Selecting a caterer for your wedding can be quite overwhelming, particularly if your venue requires you to source one independently. Remember though, a caterer's lacklustre website doesn't necessarily reflect their culinary expertise or service quality. So, how does one determine the right caterer, and more crucially, what queries should you pose to find your perfect match?
Whilst you'll naturally ask about availability and pricing, here are 13 lesser-known yet crucial questions to pose to potential caterers that will help you make an informed decision.
1. Do you have previous experience at our chosen venue?
Among all wedding service providers (photographers, coordinators, videographers, florists and the like), caterers face perhaps the greatest challenge when working at unfamiliar venues. If a catering service hasn't previously worked at your chosen location, or if you're hosting a garden wedding, it's crucial they conduct a thorough site inspection. For any on-site food preparation, they'll need to assess kitchen facilities, power sources, available work surfaces, space constraints and more. You might need to provide certain items (potentially increasing costs) or they may incorporate these into their fee. Either way, you'll want clarity on approximate costs (to avoid unexpected charges) - something they'll be well-versed in if they've worked at your venue before.
Don't fret if they haven't - just ensure you explore the following questions thoroughly.
2. What exactly does your fee encompass?
Numerous elements may or may not be included in a caterer's quoted price. Consider checking for:
- VAT
- service charges
- gratuity
- staff costs
- cake-cutting service
- bar staff
- alcoholic beverages
- mixers, garnishes, etc. for the bar
- soft drinks and water for the bar
- table service during meals (water refills, wine service, etc.)
- table provision
- chair provision
- table linen (including tablecloths and serviettes)
- crockery hire (including plates, cutlery and glassware)
- serving equipment (warming dishes, cake displays, serving utensils, etc.)
- kitchen equipment (ovens, hobs, warmers, refrigeration, etc.) if not provided by venue
- waste bins/bin liners
Whether these items are included in their initial quote isn't necessarily crucial. However, if they're not included, be prepared for additional expenses.
3. Will you handle table arrangements?
Typically, if your caterer supplies the crockery, cutlery, and glassware, they will undertake the responsibility of arranging the tables for dinner. If not, you or your designated person will need to manage this task, and depending on your guest count, available assistance, and specific requirements, it can be quite time-consuming.
Having overseen numerous weddings where this responsibility fell to me, my team and I are always delighted to assist if the caterers aren't handling it. Moreover, even when caterers DO include this service, we're more than happy to collaborate with them. #teamwork
4. What is the source of your ingredients?
If you prioritise locally-sourced ingredients, it's essential to enquire about their origin. Are they frozen or fresh? Do they use organic produce? Are the ingredients seasonal? These details matter.
5. Is there flexibility in your menu, or are we limited to pre-determined options?
Sometimes, incorporating a cherished family recipe or special dish holds significant meaning. Whilst some caterers willingly collaborate to craft your perfect menu, others prefer to stick to their tried-and-tested specialities. Whatever your preference, it's worth discussing. If you're keen on specific ethnic or cultural dishes, confirm their expertise. Not every caterer excels in all culinary traditions.
6. What duration should we expect for service?
This aspect is particularly crucial to me. I thoroughly enjoy savouring a lovely wedding breakfast, allowing a brief moment for digestion, before joining the festivities. Increasingly, couples express concerns about prolonged dinner services. A professional caterer can accurately estimate service duration based on your chosen style (plated dinner, buffet, stations, etc.) and guest numbers. Venue facilities also influence timing, but if they estimate three hours for dinner when your reception spans just four hours, you might need to reconsider. Best to clarify this beforehand rather than pressuring the chef on your wedding day.
7. Can we arrange a pre-wedding tasting?
I consider this factor absolutely essential. If you've previously experienced their catering at another wedding or event, you'll have a solid understanding of their culinary standards and presentation. If not, pre-wedding tastings are crucial. Some include tastings in their package, others limit the number of tastings or charge additionally; policies vary by caterer. Clarify what's included rather than making assumptions.
8. Considering our event schedule, when will you commence setup?
I've been quite startled in the past when collaborating with caterers who arrive at the eleventh hour for a wedding. Being someone who prefers to allow for contingencies because anything might crop up, I've encountered situations where we've had to devise solutions for caterers arriving just before service, often coinciding with your ceremony (if at the same venue). This can be rather disruptive and certainly less than ideal, so I strongly advise enquiring about their typical arrival timeframe.
Do note that if they aren't providing refreshments for your drinks reception, their arrival time will be based on the commencement of THEIR service rather than the start of the reception.
9. Do you accommodate dietary requirements for children, vendors, and guests with special needs?
An increasing number of couples are hosting guests with specific dietary restrictions (particularly gluten-free and vegan/vegetarian options) that require attention. Most caterers are quite accommodating with such requests when informed in advance. Unlike restaurants with extensive kitchen supplies, caterers need prior notification of dietary requirements to prevent any kitchen complications.
Regarding children's meals, it's reassuring to know that classic options like "fish fingers and chips" are available, and these, along with vendor meals, often come at a reduced cost (especially when alcohol is factored into the per-person price).
10. Following our guest count submission, are adjustments permitted?
For reasons unknown, guest cancellations are becoming increasingly common, which is always challenging for couples. Generally, your final numbers are required by the caterer/venue between 1-2 weeks prior to the wedding. Between this deadline and the wedding day, changes may occur. Do enquire about their final cut-off date for amendments.
(Caterers implement such deadlines to ensure precise food ordering, minimising waste whilst guaranteeing sufficient portions)
11. What becomes of the surplus food?
When dining at a restaurant, unfinished portions are typically packaged for takeaway. Depending on your caterer (or venue), this may or may not be possible. Some caterers will provide leftover food, either in their containers or ones you must supply. Others don't offer this option. If you're interested in keeping leftovers, confirm this possibility beforehand and understand their requirements.
12. How do you manage staff gratuities?
This ties in with question #2, but if gratuity isn't included in your final invoice, do enquire about typical tipping practices from previous clients. Is there an option to provide a single gratuity to be distributed amongst all staff? Should you specifically tip the maître d'? What about the bar staff? You wouldn't want anyone to feel underappreciated simply due to miscommunication. For DPNAK clients, I maintain a comprehensive guide covering all aspects of tipping.
13. What attire does your staff wear?
The appearance of your catering team should harmonise with your event's ambiance and level of formality. For a black-tie celebration, staff in casual attire like t-shirts and cargo trousers would be inappropriate. Similarly, white-glove service might feel rather out of place at a relaxed garden barbecue.
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