10 Important but Often Overlooked Details to Confirm with Your Caterer
Planning an event is a complex process, and your catering service plays a vital role in its success. While some customers might only focus on the menu and presentation, several crucial details are often overlooked. The food is often the biggest expense in planning your wedding, don’t leave your investment in it up to chance. Here are 10 important but frequently forgotten points to confirm with your event caterer to ensure a smooth and memorable experience.
Offsite catering demands a lot of the caterer, and many details you may not notice while dining in a restaurant need to be accounted for. Will they be bussing tables? If water glasses and pitchers are rented will they be refilled? Who is providing linens for the appetizer display? Caterers and event planners that work together often, as preferred vendors, can work together to make sure those details are covered. But if you’re working with a new caterer or event, where everything needs to be brought in, there are many questions to answer.
1. Dietary Restrictions and Allergies
Make sure your caterer is fully informed about any dietary restrictions, allergies, or special dietary preferences among your guests. Confirm how they can accommodate gluten-free, vegan, nut-free, or other specific needs. They should be able to easily tell you what they can accommodate, how those meals will be served, and what alternatives might be available. If a guest has a severe allergy, it’s worth asking if their kitchen is nut-free, or how items avoid cross-contamination. If these questions can’t be answered, they might not be educated enough to provide a safe meal for those who need it.
2. Serving Style
Clarify whether the catering will be buffet-style, plated service, family-style, or passed hors d’oeuvres. Each style affects the event flow and guest experience differently. In addition, items like food stations or passed hors d’oeuvres may incur an additional service fee that you as the customer should be prepared for.
Head chef and owner Jon Charais plates dessert at a Valentine’s wine dinner.
3. Set up and Cleanup Responsibilities
Understand who is responsible for setup and cleanup. Some caterers include this in their service, while others may charge extra or expect the event host or guests to handle it. If you have a certain tablescape in mind, confirm if they will be setting tables with utensils and plates ahead of time. If you’re hosting a buffet, understand who will be releasing tables for dinner. It is common practice these days that the DJ will release tables for dinner, but some caterers might prefer to do it themselves.
If the venue provides garbage cans and disposable glasses, etc. who will handle emptying the trash if needed during the evening? Often the venue will take care of any physical needs that aren’t directly related to food. If you have a separate bar or bartending service, you’ll need to confirm who is responsible for water and ice throughout the evening.
4. Presentation
Along with setting tables ahead of time, or including plates and napkin rolls on a buffet line, make it known to the caterer if you have certain linens or florals to include alongside any food presentation. If there is a theme you’d like followed, share that as well. Will you be sharing menus at each table? Or do you prefer the caterer to have a listed menu at the buffet table? How will you indicate which guests need a dietary restriction.
5. Equipment and Rentals
If you already have a venue reserved, you should first request a list of items that are included from them. If you start with a basic, empty event hall or even family barn, you will need to account for every detail including chairs for the ceremony and for dinner in addition to tables for dinner for guests, cocktail hour, as well as the buffet, appetizers, bar, gifts, or dessert. Linens for any and all of those tables could be covered by the venue, a rental company, or your caterer. Make sure to understand what is provided, and what you will be responsible for sourcing.
A close up of stainless steel utensils available for rent.
If you choose to do heavy hors d’oeuvres or passed appetizers instead of a sit down meal, you should consider tallboy cocktail tables for guests to pause and set their drinks down. Do not assume that because you have rented a table, a linen will be provided.
6. Timing and Schedule
Confirm the delivery and serving timeline. This includes when the food will arrive, how long it will be kept warm, and how the serving will fit into the event’s schedule. If there are certain portions of the event that you do not want disturbed, such as speeches at dinner, make that known. This is especially important if you ceremony venue also doubles as your reception venue, and there are shared spaces. Your caterer should provide or confirm a day-of contact with you and the venue, so that you don’t need to worry about who to call if problems should arise.
7. Menu Customization and Tasting Sessions
Caterers often have a standard menu selection to choose from, but everything can be adjusted. They should be able to accommodate a tasting. Scheduling a tasting allows you to get a feel for the service style, make adjustments to certain menu items, and sample several entrees if you are having a hard time deciding. This ensures your selections meet your expectations and align with the event theme. You might be surprised by something new!
8. Beverages and Alcohol Policies
Discuss beverage options, including whether they provide alcohol or if you must arrange separately. There are many options available in this day in age, including full bar service, beer or cocktail trailers, mobile bars with bartenders, or bulk cocktails or kegs ordered from your local bar or store. Clarify any corkage fees or restrictions on outside beverages with the venue.
9. Pricing and Payment Terms
Get a detailed, written quote that breaks down pricing by food, service, rentals, and gratuities. Confirm payment deadlines and cancellation policies to avoid surprises. If a deposit is required, confirm what the refund policy is.
10. Licenses and Insurance
Ensure your caterer has all necessary licenses and insurance coverage. This safeguards you and your event against potential liabilities.
Most importantly, your caterer should never make you feel that you are asking for too many details or over communicating. You deserve to receive excellent service and have your concerns or questions answered.
Confirming these often-overlooked details with your event caterer can help your event run flawlessly and leave a lasting impression on your guests. A well-planned catering experience is a key ingredient in enjoying your event and focusing on connecting with guests. The most important thing to remember is that this is your day. Don’t be concerned about what you think others might enjoy. What you like, is what you should go with.
If you are starting the planning process and feeling overwhelmed, or just want to sit back and enjoy the journey a bit more, we highly recommend working with an event planner or wedding coordinator. They help cover all the necessary details so you can be in the moment. Our preferred event partner is A-Mazing Events, based out of Kimberly, WI. With more than 25 years of experience in the event planning industry, they have seen it all, from company picnics and tradeshows, to small and large weddings, and themed high-end fundraisers, you can trust in them to execute at a high level.
If you’d like to talk more about hiring Valley Catering for an event that you have coming up, feel free to reach out via phone (listed below) or submit a contact form and someone will respond to you shortly.
