Catering / Guidelines / Worksheet

Your caterer can play an important role in helping you plan your event. Caterers services
range from supplying the food and serving personnel to completely planning your entire event.
Some caterers are full-scale event planners. Whomever you choose, it is important to find a
caterer whose professionalism and judgment you can depend upon.

Know Your Caterer

Most caterers are knowledgeable about the different locations available in their area. Some
caterers are off-prem, meaning they bring their equipment and food to your facility, while
others cater out of their own facility. It is your decision whether you use the caterers facility
or not. Off-prem caterers have their own equipment, which enables you to choose from a
larger selection of sites. Choose a caterer who has enough experience to handle the
unexpected, especially if the site is not equipped with a standard kitchen.
It is helpful to have the caterer review the site with you. The type of food, how it will be
serviced, the number of serving personnel and other details pertaining to food will depend a lot
on the facility.
It is important to have a good rapport with your caterer. Be direct and realistic with him/her
about your budget so that the caterer can do the best possible job for you. Give the caterer the
purpose for your event, who are the guests and the image you want to project.
When interviewing for a caterer, view their portfolio. Ask for and check references. Be sure
the caterer has a state license as well as liability insurance. This can save you time and
emotional stress.
Caterers offer many different types of food. Ask about your caterers specialty items, and then
decide what type of menu will suit your event. Specialized ethnic food could be an added
attraction to the food display. Caterers can subcontract other food caterers for specialized
types of food, thereby adding a variety to your menu.
Check the facilitys alcoholic restrictions. Consider a host or no-host bar. Know which name
brands are available. Ask if the bar includes mixes, cocktail napkins and glasses. If serving
alcohol, make sure the caterer has on-premise and off-premise alcohol beverage permits as well
as liquor liability insurance. Review the caterer's alcohol management program. Has their staff
been trained to handle guests who are obviously inebriated?
There are bartender catering services that handle all of the alcoholic requirements. This is their
main business and have all the supplies, alcohol, insurance and staff. They do not provide the
food.
Your caterer should know the limitations and restrictions of your facility, such as time(s) for
setup, hour limitations and kitchen availability. Give your caterer a schedule of the event so
he/she can determine how long service personnel will be needed from setup to cleanup. Inquire
if there are extra costs for personnel, including bartenders. Carefully coordinate all catering
deliveries and access to the loading entrance with other vendors.
Catering costs usually encompass four different categoriesfood, beverage, equipment and
staff. Your menu, depending upon your budget, the facility and type of setup, can include
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cocktails and hors doeuvres, buffet stations or a formal sit-down dinner, alcoholic and
nonalcoholic beverages, and a dessert.
Payment procedures will vary among caterers, however, a sizable down payment is usually
required with the balance due the day of the event. Asking for a total of all costs
beforehandfees, gratuities, extra charges, taxes, overtime, payment schedules and
cancellation policywill help you avoid last-minute surprises.

The Menu
The menu will be partially determined by the time of day you select. Brunch, lunch, and a light
dinner are all acceptable choices for a morning or early afternoon reception. Late afternoon
lends itself to a tea reception, cocktails and hors doeuvres, or a light supper. Evening
receptions can consist of cocktails and hors doeuvres and/or an elegant dinner.
Informal Luncheons should consist of a plated entree with vegetables and dessert.
Formal Luncheons can include up to five courses, including soup, fish, meat and vegetables,
salad, and dessert.
Informal Dinners consist of three courses, beginning with an appetizer or soup, entree, and
dessert, with an emphasis on hors doeuvres.
Formal Dinners consist of three to six courses, including appetizer or soup, fish, entree, salad,
cheese, and dessert, and are often complemented by small baked breads and rolls. Hors
doeuvre quantities are limited when preceding the formal dinner.
Buffets provide guests with a choice of two or three entrees, and a minimum of four
accompanying vegetables. Appetizer or soup and salad courses can be presented at the guests
tables or you may substitute heavy hors doeuvres.
Dining Stations, a popular form of buffet, are small displays each dedicated to different types
or themes of food, scattered throughout the room.
Cocktail Receptions feature a wide variety, up to 12 selections, of substantial hors doeuvres
generally hand-passed. A buffet of additional hot hors doeuvres and a carving station are often
included.
Tea Receptions offer bite-sized sandwiches and sweets, with a limited selection of beverages.

