Wedding Catering FAQs

With wedding planning comes questions – and you are not alone if you have a long list to ask! Here are answers to some of the most commonly asked wedding catering questions.

  • How much is a wedding for 200 people?
    I am starting with this one because it seems like it would have an obvious answer, but it really doesn’t.  There is a common misconception when it comes to catering costs – in reality, there is not a flat rate per person for catering as a whole.  Whenever I get this question, I can only answer with MORE questions because there are so many factors that go into a quote.  Did you want a plated dinner, action stations or buffet? Any food for cocktail hour? Open bar, consumption bar, cash bar or bartender only? How many hours will your event be? Where is your event? The list goes on…
    Every caterer has their own style, not only with their cooking but with their execution. When you are looking for quotes, start with your date (or tentative date).  Ask the caterer if they are available that date, and ask them what they need from you to generate a quote.  If you don’t have answers to some of their questions, tell them what you think you would like, but that the detail is still flexible/TBD.  Vendors need a starting point in order to give you an estimate.  Telling them you are “unsure” to half of their questions will not get you the quote you want.  If they have to fill in the gaps for you, you may end up with a quote that is totally opposite of what you had in mind, and it could scare you away from an awesome vendor.
  • Do I need to include all guests in the head count?
    YES, 1,000% yes.  I can’t emphasize this enough.  If a guest is coming to your reception, they are assuming they are getting fed with everyone else and you should want to feed them!  You are hosting an important event; everyone that made it onto your guest list is important to you, and therefore you want to treat them as such.  There are two exceptions to this:
    1. “Cocktail Reception to Follow” – These are the only four words that will help you reduce the amount of food provided without disappointing guests.  When guests see this on their invite, it implies you will not be providing a full meal at the reception. In this scenario, you are ordering hors d’oeuvres by the dozen and/or a variety of displays that will each only feed around 75% of your guests.  All guests will still enjoy some items, but not every guest will be able to enjoy every item.  I get a lot of couples with the mindset of “when it runs out, it’s out”, and that’s okay as long as you are okay with some guests not eating a little bit of everything.  With this style, you want to make sure you are still covering at least 75% of your guest count.
    2. Action Stations/Specialty Items – We often get couples that want to feature an item that is special to them but know not everyone will even want to try it.  As long as your main meal has everyone included in your count, it is okay to have a partial count for the unique item. We want you to add your personal spin to things, after all, it is YOUR day!  Don’t be afraid to add in the cool Asian Taco Fusion Station – you just need to make sure everyone is fed outside of that.  You should also consider including a few extra people in the unique item count – you never know who may branch out and love the cool new food you just introduced to them!
  • Can I try the food before my wedding?
    Absolutely!  Every caterer has their own approach to tastings.  Some provide a private tasting, where you try only the items you are considering for your day. Others host group tastings or open houses.  With these types of tastings, you are trying a variety of items from their menu.  Some of it may be what you are considering for your event, or it may not. There is less customization with group/open house tastings; however, there is a bigger variety to help you try a little bit of everything.
    If you wish to try the food before signing with a caterer, ask them about their policy and potential pricing.  Just like the booked event tastings, caterers all have different approaches to tastings prior to booking. 
  • What is included in the service charge?
    The service charge is a percentage applied to overall event costs, which is why it can fluctuate as you tweak your menu and event details.  On average, the service charge is 18 – 22% of your total cost.  It covers all of the back-end costs that go into the event aside from the food itself.   Most companies do not charge for the large cooking/serving ware, tastings (after booking), walk-throughs, meetings, food/rental transport and delivery, insurance certificates, etc.  This fee offsets all of the costs to ensure your event runs perfectly!  Many believe service charge is the staffing and/or gratuity, but that is not always the case.  Labor typically is a separate charge and unless stated, gratuities are not included.  In my opinion, gratuities are never expected but always greatly appreciated!
    Sometimes it can be hard to stomach such a hefty charge – but consider all that is needed to feed your guests.  Imagine trying to cook Thanksgiving dinner in a field for 15 – 25 people. What would you need to make it happen?  Now multiply that 10 times.  It adds up faster than you’d expect!  Caterers are essentially restaurants on-the-go, and the service charge helps cover the “go”.
  • Do I really need the amount of staff you included in your quote?
    If a professional caterer recommends it, trust them! They do this all the time and know what it takes to execute your event.  If you have quotes from four different caterers, and one has double the staff that the others have for the exact same type of menu, it’s okay to ask that caterer how they calculate their staffing.  The same goes for a caterer who quoted far less staff than the others you are comparing it to – the last thing you want is an understaffed event.  Caterers typically staff 1 server for every 25 – 30 guests with a buffet dinner, and 1 server for every 15 – 18 guests with a plated dinner.  These ratios can vary depending on the timeline, venue layout, rentals provided and menu.  It never hurts to ask, but know that most caterers staff only what is necessary to make your wedding run smoothly.

