13 Not-So-Obvious Questions to ask a Caterer
A few years ago, I wrote an article titled “11 Not-So-Obvious Questions to Ask Your Photographer”. Thanks to a few pins on Pinterest, that article is still circulating the interwebs and, well, that’s just awesome. Naturally, with my love for practicality and logic, I thought I’d follow it up with another Not-So-Obvious article.
If your wedding venue requires you to hire your own caterer, the task can be daunting. But, just because a caterer has a crap-tastic website, doesn’t mean they have bad food or service. So, how are you supposed to know who to hire and, more importantly, what questions should you ask in order to find “the one”?
While there will always be the obvious “are you available on my date?” and “how much?” questions, below are 13 of the not-so-obvious questions to ask a caterer that will help you narrow down your search.
Photo by Hoffer Photography from Amanda and Kirsten’s Wedding
1. Have you worked at our venue before?
Out of all the wedding industry roles (photographer, coordinator, videographer, florist, etc.), I would have to say that it is most difficult to be a caterer when it comes to new venues. If a catering company has never worked at your venue before, or if you’re planning a backyard wedding, it’s important for the catering company to scope it out. If they are doing any type of cooking or preparing on site, they’ll need to know if there’s a kitchen, where electricity is, how many working surfaces they’ll have, how much space, etc. Things may need to be supplied by you (which means an additional cost) or they may lump it into their fee, but either way you’ll want to know before booking approximately what things are going to cost (to avoid surprises) and having worked at your venue before, they’ll know.
If they haven’t, it’s still ok. But be sure to keep going with these questions.
2. What is included in your fees?
There are a TON of things that may or may not be included in a caterer’s fees. Things to check for would be:
tax
gratuities
service fees
staff
cake cutting fees
bartenders
alcohol
mixers, fruits, etc. for bar
water, soft drinks, etc. for bar
drink service during dinner (ice water, wine pouring, etc.)
tables
chairs
linens (including table cloths and napkins)
dish rentals (including plates, silverware and glassware)
serving ware (chaffing dishes, cake stands, serving spoons, etc.)
facilities (oven, stove, warmers, fridge, etc.) if the venue does not provide
garbage cans/liners
Whether they do or do not include it in their quoted price, it doesn’t matter. But if they do not, realize it may be an added expense for you.
Photo by Hoffer Photography from Amanda and Kirsten’s Wedding
3. Will you set the tables for us?
In most cases, if your caterer provides the dishes, silverware and glassware, they will take on the responsibility of setting the tables for dinner. If they do not, either you or someone you appoint will need to take care of this task and depending on the amount of guests, help and details you may have, it isn’t always a quick job.
There have been many weddings where this responsibility has been mine and the team and I are always happy to help with this if the caterers can not. And more often than not, if a caterer DOES include this, we are happy to pitch in and help them as well. #teamwork
4. Where does your food come from?
If locally-sourced food is important to you, be sure to ask where the food comes from. Is it frozen? Is it organic? Is it fresh? Is it seasonal?
5. Is your menu flexible or can we only pick from pre-selected options?
Sometimes a family recipe or food item means a lot to you and should be incorporated into your wedding. Some caterers will offer to work with you to create the perfect menu, others prefer to work off of the items they have perfected themselves. Either way, whatever is important to you, it’s good to ask. If you have a specific ethnic or cultural food that you’d like, be sure they can accommodate. Not all caterers can rock all specialties.
Photo by Hoffer Photography from Nicci and Frank’s Wedding
6. How long does a typical service take?
This is HUGE to me, personally. I LOVE sitting down to a beautiful dinner at a wedding, letting my food settle for a small spec of time and then get my party on. More and more, I hear couples say “I just don’t want dinner to take forever”. A great caterer knows long a service will take based on the type of service (plated dinner, buffet, stations, etc.) and the number of guests that you have. Other factors will include the venue facilities too, but if the caterer estimates a three-hour dinner period and your reception is only four hours, it might not be a good fit. Know this in advance so you aren’t barking at the chef the day of the wedding to hurry it up.
7. Can we do a tasting in advance?
This also feels like a really important factor to me. If you’ve had their food before, either at another wedding or event they’ve catered, you have a strong idea of their food and presentation. If not, it’s crucial to taste things in advance. Some include tastings in the cost, some limit the number of tastings, others charge, it really depends on them. But find out what’s included and never assume that it is.
8. Based on the timing of our events, what time will you arrive to start setting up?
It has shocked me in the past when working with caterers who arrive very last-minute for a wedding. I’m one who likes to leave some wiggle room because anything can happen, but there have been times where we’ve had to come up with a solution for caterers who arrive last-minute and often at the same time that your ceremony is going on (if the same site). This can be disturbing and definitely not ideal so I recommend finding how far in advance they typically arrive.
Keep in mind, if they are not providing food for your cocktail hour, they will arrive based on the start of THEIR service and not necessarily the start of cocktails.
9. Do you offer options for kids, vendors, and guests with special dietary needs?
More and more couples are working with guests with dietary restrictions (particularly gluten-free and vegan/vegetarian) that need tending to. Most caterers are happy to help with this request if they know in advance. Unlike a restaurant who has more options in the kitchen, caterers should be made aware of any dietary situations to avoid any chaos in the kitchen.
For children, it’s great to know the standard “chicken fingers and fries” is an option and often these and vendor meals can be offered at a lower cost (especially if alcohol is figured into the total cost per person).
Photo by Armen Elliott Photography
10. Once we send you our guest count, do you allow changes to be made?
I’m not sure why, but more guests are canceling last-minute and this is never fun for couples. Typically, your guest count is due to the caterer/venue anywhere from 1-2 weeks before the wedding. From that due date to the point of the wedding, there may very well be changes to that number. Ask your caterer what the final cut off date will be to make any changes.
(The reason that a caterer has such a cut-off date is so they can order the proper amount of food without having too much waste and obviously ensuring there is enough)
11. What happens with the leftovers?
When you go to a restaurant and order a meal, whatever you don’t eat is often placed in a doggy bag to take home. Depending on your caterer (or venue) this may or may not be an option. Some caterers will give you any leftover food, either in their own containers or containers you are required to provide. Others do not. If you want any leftovers, find out if it’s possible in advance and what they need to make it happen.
12. How do you handle gratuity for your staff?
This goes in-hand with question #2, but if gratuity is not included in your final bill ask how past clients typically tip the staff. Can you give one tip to be shared amongst everyone? Does just the maitre’d get tipped? Bartenders? You don’t want anyone to think you’re ungrateful just because of a lack of communication. And if you need help on “how much to tip”, I’ve got a handy list that covers it all nicely for all DPNAK clients.
13. What does your staff wear?
Depending on the style of your event, you’ll want to make sure your catering staff blend in nicely and professionally. If you have a black-tie event, the servers should not be wearing t-shirts and cargos. If you’re having a backyard BBQ, a white-glove service is likely going to feel disjointed.
Photo by Luv Lens Photography from Ali and Ross’s Wedding
In closing…
Keep in mind, there are no “right” or “wrong” answers to any of these questions to a caterer necessarily. BUT you should be in agreement with their answers. If not, there is nothing wrong with finding a wedding caterer who does match your style and needs. Once again, it is extremely important that you gel with your vendors. I can’t stress that enough.
