When searching for a caterer, the taste of their menu items and how they will be presented on your wedding day are just two of the many things to think about. If this is your first time talking to a potential caterer, other factors will have a great impact on the way your wedding day flows. Here are some questions about catering that many couples do not think about before signing their catering contract:
- How is the Staffing for My Guest Count?
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Many couples assume that the caterer will have enough staff to provide food service for their wedding. Typically, caterers only provide an assurance of the required staff based on your number of guests and the style of service. Therefore, in order to negotiate your contract, you must first determine what type of service you are looking for at your event and how many servers, bartenders, and kitchen staff will be present on the day of your event.
Having more staff at your event will enable you and your guests to receive timely service without long waits for food and beverages. It will also allow guests to relax and enjoy the service.
- How Do You Accommodate Your Guests’ Dietary Restrictions and/or Allergies?
All caterers should respond to dietary restriction/accommodation requests satisfactorily. One aspect of service that many caterers will not clarify for couples is that it is very important to have a system of tracking allergy information, avoiding cross-contamination, and delivering the correct meal to the right guest on the day of the event. A system for tracking dietary restrictions, allergies, and meal requests can prevent confusion and last-minute reallocation of food
- Is the Food Being Prepared Onsite or Is It Being Reheated?
Couples typically do not consider this question, but it has a significant influence on both quality and timing. Some companies will prepare all food items onsite, while others will create a complete menu beforehand/.
They may only reheat the food when they arrive at your reception site. There is nothing wrong with either way of preparing food. However, understanding what the company does allows for setting expectations in regards to freshness, texture, and the timing of when the food will be served.
- What Piece of Equipment Will the Caterer Use to Roast/Bake?
The foundation for successful meal preparation from a catering company is the equipment they will use to prepare the meal. To determine what type of oven or cooking equipment your catering company will use, ask them what type of oven they will use and whether they intend to use your venue’s kitchen.
If you’re looking for an example of a reputable manufacturer of commercial ovens and their specifications, consider looking into the Vulcan commercial oven range. They have an extensive catalog of commercial cooking equipment with specifications for each type of commercial cooking appliance, including capacity and performance.
- Is There Enough Oven Capacity for the Entire Menu?
Is your oven capacity sufficient for the entire menu for all guests? In addition to having good equipment, the space you have available is also very important. You should ask your catering company whether all the menu items can be cooked or finished at the same time for your number of guests, especially when there will be multiple courses that require baking. If oven capacity is limited, it can affect the speed of service, the temperature of the food, and the presentation.
- What If Equipment / Power Fails?
Equipment failure and power outages are unpleasant topics, but it is essential to have Plan B in place in case something goes wrong with your oven, refrigerator, or power source, especially if you’re having an outdoor or off-site wedding. An experienced caterer plans for this type of thing before it happens.
- What Is the Flexibility of the Timeline?
Since weddings rarely run exactly as planned, it would be good to know how much buffer time is available in your wedding caterer’s timeline and how they handle delays from extended ceremonies, speeches, or impromptu dance floor moments. The more flexible they are, the less rushed and chaotic your dinner will feel.
- Do Caterers Offer Late Night Snacks?
Late-night snacks have become very popular with couples, but they typically get overlooked when selecting a caterer. Inquire about the options they provide, how they are served, and if they provide extra staff that extend late into the night to make sure all your guests have something to eat after they have danced for hours. Having a small snack available at that time will be a great surprise for your guests.
- Who Is Responsible for Providing Rentals and Setting Them Up?
Before selecting a caterer, be sure to ask them if they will be providing everything in terms of tables, linens, etc., and if they are responsible for setting up and taking down the rentals. This will eliminate last-minute problems that may arise between you and your caterer due to misunderstandings about who has responsibilities on the day of the event.
- How Will Waste and Clean-up Be Dealt With After the Event?
Who is responsible for providing the rental items and setting them up for you? Before making a decision about your caterer, please ask them about what they will be providing you, including the tables, linens, and anything else needed. Find out if your caterer has access to the rental company’s contact information to set up and take down the rentals.
Being clear about the responsibilities between you and your caterer will eliminate any possible miscommunication or confusion about who must do what on the day of your wedding.
- Who Will Be Your Main Point of Contact on Your Wedding Day?
Most couples think that whoever they interacted with on the day of their tasting appointment will be at their wedding. Confirm with your venue that you have a designated point of contact on that day, and make sure this person will be present.
If you have a designated point of contact on your wedding day, you can handle small questions and issues before they become large issues.
- How Will You Handle Last-Minute Changes to Your Menu and/or Guest Count?
Even though you may have done everything possible to prepare for your wedding, things can change. Inquire about the time frames and deadlines that you will need to meet for submitting the final menu choices and final guest counts, and if there will be any penalties incurred for making changes to the final guest count or menu after the deadline.
Understanding a vendor’s flexibility regarding any last-minute changes can give you the confidence to make your planning decisions without feeling rushed to
- What Is Coordination Between Food and Beverage Service?
Food and beverage services should work together seamlessly, and this requires coordination. Inquire about how the bar and catering teams coordinate when they are serving food and drinks, especially during the cocktail hour and dinner service.
Knowing the timing of cocktail refreshes, wine service types, and being aware if a catering company’s staff will adjust their positions during the meal service will help create a professional atmosphere for the guests on the day of the event.
Endnote
Working with a good caterer is not just about having great food. It is about preparation, processes, and experience. The above questions will give insight into how your caterer will operate behind the scenes during your event and where the real ‘magic’ happens. The best caterers will have answers to all of the above questions, and will appreciate that you have put thought into your arrangements.