So there you have it, five of the most commonly asked wedding catering questions!  I hope these answers and explanations help ease your mind and maybe even make your wedding planning a little less stressful.  It is easy to get overwhelmed by a vendor’s quote if you don’t understand what all the charges mean or all the work that is going into the task at hand.  It is important to not let these charges take away any of the joy or excitement of your special day.  A great caterer will be able to work with you and your budget in order to compromise on getting you what you want at a price you can afford.  Don’t be afraid to shop around for a caterer you can trust and feel comfortable with, you want to be able to enjoy not only your wedding day but the whole planning process.  Happy wedding planning!

Why You Need A Signature Cocktail at Your Wedding

Are you looking for a unique way to jazz up your reception without spending any extra cash? A great way to add a personal touch without adding to your bill is a signature drink! There are many wedding bar options, if you are unsure of them, take a look at this Wedding Bar 101 post which breaks down the positives and negatives of all you wedding bar choices in order to ensure you choose the right fit for you!  No matter which option you choose, a signature drink can always be incorporated and makes things fun.  Below are a few cocktail ideas for the upcoming Spring 2017 wedding season!

  • Pink Grapefruit Ginger– This cocktail includes selections that are popular on the cocktail scene at the moment – Gin, Pink Grapefruit, Ginger Ale, Lemon
  • Blood Orange Mimosa– It doesn’t have to be brunch for a mimosa on a refreshing spring day – Sparkling Wine, Fresh blood orange juice
  • Blueberry Orange Smash– A twist of fresh fruit in a bourbon cocktail – Blueberries, Bourbon, Orange Bitters, Vanilla

These are just a few options to get the ideas flowing.  You could also incorporate your theme into the signature drinks or even your wedding colors.  When it comes to cocktails, the possibilities are endless!

Bonus tip: if you have already decided on having an open bar during your reception a signature cocktail can be created and incorporated into your event for no extra charge at all!  Alcohol is no cheap commodity, so if you decided to splurge on the open bar, you might as well make the most of it!  Most caterers will create special cocktails unique to your event without charging you extra for this service because the liquor is already part of your bar package.  Now that’s a win-win!

Happy Wedding Planning!

Save or Splurge – The Guide to Making Your Wedding Budget Work

The longer you have been planning your wedding, the more you have dealt with the juggle between what you want and what you actually need. There are so many options and features when it comes to a wedding, how do you decide what to prioritize for your budget? Here are a few tips for things you should keep as well as things you may want to ditch.

Programs – SAVE
Realistically, guests don’t need a program to know what happens – there’s no intermission and if they are at your wedding, they know your name.  Not to mention, ceremonies always end with ‘I do’!  Other than the five aunts, grandparents, and close family friends who have watched you grow up, not many people will care to have a program as a keepsake.  If you feel a program is a must-have, keep it simple and only print enough for the first 3 rows on each side. The most important people who care to have a program tend to have reserved seats closer to the front. To ensure they each get one, have your house party or coordinator place them on each chair in those special rows. If you have any leftovers, leave them by the sign-in book for others to grab.

Specialty Linens – SPLURGE & SAVE
It might sound confusing, but it’s simple – splurge on your important tables and keep the others basic.  Your sweetheart/head table, cake, gift, and welcome tables get the most attention, so it makes sense to deck those out!  Spare yourself from going overboard – no one will have eyes on random guest table #11, it can have a basic linen without hurting your wallet or anyone’s feelings.

Cocktail Hour Bites – SPLURGE
I may be biased, but I feel offering food is never a waste, especially after your guests have just sat through your ceremony.  Depending on what time dinner begins, some of your guests may get a bit cranky waiting for the main meal.  Cocktail hour is designed to keep your guests happy and entertained while you are taking photos.  Food is the easiest way to do this, and it doesn’t break the bank!  Passed hors d’oeuvres can be ordered per person or per dozen, which makes them more flexible for your budget.

Top Shelf Bar – SAVE
I see a lot of couples who feel pressured to offer nothing but the best for their guests, but realistically, guests are happy to spend the day with you!  Offering a well or call level bar is nothing to be ashamed of, after all,  an open bar is an open bar!  As long as guests don’t have to pull out their wallets, they won’t care what you are serving.  Some wedding budgets don’t have room to host open bar for more than 2 hours (or any drinks at all) and that’s okay too!  Don’t stress about it.  If you are worried about impressing a guest based off of what you have paid for them to enjoy, maybe they aren’t the right guest to keep on the list.  Offer whatever works for your budget and know that your guests will have a great time.

For most couples, maintaining your budget is the most stressful part of the wedding planning process.  I hope these tips help you to better prioritize where your wedding budget is going.  In the end, this day is all about you and your new spouse celebrating your love.  Whether you spend top dollar on every aspect of your event or go the money saving route for everything you can, your guest will just be happy to be able to share the wonderful memories to come with you!  You’ll be surprised at how well some money saving tips can ease the stress on your budget and your mind.  Happy wedding planning!