Catering (2).pdf

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Catering / Guidelines / WorksheetYour caterer can play an important role in helping you plan your event. Caterers’ servicesrange 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 acaterer whose professionalism and judgment you can depend upon.

Know Your CatererMost caterers are knowledgeable about the different locations available in their area. Somecaterers are off-prem, meaning they bring their equipment and food to your facility, whileothers cater out of their own facility. It is your decision whether you use the caterer’s facilityor not. Off-prem caterers have their own equipment, which enables you to choose from alarger selection of sites. Choose a caterer who has enough experience to handle theunexpected, 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 beserviced, the number of serving personnel and other details pertaining to food will depend a loton the facility.

It is important to have a good rapport with your caterer. Be direct and realistic with him/herabout your budget so that the caterer can do the best possible job for you. Give the caterer thepurpose 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 surethe caterer has a state license as well as liability insurance. This can save you time andemotional stress.

Caterers offer many different types of food. Ask about your caterer’s specialty items, and thendecide what type of menu will suit your event. Specialized ethnic food could be an addedattraction to the food display. Caterers can subcontract other food caterers for specializedtypes of food, thereby adding a variety to your menu.

Check the facility’s alcoholic restrictions. Consider a host or no-host bar. Know which namebrands are available. Ask if the bar includes mixes, cocktail napkins and glasses. If servingalcohol, make sure the caterer has on-premise and off-premise alcohol beverage permits as wellas liquor liability insurance. Review the caterer's alcohol management program. Has their staffbeen trained to handle guests who are obviously inebriated?

There are bartender catering services that handle all of the alcoholic requirements. This is theirmain business and have all the supplies, alcohol, insurance and staff. They do not provide thefood.

Your caterer should know the limitations and restrictions of your facility, such as time(s) forsetup, hour limitations and kitchen availability. Give your caterer a schedule of the event sohe/she can determine how long service personnel will be needed from setup to cleanup. Inquireif there are extra costs for personnel, including bartenders. Carefully coordinate all cateringdeliveries and access to the loading entrance with other vendors.

Catering costs usually encompass four different categories—food, beverage, equipment andstaff. Your menu, depending upon your budget, the facility and type of setup, can include


cocktails and hors d’oeuvres, buffet stations or a formal sit-down dinner, alcoholic andnonalcoholic beverages, and a dessert.

Payment procedures will vary among caterers, however, a sizable down payment is usuallyrequired with the balance due the day of the event. Asking for a total of all costsbeforehand—fees, gratuities, extra charges, taxes, overtime, payment schedules andcancellation policy—will help you avoid last-minute surprises.

The MenuThe menu will be partially determined by the time of day you select. Brunch, lunch, and a lightdinner are all acceptable choices for a morning or early afternoon reception. Late afternoonlends itself to a tea reception, cocktails and hors d’oeuvres, or a light supper. Eveningreceptions can consist of cocktails and hors d’oeuvres 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, anddessert, with an emphasis on hors d’oeuvres.

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. Horsd’oeuvre quantities are limited when preceding the formal dinner.

Buffets provide guests with a choice of two or three entrees, and a minimum of fouraccompanying vegetables. Appetizer or soup and salad courses can be presented at the guests’tables or you may substitute heavy hors d’oeuvres.

Dining Stations, a popular form of buffet, are small displays each dedicated to different typesor themes of food, scattered throughout the room.

Cocktail Receptions feature a wide variety, up to 12 selections, of substantial hors d’oeuvresgenerally hand-passed. A buffet of additional hot hors d’oeuvres and a carving station are oftenincluded.

Tea Receptions offer bite-sized sandwiches and sweets, with a limited selection of beverages.

Choosing a Menu Within Your BudgetCatering costs are based on a per-person charge. Most caterers offer a variety of sample menusthat can be adjusted for price. Keep in mind, though, that the total cost will be greater due tothe 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 inyour own for a slightly reduced price. Savings, however, may be eliminated if the caterercharges a cake-cutting fee.

Ask your caterer if special dietary needs, such as kosher, low-sodium, low fat, or vegetariancan be met.


