find out absolutely everything that is included in your wedding caterer package before signing on the dotted line. There are some things that, if not included, will have to come from outside services, and that can really add up financially.
Wedding Caterer Question #7: Can You Work with Special Dietary Restrictions, and At What Fee?
When you are planning your wedding menu, you will have to consider any dietary restrictions that your guests may have. It is important to run these by your caterer to make sure that they are able to accommodate all of your wedding guests and their dietary needs. Can the wedding caterer provide gluten-free, vegetarian, vegan, kosher, halal or gluten-free meals for guests with dietary restrictions? At what fee, if any? If the fees are high, you may need to reconsider your budget.
Wedding Caterer Question #8: Will You Make Special Meals for the Kids and Wedding Professionals?
It is important to ask your caterer about a special menu for kids and wedding professionals. Kids typically won’t want to eat what the adults are eating and, even if they do, they will eat smaller portions. You also don’t want your vendors to be hungry, but they may not be able to sit and eat the same meal as your guests. Child-friendly menus require adjustments from your special wedding menu, and you will need to consider the dietary and nutrition needs of the wedding professionals you keep on site all day. Feed your people — some caterers provide vendor meals of what’s served at half price to wedding professionals.
Wedding Caterer Question #9: What Additional Items Do You Provide, Including Waitstaff?
When you think about your wedding menu, you also need to consider how the food is going to be served and who is going to do it. You also need to think about what your guests will need – does the caterer provide napkins, silverware, salt, pepper, tables, chairs and linens? Does the caterer provide waitstaff, and do they also set the tables? Are these fees included in the packages? Are bartenders included in these fees? Will you need to hire extra waitstaff?
Wedding venue staff may be available, but many caterers prefer using their own people. For every six tables, have three waiters on hand. Having an adequately staffed wedding can help make sure that everything runs smoothly and everyone receives their food in a timely manner.
Wedding Caterer Question #10: Who Oversees the Event on the Big Day?
The person you meet face-to-face now may not be the one present on the day of the event. Get the information for your wedding day contact and know the timeline you need to have all the details and payments in by. Make sure that you have met with this point person before your wedding day, even if it is just by phone or through Zoom. Things can sometimes get lost in translation and you want to make sure that you are all on the same page, especially for your wedding day.
When you attend the meal tasting, ask each wedding caterer these essential ten questions to find the perfect service for your wedding. Get a heads up on all fees and the timeline for arrival, set up, meal flow and clean up, and all will go splendidly on your special day with the perfect wedding caterer for you.
