A Sumptuous Fare: Choosing a Caterer by Diana Estigarribia

   When Mary Johnson began her search for caterers this year, she was certain only that she wanted to avoid serving "rubber chicken" at the reception. Then issues she never considered sprang to mind. "I found, only after major prodding, that the amount of time food would be available to my guests was very limited. 'Eating' included time the caterer used for setup and for dismantling," she says. She made sure the caterer gave her guests extra time at the buffet and ensured that food would be replenished often. "If I hadn't pinned that person down to specifics, I would have been stuck with a pretty pitiful buffet."

   As Mary discovered, the choice of a caterer will be one of the most important decision of your wedding. In terms of budget, the food bill is your biggest expense; in terms of experience, you'll want all your guests to remember the fabulous fare, and of course, you'll want something you can savor, too.

   Catering at your wedding may be as easy as the reception site you pick. At full-service hotels, resorts, and reception halls, catering is done in-house. If your choice of site does not provide catering, you'll have to find an independent wedding professional to handle the service. At minimum, most caterers provide all the food for the cocktail hour and reception, liquor, serving staff, bartenders, and equipment rentals (dinnerware, linens, etc.) but others may even help you with table design, limousines, and flowers. It varies, which is why it's important to hire the right professional to fill your needs.

   Quiz Your Caterer

   Looking for a caterer should begin as soon as you've picked a wedding date, and certainly by four to six months prior to the big event. Some caterers can do events on shorter notice, but it is better for all if you get moving on this planning aspect quickly, so you're not disappointed.

   Once you have a short list of candidates, start making appointments to meet with each caterer in person. The interview is very important to the process: you'll want someone with whom you're comfortable and who will provide the services you want.

   At the interview, ask questions. Does the caterer often do weddings and similar events, and have they handled the amount of guests you're planning on? Request references and make some calls.

   What will the guest-to-staff ratio be? Specify what services are included and what details they do not handle. Will they provide the cake? If not, you will have to obtain an independent baker. Who will be supervisor or manager running the show on your wedding day? Make sure someone on staff will be on-site during the entire length of your party. Finally, ask to see licenses, proof of liability insurance, and current permit from the Health Department.

   Choosing Cuisine

   Caterers have a number of set menus to choose from. Some can create custom menus, and if you have any special dietary or meal requests, the interview is the time to discuss them. Also, determine the amount of food to be served as well as portion sizes. Determine cleanup procedures, recycling, etc.

   Ask if your caterer does its own food preparation, or if it sub-contracts certain food items to other chefs or caterers. The key is to know who exactly is doing what. And this is the fun part: you get to be a taste-tester. Try out the food and cake, if and whenever possible.

   Settling the Bill

   Fees are usually based on the number of guests you plan to have at your wedding. You'll need to have a rough idea of your total guests when you first sit down with a caterer; the final count will come a couple of weeks before the wedding date. It will be applied on a per-person basis depending on the type of food and amount of food provided. Also, if liquor services are included, make certain what additional fees apply. Service charges and sales tax are extra, usually 15%. Be prepared to put down 50-70% of the final cost. Get a payment schedule, as with all details, as part of the contract, in writing.

    Finally, review the contract and make sure the following is included:

1. Date, time, location of your wedding, including hours of service to be provided
2. Date you need to provide final head count
3. List of services to be provided (for example, buffet, seated meal, etc.)
4. The menu
5. Fees, including any extras, payment schedule, and when the final balance is due
6. The supervisor or manager handling your wedding
7. The caterer's cancellation policy

    Follow these tips and you're certain to get the kind of service you want and deserve.