This is not going to be the standard, "So you need to find a caterer within your price-range, taste the food, and viola! You've booked a caterer!" blog post. It is my desire to go deeper, and discuss the details that are often forgotten, overlooked, or mere afterthoughts in the realm of booking caterers. I'm not going to discuss the basics here, as there are plenty of other posts out there that go over those many details. 

Let's get right down to it!

PC Stonefire Grill

PC Stonefire Grill

Types of Catering

There are more than just Buffet and Plated food services to consider.

- Family Style Service is a great option for those concerned about guests waiting in long lines. It's a kind of happy medium between buffet and plated service. Rather than stand in line or wait for pre-plated meals to be served from the kitchen, platters of food are brought to and placed at the tables by servers and guests are able to dish their own plates. 

- French Style Service is another option, although much less common, because it requires a lot of staff. French Style has two servers per table plating food. One server holds the tray of food options, and the other dishes it onto each guest's plate before placing it on the table.

- Russian Style Service, also called White Glove Service, is the most formal service style. Servers in white gloves serve food items on plates already placed at the table, allowing guests to decline items they don't want. So fancy!

PC Free Hotel Management Training Blog

PC Free Hotel Management Training Blog

Pricing and Quality Considerations

Obviously, there's the general rule that "you get what you pay for" to keep in mind...especially with food! Beyond this, here are some more in-depth ideas to think about.

- Any kind of sit-down food service requires additional staffing, which can increase the bill exponentially! For every two tables of guests, one server should be there to accommodate them. Think about it as a restaurant set-up! Is it efficient for a restaurant accommodating your guest count to run on the same amount of staff as at your wedding? If you feel it’s not, then you should seriously consider adding more service staff to your catering contract.

- Unlike the myth, buffet is generally cheaper not because less food is served (based on the idea that guests decline the food they don't wish to eat) but because less service staff is needed. Buffets actually have to prepare MORE food than a plated meal might, because people serving themselves may choose more or less than a standard serving, and the caterer needs to ensure that every guest, served first or last, has every food option available. 

- Don't forget about tipping your caterer's service staff at the end of the event! Sometimes contracts include this already, but not 100% of the time. Service staff deserve to be tipped 10-15% of the total catering cost, just as waitstaff at restaurants expect tips. This tip will be split evenly between each staff member.

- Is your caterer licensed? Just because they have a website doesn't mean they're licensed to serve food. Most generally, are, but it's always smart to check. Ask to see a copy of of it. You want the food you're paying so much money for to be top-notch, so it's worth the effort to check.

- This is a more common money-saving tip, but it bears repeating. Choose seasonable produce to help control the ingredient costs. If you're having a wedding in the winter, don't choose summer fruits and veggies for the sides! This will be so much more expensive on the caterer's end, and he'd be foolish not to charge extra for it. Ask your caterer what seasonal sides he recommends serving.

PC Sweet Alexis Vegan and Allergy Friendly Bakery

PC Sweet Alexis Vegan and Allergy Friendly Bakery

Picky Eaters and Extra Meals

- As allergies and specific diets become more common, caterers are getting better about offering these specific accommodations. Take advantage of this to accommodate any friends with food allergies or preferences. Consider ordering some options for vegans and vegetarians, and serving some common allergy-friendly goodies, such as gluten-free, dairy-free, and/or nut-free sides and desserts. Making a small sign out of card stock to indicate these allergy-friendly foods will be greatly appreciated, as those with allergies often will just skip over foods that commonly contain allergens. In addition, signs indicating foods that DO have these common allergens in them will also help prevent any guests with strong allergies from having reactions!

- Vendors working the wedding have to eat too! It is courtesy to feed your photographers, DJ's, coordinators, etc. at the reception if a meal is being served. Give your caterer the vendor count, letting him know that they are vendors, as they won't need all the fancy embellishments he may be planning for your guests.

- Sometimes extra guests who didn't RSVP (or +1's who weren't invited!) show up too! Have your caterer plan for around five extra meals for unexpected guests. It's worth it to be prepared. If in the end they go unneeded, you have extra food you can take home!

- Speaking of headcount, do keep in mind that your caterer will need the final headcount number about a week before the wedding. Plan to have your final RSVP count by this time.

Wait Time

Weddings are notorious for their long buffet lines...

- Setting up the buffet tables so guests can walk down both sides of them helps eliminate guest wait time.

- Setting up serving “stations” (i.e. multiple buffet tables) can also help the line go faster.


Does your caterer offer more than just food?

- Ask your caterer if they provide rentals, such as chairs, tables, linens, tableware, etc. to consolidate vendors. Often, adding extra services to a package with a vendor you're already working with will be cheaper than adding an extra vendor to your team.  

- Does the caterer also make cakes or bar tend? This can make the menu more cohesive, eliminate additional staff, and consolidate your vendor team. 

- Remember to get as many details included in your catering contract as possible. Some good details to have on the contract (in addition to standard items, such as menu, pricing, etc.) are the caterer's arrival, set up, dinner, and tear-down times, server-to-guest ratio, and any fees, such as overtime, delivery, cake cutting, and corkage fees.

PC Grace For Dover

PC Grace For Dover

Whew! That was a lot of information! Feeling overwhelmed? Don't be! If you find the right caterer, they will walk you through the process and make your wedding food experience amazing. Questions? Feel free to ask down below.