CATERER WORKSHEET
Name of Caterer__________________________________________________________
Contact Person___________________________________________________________
Address_________________________________________________________________
Phone #_________________________________________________________________
Email address____________________________________________________________
Web site URL____________________________________________________________
Location, Location, Location!
Location of Event_________________________________ � ____Indoors� ____Outdoors
Address of the Location____________________________________________________
Phone # of the Location____________________________________________________
Directions_______________________________________________________________
Is there a kitchen facility with refrigerators, ovens, and barbecues on site?
____Yes� ____No
Comments ______________________________________________________________
__________Date of the Event
__________Scheduled Time to Serve the Hors d'oeuvres/Cocktails
__________Scheduled Time to Serve the Meal
__________Scheduled Departure Time
Type of Wedding Reception or Event
Type of Event/Theme
___Wedding Reception
___Rehearsal Dinner
___Private Party
___Other________________________________________________________________
_____Formal Sit-down Dinner�Styles:� ___ American� ____Russian� ____French
- American or standard is when the food is plated and portioned in the kitchen and
the guest is served the plate of food while sitting down at the table. - Russian is where the food is plattered and the server portions and serves each
guest a portion of the entr�e, starch, and vegetable, served with a fork and spoon. - French is carted and prepared tableside. The platters are presented to the guest
and the guests pass and serve themselves.
_____Buffet� (American style: people stand in a food line)
_____Does your caterer provide the servers or is the buffet self-serve? _____________
_____Family Style� (Guests help themselves to food in the middle of their own table).
_____Hors d?oeuvres� _____Passed� _____ Stationary
_____Bar/Beverage Service� (Type: buffet bar service or bar service)________________
_____Alcohol --- Do you have a liquor license? ________________________________
_____Will they provide bartender(s)? Is there an extra charge? ____________________
_____Who is supplying the liquor, water, ice, etc? _______________________________
_____Wedding Cake Cutting/Service
Is this service included? Does the caterer provide the wedding cake or do I need
to hire an outside baker/cake designer? ____________________________________
_____Is the champagne toasting service included � ___Yes� ___No
Menus
_____Prior to meeting with your caterer, go over the menus. Select a menu from their
sample menus or request a custom menu.
_____Discuss the style of food preparation. Are their ingredients/produce fresh?
Do they sub-contact with other chefs/bakeries?
_____Discuss the size and portions with your caterer
Comments__________________________________________________________
Menu Selected (Beverages, Hors d?oeuvres, Main Course, Salads, Side Dishes, Breads, Dessert)
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Budget
Total Catering Budget $____________________________________________________
$______Reception/Event Site
_______Initial Head Count/Number of Guests
_______Final Head Count (Ask your caterer when the final head count is due.
Generally, most caterers want a final count 1-2 weeks prior to the event).
$______Cost per guest
(Don?t forget to ask if there are different prices for children.
Ask about the cost per serving your DJ, Band, Photographer, or Wedding
Professionals)_____________________________________________________
_______Gratuity/Service Charge Included?� _____Yes� ____No
_______% If no, what is the percentage of the service charge?
_______% Taxes?
_______Deposit required � ___Yes� ___No
$______How much and when is the deposit due? ________________________________
_______May I make payments? �___Yes� ___No� When is the final payment due?_______
_______Is the set-up and clean up included in the basic price?� ___Yes� ___No
$______Overtime Charge___________________________________________________
$______Alcohol/Beverage costs (Ask about corkage/bartender(s) fees)______________
_______Rentals: Do you provide linens, tables, chairs, china, glassware, silverware,
serving accessories, etc.
Are rentals included in the overall cost?� __Yes� __No
Do they provide the rentals or are they from a rental company?� ___Yes�___No
If no, write the name, address, and phone number of rental company or ask
your caterer to handle the rental details_________________________________
$______Total Rental Cost
Comments_______________________________________________________
_______ Select colors for your event for the table clothes, napkins, etc. The caterer
needs to know what your colors/themes are to reflect your style on the buffet or
other tables. Some people have their florists or their caterers decorate the
tables with flowers, centerpieces, or decorations.
________________________________________________________________
$______Wedding cake cost. Is it baked by the caterer or an outside baker?___________
Details, Details, Details!
_______Hours of Service___________________________________________________
_______Staff to Guest Ratio_________________________________________________
_______Staff Dress Code (Formal or casual)____________________________________
_______Contract� ___ Yes� ___No (Read the fine print)
_______Refunds/cancellation terms___________________________________________
_______?Leftover? policy__________________________________________________
_______Ask your caterer about his/her experience, background, culinary education.
________________________________________________________________
_______Has your caterer handled your type of event before?� ___Yes� ___No
_______Has your caterer handled the same number of guests that your event has?
_______Licenses/Insurance/Health Permits� ____Yes� ___No
_______References (Ask for letters of recommendations or for phone numbers of
previous catering clients).____________________________________________
_______Customer Service (Do you feel comfortable with your caterer, is he/she available
to answer your questions)? ___________________________________________
_______Ask for a tasting/consultation_________________________________________
Is there a fee for a ?tasting? and can I bring the bride/groom, friend, or family
member? _________________________________________________________
_______Look at pictures of past events your caterer has designed.
_______FINALLY! Once you have interviewed, met your caterer, and perhaps sampled
the food -- Book your favorite caterer!
Bon Appetit!
Copyright 2000 � Frances King, Moosetta?s Creative Caterers
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