Toronto Wedding Planner | Distinct Occasions Weddings | Destination Wedding Planner » Luxe Weddings & Events for Cool Couples.

 

First Things First ~ What Do You Want?

 

The first key decision of finding the right caterer for you is to determine just what it is you want. Consider the type of food – cajun, mexican, japanese, etc. What style presentation and service would you prefer? Family style, food stations, passed hors d’oeurves, french style, buffet. Defining your catering needs makes it easier to recognize when you’ve found the caterer who can meet them.

THE BASICS ~ BEFORE YOU CONTACT A CATERER

 

1. What is your wedding date? What time is food needed?
2. What is your location? Do they have an on-site caterer, exclusive caterer or preferred caterers?
3. What is your budget and how many guests?
4. What style of meal do you want? Gourmet? Casual? Traditional?
5. How many courses? Appetizers? Late Night items? Edible Wedding Favors?
6. Do you need “full service” catering? Someone who can handle all of your rentals as well as the food? Bar as well?

 

1. Ask friends/colleagues for referrals. Think of past events you’ve attended that you loved. Who created them?
2. Ask your Wedding Vendors – especially your WEDDING PLANNER – it’s our job to know who is the best of the best in our market and we’re more than happy to indulge you in our personal favourites to suit your needs.
3. Consider unusual options – love the food at the local restaurant down the street? Talk to the manager and/or Owner to see if they provide catering services!

Narrow Down Your Options

 

Once you’ve found a few promising caterers, you need to determine which one can best match your needs. You’re going to have to ask a lot of questions and make a few observations to find the right one.

 

Call Prospective Caterers

 

• Are they available for your date? How many events do they take on per day?
• What is their pricing like for your menu ideas? Does it fit within your budget?
• What types of food/cuisine do they provide? What is their “piece de resistance”? What has made them “famous”?
• Are all of their ingredients fresh or frozen? Do they use certified organic food when possible?
• Are they licenced to serve food and liquor? Are they adequately insured?
• Can they deal with allergies (ex. peanuts)?
• What services are included with your package? (staffing, rentals, permits)
• Do you get to do a tasting of your chosen menu? When? Can you make changes from your tasting? How many people can be invited to the tasting?

Check References and Credentials

 

An often overlooked part of the process – checking references and credentials is key. You want to make sure who you choose is the best – so ask questions!

THE BASICS – PICKING THE BEST OF THE BEST

 

Once you’ve eliminated service providers that don’t seem like a good fit, schedule face-to-face meetings to find the best match for your event.

 

Menu:

 

1. Ask the caterer for photos of past work – what does the presentation look like?
2. Is all the food prepared on-site? Can you tour the facility? Check for cleanliness!
3. Choose your menu and type of service:
   1. Do you want a regional, seasonal or ethnic menu?
   2. Are there food allergies/dietary restrictions?
   3. Do you want something very modern or classic? New and trendy or tried and true?
4. Tell the caterer what you kind of atmosphere you are trying to create and what you have in mind for food type and the number of courses so that they can draft a catering proposal.
5. Book a tasting for the menu that you’ve selected.

THE BASICS – MENU TASTINGS FOR YOUR WEDDING

1. Most caterers will offer a gratis (free) tasting to clients using a Wedding Planner. However, some do charge a nominal fee for a food tasting when you have not signed an agreement to use said Caterer prior to the tasting. It is worthwhile even to do a paid caterer to ensure it’s the RIGHT caterer for you.
2. Always ask how many can attend the menu tasting (tip: your Wedding Planner should be one of them).
3. NEVER schedule more than one tasting in a day (trust me, your gut can’t handle it – their a LOT of food).

THE BASICS – BOOKING YOUR WEDDING CATERER

 

Once you’ve found your caterer the fun doesn’t stop there! To make sure their service shines and creates a memorable meal for your big day don’t forget to:

 

• Do a site visit with your caterer.
• Finalize your menu choices & pricing.
• Create an Event Itinerary (see your Wedding Planner).

 

 

THE BASICS – CATERING CONTRACTS

Sign a contract – READ IT – insist on changes if necessary!
Your Wedding Caterer’s contract should include:

 

• The location (by its exact name, date, time and duration of your event).
• The number of guests, price per guest, and overall price.
• Details, such as when the food will be served and how long the bar will be open.
• Financial and business details, such as deposit amount and proof of insurance.
• Specify the cancellation and refund policy!

Sign your contract, pay your deposit – VOILA! You’ve hired your very own wedding caterer!