Choosing a Menu Within Your Budget

Catering costs are based on a per-person charge. Most caterers offer a variety of sample menus
that can be adjusted for price. Keep in mind, though, that the total cost will be greater due to
the addition of taxes and gratuities. Gratuities can range from 10- 20 percent, plus tax.
Some caterers include the wedding cake in the price, but give you the option of bringing in
your own for a slightly reduced price. Savings, however, may be eliminated if the caterer
charges a cake-cutting fee.
Ask your caterer if special dietary needs, such as kosher, low-sodium, low fat, or vegetarian
can be met.
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If you are inviting children to the reception, ask what type of childrens menu or discount is
offered. Special meals of chicken fingers or hamburgers, french fries, corn, and applesauce are
big hits with the under-10 crowd.
If you are providing meals for the wedding professionals, such as your photographer,
videographer, bridal consultant, or musicians, see what options the caterer can suggest. These
people do not need to be fed the same meal as your guests; family-style platters or sandwich
trays, accompanied by soft drinks will be sufficient and should cost significantly less than your
per-guest cost.

Questions for Your Caterer

1. Are there a minimum number of guests that must be paid for?
Most places do have a minimum number of guests they will book their site for. If you are a
few people short, you may have to pay extra to reach their minimum figure.
2. Where is the food prepared?
Ask this if you are having on outside caterer. Additional kitchen facilities may be needed at
the reception site that will have to be rented.
3. When must the menu be finalized and when is the final count due?
They will give you a cutoff date, after which no changes may be made. If you run into an
emergency, most caterers will do everything possible to accommodate you.
4. What is the wait-staff-to-guest ratio, and how are they dressed?
The wait staff should have professional uniforms, or dress in black and white. At a sitdown meal, one staff member for every 15-20 guests, at a buffet or cocktail reception, one
for every 25-30 guests should be sufficient.
5. How are fees determined, and what do they include?
Inclusions may be food, cake, beverages, liquor, complete set-up, dishwashing, clean up,
linens, cloths and special skirting, taxes, and gratuities. Some wedding packages will also
include the DJ and table centerpieces. Are there separate corkage, cake-cutting, and/or
cookie-traying fees? Can an ice sculpture be provided or must you look elsewhere?
Once you have chosen your menu, make arrangements to sample the meal. The caterer may
prepare the meal especially for you or make arrangements for you to unobtrusively visit
another wedding reception to sample the food and view the presentation.

