Unless your reception location also caterers events, you’ll need to find a caterer to prepare the meal for your wedding reception. Here are some tips for finding, interviewing and working with caterers.

Finding a Caterer

Before you start meeting with prospective caterers, you should know a few things about your wedding. What is your budget for food and drinks? How many guests are you expecting? What type of meal do you want: sit-down, buffet, cocktail reception, etc.? Have you thought about the bar: open, cash, beer/wine only?

Once you know the answers to these questions, start looking for caterers to interview. Talk with friends, family, and your other wedding vendors about caterers they’ve used or caterers who worked weddings they’ve attended. Attend bridal shows and talk to catering companies set up there.  If there’s a restaurant you love, ask the management whether they provide catering services. Your reception site may also have a list of preferred caterers – these are often businesses who have worked at the location in the past. Site managers often prefer to work with these catering companies and may require you to choose from this list. (And don't forget the list of caterers in our vendor directory!)

Questions to Ask

Here are some questions to ask when you meet with prospective caterers:

• How long has the caterer been in business? How many weddings have they done? What is their background?
• What are the caterer’s specialties?
• How many weddings does the caterer work in a day? In a weekend?
• Is the caterer licensed and insured?
• Do they offer a package deal that includes everything you need?
• Do they have wait staff available? Is there an extra charge for their time? What does the wait staff wear? How many will be at your wedding?
• Do they have tables, chairs and serving equipment? Who provides linen, silverware, china and glassware?
• Can they supply the cake? Is there a cake-cutting fee?
• Make sure the caterer can work with the menu you have in mind and any dietary restrictions you or your guests have. Can they prepare dishes that are not on their standard menus, such as family recipes?
• Are children’s options available?
• Where will the food be prepared – on site or at the caterer’s facility? Do they use fresh food? Frozen food? Local food?
• Can you sample their meal options?
• What happens to leftovers? (Some couples like to donate their leftovers to a shelter or soup kitchen.)
• Ask to see photographs of past table and food displays.
• Can they provide bartenders and bar service?
• Are taxes and tips included?
• Ask for a list of references. Can you visit an event they’re catering?
• When do they need a final guest count by?
• What other fees are there?
• How much deposit is required?

Working with Your Caterer

Once you’ve chosen your caterer, the work doesn’t stop. You’ll need to meet to plan a menu, choose drinks for the bar and give a final head count a couple of weeks before the wedding. You should also check with your reception location to find out when the caterer can come in and set up and what kind of kitchen and prep areas are available for him or her to use.