If you are inviting children to the reception, ask what type of children’s menu or discount isoffered. Special meals of chicken fingers or hamburgers, french fries, corn, and applesauce arebig 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. Thesepeople do not need to be fed the same meal as your guests; family-style platters or sandwichtrays, accompanied by soft drinks will be sufficient and should cost significantly less than yourper-guest cost.

Questions for Your Caterer1. 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 afew 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 atthe 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 anemergency, 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 sit-down meal, one staff member for every 15-20 guests, at a buffet or cocktail reception, onefor 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 alsoinclude the DJ and table centerpieces. Are there separate corkage, cake-cutting, and/orcookie-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 mayprepare the meal especially for you or make arrangements for you to unobtrusively visitanother wedding reception to sample the food and view the presentation.


Catering GuidelinesCatering 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 caterer’s 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 timeHours for: Cocktails/Refreshments;

If a open bar, closing time?Hors d’oeuvres; if butler-style, servings?First Course Main Course Cake Cutting

The different serving styles:Informal versus formalHors d’oeuvres/butler- or buffet-styleOpen seating versus reservedSit-down dinner or buffetFood stations; how many?

Menu issues to consider:Type of foodHot or cold food; both?Menu variety; is there a choice of entrees?UniquenessQualityNumber of coursesTheme-related foodsSpecial dietary requirements available

Beverages considerations:Restrictions; alcohol/beer/wine/champagneHost or no-host barFull bar? Premium bar? Well bar?Include mixes, cocktail napkins and glasses?Alcohol beverage licensing/permitsLiquor liability insuranceAlcohol management programSoda? Juices? Specialty water?Tea and coffeeBeverage to be served with dinner


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 roomsOutside/PatioBusing stationsFoyers

Room/Table arrangements considerations:Round tablesRectangular tablesU-shaped, square, etc. layoutHead tablesAre tables to be numbered or identified?Accommodations for extra people

Room/Table arrangements considerations (continued):Space for bar(s)Space for entertainmentStorage space/personal and equipmentHow will traffic flow?

Facility/Equipment considerations and whose responsibility?Kitchen facilities/restrictionsTables/chairsChina, crystal and utensilsLinens; clothes and napkinsDecorations; propsFlowers, balloons, etc.Special equipmentPreparationServing, etc.

CostsFoodBeveragePersonnelTables/ChairsLinens; cloths and napkinsChina, crystal and utensilsOther rentalsExtra charges; overtime, security, etc.Gratuity / TaxDeposit amount, when dueBalance due


SchedulingFinal head count dueDelivery date and timeDelivery access to unloading/loadingSetup time/Cleanup timeLength of service

Rental pickup date and time


Catering WorksheetCaterer _________________________________________ Phone _________________________________

Address ________________________________________ State __________ Zip ____________________

Consultant ______________________________________ Business Hours _________________________

Fax ____________________________________________ Emergency No. __________________________

Email __________________________________________ Web Site _______________________________

Catering ChecklistType of Reception: (sit-down, buffet, hors d’oeuvres, other) _______________________________________

Types of Hors d’oeuvres: _____________________________ _____________________________________

_________________________________________________ Service Time: _________________________

Appetizer _________________________________________ Service Time: _________________________

Soup _____________________________________________ Service Time: _________________________

Salad _____________________________________________ Service Time: _________________________

Entrees ___________________________________________ Service Time: _________________________

Vegetables_________________________________________ Service Time: _________________________

Potatoes __________________________________________ Service Time: _________________________

Additions _________________________________________ Service Time: _________________________

Dessert—Wedding Cake _____________________________ Service Time: _________________________

Dessert—Other ____________________________________ Service Time: _________________________

Service WorksheetIf 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 ConsiderationsMake 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 PersonNumber of Guests (adult) ____________ Rate per Person _______________Total ________________

Number of Guests (children) _________ Rate per Person _______________Total ________________

Alcoholic Beverages ________________ Rate per Person _______________Total ________________

Catering/Location CostsSite 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 __________________________


Make Checks Payable To: _________________________________________________________________

Cancellation Policies & Notes

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