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Catering Guidelines
Catering considerations and questions:
Where are you located?
Are you an off-prem caterer?
Do you have a permit?
Do you have a commercial kitchen?
Is the caterer responsive to your needs?
Are they professional in appearance/actions?
Have an excellent and well-trained staff?
Have you tasted the caterers food?
Who will actually be available at the event?
Have you reviewed his portfolio and letters of recommendation?
Timing issues to consider:
Know facility setup and tear down time
Hours for: Cocktails/Refreshments;
If a open bar, closing time?
Hors doeuvres; if butler-style, servings?
First Course
Main Course
Cake Cutting
The different serving styles:
Informal versus formal
Hors doeuvres/butler- or buffet-style
Open seating versus reserved
Sit-down dinner or buffet
Food stations; how many?
Menu issues to consider:
Type of food
Hot or cold food; both?
Menu variety; is there a choice of entrees?
Uniqueness
Quality
Number of courses
Theme-related foods
Special dietary requirements available
Beverages considerations:
Restrictions; alcohol/beer/wine/champagne
Host or no-host bar
Full bar? Premium bar? Well bar?
Include mixes, cocktail napkins and glasses?
Alcohol beverage licensing/permits
Liquor liability insurance
Alcohol management program
Soda? Juices? Specialty water?
Tea and coffee
Beverage to be served with dinner
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Personnel considerations:
Who provides the staff, caterer or coordinator?
Bartenders; how many?
Wait persons; how many?
Bus persons; how many?
Kitchen personnel; how many?
Personnel; what is their attire?
Personnel with First Aid/CPR training?
Location considerations:
Private dining rooms
Outside/Patio
Busing stations
Foyers
Room/Table arrangements considerations:
Round tables
Rectangular tables
U-shaped, square, etc. layout
Head tables
Are tables to be numbered or identified?
Accommodations for extra people
Room/Table arrangements considerations (continued):
Space for bar(s)
Space for entertainment
Storage space/personal and equipment
How will traffic flow?
Facility/Equipment considerations and whose responsibility?
Kitchen facilities/restrictions
Tables/chairs
China, crystal and utensils
Linens; clothes and napkins
Decorations; props
Flowers, balloons, etc.
Special equipment
Preparation
Serving, etc.
Costs
Food
Beverage
Personnel
Tables/Chairs
Linens; cloths and napkins
China, crystal and utensils
Other rentals
Extra charges; overtime, security, etc.
Gratuity / Tax
Deposit amount, when due
Balance due
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Scheduling
Final head count due
Delivery date and time
Delivery access to unloading/loading
Setup time/Cleanup time
Length of service
Rental pickup date and time

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Catering Worksheet
Caterer _________________________________________ Phone _________________________________
Address ________________________________________ State __________ Zip ____________________
Consultant ______________________________________ Business Hours _________________________
Fax ____________________________________________ Emergency No. __________________________
Email __________________________________________ Web Site _______________________________

Catering Checklist
Type of Reception: (sit-down, buffet, hors doeuvres, other) _______________________________________
Types of Hors doeuvres: _____________________________ _____________________________________
_________________________________________________ Service Time: _________________________
Appetizer _________________________________________ Service Time: _________________________
Soup _____________________________________________ Service Time: _________________________
Salad _____________________________________________ Service Time: _________________________
Entrees ___________________________________________ Service Time: _________________________
Vegetables_________________________________________ Service Time: _________________________
Potatoes __________________________________________ Service Time: _________________________
Additions _________________________________________ Service Time: _________________________
DessertWedding Cake _____________________________ Service Time: _________________________
DessertOther ____________________________________ Service Time: _________________________

Service Worksheet
If Buffet, is Bridal Table Served? _________________________Service Time: ________________________
Number of Waiters/Waitresses: _____________________________________________________________
Name of Supervisor who will be there: ________________________________________________________
If party is late, will sinner be held? Is it a problem? ______________________________________________

Miscellaneous Considerations
Make a list of all services/items the caterer/location does not provide that must be covered by you
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________

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Recommended staff to guests:

Sit-down meal:

1 server per 20 guests

Buffet:

1 server per 40 guests

Sit-down or buffet:

1 captain per 250 guests

Cocktail party:

1-2 bartenders per 100 guests and 1-2 waiters per 100 guests

Dinner per Person

Number of Guests (adult) ____________

Rate per Person _______________Total ________________

Number of Guests (children) _________

Rate per Person _______________Total ________________

Alcoholic Beverages ________________

Rate per Person _______________Total ________________

Catering/Location Costs
Site Rental

$_____________

Food (from above)

$_____________

Hors d'oeuvres

$_____________

Alcoholic Beverages
(see Beverage Wksts)

$_____________

Other Beverages

$_____________

Serving Personnel

$_____________

Bartenders

$_____________

Valet Parkers

$_____________

Ice Sculpture

$_____________

Cookies/Traying Fee

$_____________

Linens

$_____________

China

$_____________

Chafers

$_____________

Rentals

$_____________

Other _____________

$_____________

Other _____________

$_____________

Totals

$_____________

Total ______________________ Deposit Paid _____________________________ Date _________________

Balance Due _____________________________ Balance Due on or Before __________________________

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Make Checks Payable To: _________________________________________________________________

Cancellation Policies & Notes
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________

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