Your wedding caterer will do far more than just prepare your wedding menu. Not only will they help coordinate the wedding reception timeline and the flow of the dinner but, in most cases, they'll also supply the tableware rentals, stock the bar and may even bake the wedding cake (no pressure!). So after you narrow down your list of potential caterers, here are the questions you should ask them. Why you want to know: This means the caterer has met local health department standards (always good!) and carries liability insurance. Make sure the caterer also has a liquor license if you're going to be serving alcohol. Why you want to know: Anyone serving alcohol needs to have this type of insurance, including a wedding caterer. If your wedding guests leave your party after taking advantage of the open bar and injure themselves, a third party or damage property, you could be held responsible. Liquor liability insurance will minimize how much you'll have to pay if something goes wrong.
Why you want to know: References can tell you what you may not find out just by talking to the caterer, including what it's like to work with this company or individual. Get at least two references who had a similar number of wedding guests and reception menu style. Why you want to know: Sometimes, caterers will stack two or more events onto the same day or weekend. This doesn't have to be a deal breaker by any means, but you want to be sure that if the caterer does have other events, your wedding will get the staff and attention it deserves. Why you want to know: If you have a particular type of cuisine in mind, use a caterer who specializes in it. Not only will they have all the right resources but the caterer will also know how to properly prepare the food, meaning better and tastier results. Let's face it, asking a sushi chef to create a country-French menu probably isn't going to end well. Why you want to know: This just means that the caterer, in addition to food preparation, will handle everything from the table settings to bar service and cleanup.
What's included depends on the catering company and the packages they offer. If it isn't full service, you'll have to find (and pay) additional staff. Why you want to know: A good chunk of your budget will go to catering, so take some time to carefully weigh your options when choosing a caterer. How many appetizer and entrée choices come with the package? Are costs itemized depending on the foods you choose or does the caterer offer an all-inclusive rate? Packages can save you some serious money, especially if you plan on having a lengthy guest list. Most catering packages include appetizers, a salad, entrée and dessert (or cake), plus coffee service and, in some cases, wine. If your caterer does offer multiple packages, ask for sample menus to determine which one works best for you. Why you want to know: Your caterer needs to know your menu choices by a certain date so they'll have all the ingredients ready to go for the day of your wedding. Decide on your RSVP date based on when your caterer needs a final head count.
Why you want to know: A caterer may be willing to work with special dietary restrictions, but it could mean additional costs. If offering a special meal to certain family and friends is important to you, but the caterer's fees are hefty, you might have to find room from elsewhere in your budget or look for another caterer. Why you want to know: You will need to feed some of your wedding pros who'll be there at your reception, like your photographer, wedding planner and your DJ (as well as their assistants). If you're hosting a child-friendly reception, plan for those too. Depending on the caterer, some could charge you half of the normal guest meal cost while others could have you paying full price. Why you want to know: Reading reviews of a wedding caterer is one thing, but you'll need to taste the food yourself to be sure. Definitely opt to do it beforehand if possible—it will allow you to make an informed decision and prevent you from getting locked in with a second-rate caterer.
Why you want to know: Some wedding caterers can produce a fabulous confection, but other caterers don't specialize in wedding cakes. Ask to see past examples of the caterer's work to get an idea of their cake-baking skills. If you're less than impressed, you might want to hire a separate wedding cake baker. Why you want to know: If a caterer doesn't outfit their events with these necessary items and your wedding venue doesn't have them on hand either, you'll have to rent them yourself—which can quickly add up. Even if a caterer does have them, ask to see them to make sure they're up to par. Why you want to know: Top caterers say they always use their own serving personnel, even if the wedding venue's staff is available. They know the ins and outs of how the company operates, so they're better able to provide seamless service. You'll want about three waiters for every six tables for a sit-down meal. Why you want to know: You want to make sure the catering staff dresses appropriately for the tone and style of your wedding.
If you're planning a black-tie wedding, you might not want waiters in polo shirts. Why you want to know: The bar can be a big cost, so give it some extra attention. There are usually two ways caterers (or wedding venues) charge for bars: either by a set fee per person or by the amount of alcohol consumed. If they go with the latter method, at the end of the party, your bartender will count all the used and partially used bottles of wine and beer (and sometimes by the glass for mixed drinks) and total up your bill. Why you want to know: Most catering companies provide the bar and alcohol, but supplying it yourself can save you money. If you want to take the latter route, check with the caterer or wedding venue first—they might charge a corkage fee for every bottle opened, which could slash any savings. Why you want to know: Ideally, you should have four cocktail waiters for every 100 wedding guests and one bartender for every 50 wedding guests to make sure your guests aren't hanging around with empty glasses.
Additional staff will cost extra, so factor in that cost. Why you want to know: You need these details in order to coordinate with your wedding venue and determine a time when your caterer can start setting up. You also need to know how much time the caterer needs for cleanup, because some venues may have a restriction on how late staff can stay. Not all companies will include setup and breakdown in their pricing, meaning you'll have to pay the wedding venue or caterer extra—or hire outside help to do it for you. Why you want to know: If the caterer has to bring in equipment, there may be an additional fee. So before you decide on a company, make sure you know what type of facilities your wedding venue has and the potential obstacles this could pose for the type of caterer. Why you want to know: If the answer is no, you'll need to enlist the help of your wedding planner or day-of coordinator, a family member or friend to deal with these wedding details. No matter who's putting them out, give them instructions (and a photo) of how you want them displayed at the wedding reception.