Ultimate Guide to Booking Your Wedding Caterer
It’s no secret that food is what brings people together. Nearly every holiday, family gathering, corporate event, or first date is centered around a meal. Your wedding is no different! There’s nothing quite like sitting down with your new spouse, surrounded by your nearest and dearest, and enjoying a tasty 3-course meal.
But knowing what to look for in a caterer can be intimidating…
I’VE CREATED THIS GUIDE TO HELP YOU CONFIDENTLY BOOK YOUR WEDDING CATERER BY KNOWING THE AVAILABLE CATERING OPTIONS, WHAT QUESTIONS TO ASK BEFORE BOOKING, TIPS FOR CHOOSING A MENU, AND WHAT TO EXPECT FROM YOUR OVERALL EXPERIENCE.
Researching Caterers: what you need to know before booking
There are 3 different types of catering options available depending on your venue selection:
IN-HOUSE CATERING
The most common form of catering where the venue supplies the service, typically found in hotels, restaurants, and full service venues. In-house catering provides an experience that is simple, consistent and professional but can come with limitations in terms of the menu, style and pricing.
Venue Examples: North Ranch Country Club, Spanish Hills Country Club, Lodge at Malibou Lake
2. PREFERRED CATERING
The venue provides a list of preferred caterers for the client to choose from. These trusted vendors are hand-picked by the venue and guarantee excellent service, while also providing a wider variety of options to choose from.
Venue Examples: Rancho Las Lomas, Hartley Botanica
3. OPEN CATERING
Some venues such as private estates, historic buildings, art galleries, or museums allow any licensed caterer to work there. Open catering provides the most freedom of choice, but the level of professionalism and experience with your particular venue is not guaranteed. Make sure to read past client reviews and be thorough in your research before booking.
Venue Examples: Saddlerock Ranch, Kim Sing Theatre, Deer Creek Ridge
The 4 most common types of food service:
Plated
A formal sit-down meal typically consisting of bread service, two main courses (a salad and entree) and optional plated dessert. This style sets the stage for a more luxury experience, but does limit the options for your guests. It also comes at a higher ticket cost due to the larger staffing requirements.
2. Buffet or Food Stations
A more casual, buffet-style spread where guests can choose from a variety of dishes. Your DJ or coordinator will formally dismiss your guests to line up and either serve themselves, or be served by a member of the staff. This style provides more options in a less structured atmosphere.
3. Family-Style
A sit-down meal where each table is presented with large portions of entrees and sides for your guests to self-serve. This style is convenient and casual, but can come at a higher cost due to needed proportions and potential waste.
4. Cocktail Reception
The least common form of catering service where guests will stand, mingle and enjoy hor d’oeuvres either passed by a butler or stationed at a table. This style encourages more genuine interaction and dancing in a casual, friendly setting.
Important questions to ask your caterer before booking
Is my event date available?
How many other events could you have on the same day/week?
Do you offer bar packages and bartenders?
What are your most popular dishes?
Is my menu customizable?
What services are included in the package?
What is your typical server-to-guest ratio?
Is gratuity included in the service fees?
Are tableware & event rentals included?
What kitchen and catering rentals for set-up are needed?
What are the differences between the service styles for the company?
What are the available vendor meals and what do they cost?
How do you handle dietary restrictions and allergies?
What is the last possible date to make a menu or service change?
When are the final guest count and final payment due?
What are your cancellation, rescheduling, and COVID policies?
Choosing a Menu
What to expect at a tasting:
For most tastings, expect to spend 1-2 hours testing different dishes and chatting about your expectations, menu, and questions. Keep in mind, however, that not every company offers a complimentary tasting service and the number of food items available to try may vary.
How to prepare for your tasting:
Before scheduling a tasting, make sure to have 2-4 quotes from different catering companies that fit your style and budget. This way your can compare services and narrow it down to 1-2 potential vendors. (If you have in-house catering, you can actually do the tasting closer to the event date about 3-4 months prior.)
2. Before attending your tasting, think about any specifics you may want/need included in your service such as: signature cocktail(s), late night snack(s), passed champagne, a dessert station, vegan/vegetarian/gluten free options, etc.
3. Go in with an open mind and willingness to try everything as it is meant to be served. This will allow you to get the full guest experience and any modifications can be made from there.
4. Bring along a friend or two for an extra opinion. Each person will have a different experience and taste preference which will help you make a more well-rounded decision.
5. Finally, take notes and photos during the tasting so you can remember each dish and experience.
Final Tips to Keep in Mind WheN Booking Your Wedding Caterer
Catering, along with your venue and planner, should be one of the first vendors that you book (about 10+ months prior.)
Have a set wedding budget, guest count, and timeline in mind.
Read reviews from other couples and look at LOTS of food photos.
Come prepared with a list of questions to have answered in person at the tasting.
Make sure to have your wedding planner or coordinator guide you when it comes to service needs and logistics.
