Planning for a wedding is a humongous task as it contains a multitude of tasks that needs to be looked into in-detail. Apart from all other pre-wedding activities like finding the perfect dress, hunting down a good, reputable caterer is the most significant, if you ask us. Reserving your decided wedding date with the caterer of your choice is key, as there are chances of another eager bride beating you to it. Therefore it is here that you have to get proactive and not stop until you find that perfect caterer! It doesn't matter if you have 20 guests or even 200 – everything comes down to finding the caterer who can satisfy each and every single person coming to your wedding, no matter what their palates are.

So where do you begin this overwhelming pursuit? Don’t fret! Your answer lies in the hands of an experienced wedding caterer who can make everyone’s knees go weak with his delectable fare. But before you venture out into the sea of caterers now available, you will need to be prepared for what to expect when you approach them; therefore here are some advice and tips on the very subject.

Plan early

We have all been a wedding guest in our life right? And what is the most awaited time while at a wedding (Apart from wishing the bride and the groom, of course!)? The food! As many agree with me, “Food is the way to one’s heart”. Years later, you may forget the beautiful bride, the stunning decorations etc… but one thing that you will surely reminisce about is the taste of that delectable fare that will continue to linger in your memory. Trust me! Finding a perfect caterer is paramount. Period. Never try to push it till the last minute, as you will end up with a really bad caterer for one, second, a horrible menu and food to match. Therefore, heed our advice: plan early. Book a caterer at least 10-12 months ahead of your wedding date that is if your engagement period permits. This will give you enough time for finalizing all the other things you should settle such as the menu, price and everything that follows.  

On-site and Off-premise Caterers

So, there are two types of caterers: on-site (in-house) and off-premise caterers. On-site caterers are those who work within a particular premises and provide all catering services with that facility where you have booked the event. You will find these caterers at hotels, banquet halls and country clubs. Off-premise caterers are those who provide mobile catering services for events that are held at nearly any location – both indoors and outdoors. Your choice of caterers might be either of these, but make sure that you do not compromise on the quality of the food they serve. Do not go only by the location, as a beautiful locale will soon be forgotten, but what remains is the memory of an amazing food.  Make sure to sample the menu the caterer is offering.

Where do you begin?

You can start by asking friends, family, recent brides and other wedding vendors such as photographer, videographer etc. to provide you with their recommendations. Before you zero in on the perfect lead, speak with several caterers on phone before you set up a face-to-face interview with them. When you are interacting with each caterer, be prepared with some key details which you can fill them with, such as: your wedding date and the time of day your reception will be held, the theme you have chosen, an estimate number of guest you expect to arrive and the location of your reception (that is if you are hiring an off-premise caterer. You can also ask them for their menu card as well as the pricing information, which they can send you via mail. 

Options

Apart from choosing the perfect caterer and the menu, the caterer might present you with a list of ways he can serve the reception meal. The following will give you a brief insight into each of it:

• Buffet – in this system, the food is set out on long tables and are located in a pre-decided area if the reception room. The guests will serve themselves when the meal is a buffet. This system is very popular and is a great way for offering your guests a larger variety of food from which they can choose from.
• Sit-down dinner ­– this system is typically more expensive than buffets as the wait staff serves each course of the meal and the guests will usually have at least two meals from which they can choose.
• Food stations – at a food station, a variety of foods are set out on tables which have been dispersed throughout the pre decided areas of the reception room. Here, the guest will have to serve themselves. Each station will be of a different cuisine or menu such as the ethnic station, dessert station etc.
• Hors d’oeuvres – In this system, the food is passed around to the guests or set on tables throughout the room for guests to serve themselves.

Interview

So, now you have called several caterers. The next step is to set up the initial interview with each of them. A good plan is to interview at least 3-4 caterers with whose service you are satisfied with. This will enable you to compare prices, services and menu varieties. The most important factor is to find a caterer who is willing to incorporate your individual taste and style into your reception menu; at the same time, they should also be able to provide their own unique suggestions as that can help you both to arrive at ‘one-of –a-kind’ menu.

A reputable caterer will be able to provide you with a portfolio showcasing their earlier work; as it will help you discover the caterer’s style, work and talents.     

Here are a few of the interview questions you can ask them, before you zero in on them:

• Find out how long they have been in the catering service and are wedding events their specialty
• What does their menu offer? Are they willing to take your suggestions?
• Do they offer taste testing? If so when is it? This will help you fix a day and sample the food.
• Have they catered a wedding event in the past? What location was it held in? Are you familiar with the facility that you have chosen?
• Do they have a health permit?
• Do they serve liquor and other beverages? If yes, do they have a liquor permit?
• Is the wedding cake included in the menu or you will have to buy it separately from outside source?
• Are linens, cookery, utensils, barware, tables, chairs provided? Do they come with an additional fee?
• Do they offer a special menu for guests with dietary restrictions? (if needed)
• Is a children’s menu available? (this is a wise question to ask as the fare for a child’s meal is often a fraction of the regular price)
• Do they offer ‘vendor meals’, if needed? (for the photographer & videographer etc)
• Does the price include the service of the wait staff? How many wait staff do you require?
• What will be the attire of the wait staff?
• What kind of deposit is required to reserve their service?
• What is the balance due?
• When should you give the final head count?
• What are the cancellation policies?
• Are there overtime or travel fees?
• Is there a separate charge for the set-up and the clean-up?
• Are there any other fees that are not included?

The caterer might give you some references, always call them once you get back home; this is very important.

Finally, discuss with your partner and compare prices before you zero in on the caterer you want for your D-day! While signing the contract with the caterer, make sure that all the agreed details such as the wedding date, reception location, set-up time, menu selection, fees, number of wait staffs, service times etc are all listed correctly in it. Keep this record very safe with you.

Therefore, here is everything that you have to consider while choosing that prefect caterer. All you’re meticulous searching and hard work will defiantly be paid off when you hear guest praising you and everyone involved on your wonderful reception meal. 

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