How to choose a caterer

After setting the wedding date and locating a site for the ceremony and reception, choosing a caterer is at the top of a future bride and groom's must-do list. And finding the right caterer is one of the most important decisions that will be made. A good caterer has a wealth of knowledge and contacts, and can provide a variety of services, from creating an inspired menu, to booking a great band, finding the right photographer and assisting with floral arrangements.

To find reputable caterers in your area:

1) Ask friends, neighbors or local charities and businesses that have hosted catered events for their recommendations.
2) Call museums and historical venues to see what caterers are on their preferred catering list.
3) If you will be renting a tent, ask your tent company for caterers that they might know and trust.
4) Look on-line to see if any local caterer's web site appeals to you.

Once you have three or four caterers that you think you are interested in learning more about, call or e-mail them to request a brochure. From there, you may want to ask for a written proposal. To create a proposal, the caterer will need at least a rough overview of your wedding plans, and you should think about how you might answer the following types of questions:

1) What is the date, time, and venue of your wedding, and how many guests do you expect to invite?
2) Does your venue have a catering kitchen? What about tables and chairs? Will you need a tent?
3) What type of menu you are looking for: heavy hors d'oeuvres, a seated dinner, a buffet dinner, brunch, tea, a cook-out? If you're planning a seated or buffet dinner, will you want to offer more than one main entree? If you're planning a cocktail reception, will you want to provide enough food so that guests feel as though they've had a meal? Are there any dietary concerns to be considered (vegetarian restrictions, allergies, dislikes)?
4) What will be the general atmosphere of your wedding: casual, semi-formal, black tie?
5) Do you have a budget in mind for your wedding, and what are you looking for that budget to cover: food, rental equipment, waiters, bartenders, chefs, beverages, flowers, etc.?
6) Are there other items on your wish list, for example, specialty linens, signature beverages, party favors? Is there anything that makes you unique that might be brought into the wedding itself?

Once you have provided information along these lines, a caterer can create a proposal for you. In reviewing your proposal, you should expect to find a good interpretation of the wedding ideas that you communicated to the caterer. Has the caterer taken the time to go through your thoughts and make appropriate planning suggestions, both with regard to the menu and the type of wedding you are having? The suggested menu should be seasonal, inspired, and interesting without alienating your guests. A wedding may not be the time for culinary experimentation.

If, after reviewing a proposal, you are still interested in working with that potential caterer, the next step is to meet with the caterer, or someone on the caterer's sales staff. This is the time to flesh out menu ideas and review suggestions as to rentals and staffing. Does the caterer's price include everything that you will need? Does it include tables, chairs, linens, napkins, china, glassware, silverware, and all necessary serving pieces? Is the gratuity included? Does the caterer charge a cake cutting fee, corkage fee, or administrative fee? Are all taxes included? Are beverages included? Will you need to rent cooking equipment if your site has no kitchen facilities? If you sign a contract without asking all of these questions, you might find that items were not accounted for in the original quote, and that your price per person might increase significantly. Also, ask the caterer to bring a portfolio of their work to the meeting. Do you like what you see? Do you like the catering sales person? You will have many months to work together, so it is important that you like the person as well as the product. Will that person be there the night of the wedding? Who is the owner of the catering company?

After meeting with a potential caterer and making any revisions to the caterer's proposal, you may want to request a tasting. In recent years, much ado has been paid to the tasting when choosing a caterer. But while tastings may give you an idea of a caterer's style, the reality remains that cooking for two in a caterer's kitchen can never be compared to cooking for 150 in a tent with no running water! If you enjoy the tasting, you may want to inquire about viewing an upcoming event that the caterer is doing. Seeing an event set-up, viewing the crew, and watching how a caterer performs "on the job" is as important as the taste of the food. You may also wish to request references from recent weddings.
Well, if you've followed the recommendations outlined above, you have just made a careful, informed decision as to your choice of a caterer. It is now time to sign the contract and enjoy your wedding. Congratulations!

About the Author:
Written by Emma Roberts Capers Catering Boston, MA