Reception Food and Beverages

Reception Food and Beverages

Food

Choosing the right caterer is very important. The catering expert will be able to help you choose the proper menu for the time of day your reception is being held. Many caterers will let you sample different dishes to decide on what to serve and to see how the plates will actually be displayed for your guests. Generally, the caterers will supply all the dishes, flatware, glasses, cups, saucers, and table linens. They will also be able to assist you in setting up the tables and also give you ideas for decorations, etc.

The cost will largely depend on the service the caterer will provide. Some caterers will charge a flat rate or on a per-person basis. Ask what the staff-to-guest ratio will be (one waiter per 8-10 guests for a seated meal is usually adequate). Are all costs including gratuity included in the meal cost? You will probably need to give a final headcount estimate at least one week in advance. Ask if they prepare extra food for a certain percentage over your estimate, if so you may be able to underestimate and still be covered. It's a good bet that someone who has RSVP'd yes will not show up. On the other hand, you could have a few unexpected guests, so be thoughtful in your final numbers. Be sure to get all cost estimates in writing.

For things to consider when interviewing caterers, click here.

For low cost catering ideas, click here.

For a handy caterer worksheet, click here.

For tips on proportions for doing your own catering and preparing your own food, click here.

Cake

Your wedding cake is important not only for photos, but for taste. Be sure to sample a variety of wedding cakes before choosing a baker. Many sites will wave the cutting/serving fee in lieu of serving other deserts. Or, you may want to have both, in which case there will probably be a charge for serving the wedding cake. See Cake Ordering and Cutting for more details regarding the cake.

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Beverages

Depending on the location you choose for your reception, you will need to make a careful decision about the liquor or other beverages you plan to serve. You will need to decide whether you want an open bar or cash bar. Then you need to decide on the types of beverages you will serve. This item is one of the major expenses of your reception.

If your reception is in a hotel or restaurant, most likely you will not be allowed to provide your own stock. Check with the banquet manager on the cost to you. Some let you decide to pay on a per-drink basis or a flat fee per-person basis. House brands of liquor are less expensive than premium brands. Ask how they handle obviously intoxicated guests and do they continue to serve them? You may want to offer taxi service or designated drivers if you have guests who should not drive home.

Many guests will appreciate nonalcoholic beverages, such as punch, mineral water, soft drinks, coffee, tea (decaf also), and something sparkling for the toast.

If your reception is in a hall or a private home, you may have to supply your own beverages. Contact your local liquor dealer, who will be able to assist you in determining the types of liquor to serve and the quantities needed. Again, planning in advance will allow you to watch for sales on these items and buying by the case will give you discounts. Also, be sure to ask about returning unopened, unused bottles for cash.

Some things to consider when ordering liquor: the ages of your guests, the time of day of the reception and how long it will go, inside or outside reception, etc. Also, do you think more of your guests are beer drinkers or wine drinkers or mixed drink people. This will determine somewhat the variety of what you buy. Some people may also specify certain brands of liquor that they prefer and soda water, tonic water, etc.

Your best bet would be to talk with the liquor store (where you will be purchasing the alcohol). They know how many cups a keg of beer holds (you can get different sizes). You might be able to figure out a bottle of booze by dividing 1 1/2 to 2 oz. of liquor in the total oz. size of the bottle. 60 oz of Windsor = 30 to 40 drinks, a bottle of wine = 4 - 6 glasses, etc. You could figure 1-2 drinks per hour per drinking guest. Also check if you can return any unopened bottles or kegs for your money back.

For the champagne toast, you can probably get 6-7 glasses per bottle (depending again on the size of the bottle). So you need to figure out how many people will get champagne glasses (children probably won't). Also you may want some non-alcoholic for those who do not/cannot drink alcohol. For instance, for 100 drinking/toasting guests at one glass per person, you would need 17 bottles.

For wine with dinner, figure 2 glasses per person, so at 5 glasses per bottle, for 100 drinking guests you would need 40 bottles.

You may consider hiring several bartenders for 100 guests. One for every 50 guests for the cocktail hour and then one per seventy guests after the cocktail hour works well.