Caterer Worksheet

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 entrée, 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