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

Low Cost Catering Ideas

LOW-COST CATERING IDEAS by Frances King

Many people cannot afford a lavish four-course sit down dinner or a full buffet feast for their wedding or event. In most cases, the food and beverages are the largest expenses of a wedding or party. You need to consider the time of the day of your reception or party. The time of your event plays an important role in the type of menu that you are planning. Your guests will expect different types and amounts of food depending on the time of the day of your affair.

General Meal Times:
Breakfast 9:00 a.m. to 11:00 a.m.
Brunch 11 a.m. to 2 p.m.
Lunch 12:00 p.m. to 3:30 p.m.
High Tea/Snacks 2 p.m. to 4 p.m.
Dinner/Cocktails 5 p.m. to 8 p.m.
Passed or Stationary Hors d'oeuvres 8 p.m. and later
Dessert 9:00 p.m. to 10:30 p.m.

If you cannot afford a fully catered event here are some low-cost party ideas. Do not forget to serve beverages and wedding cake if you are getting married. Even the simplest of foods can appear special when presented with flair. In addition, time of year and the corresponding temperatures should be a large factor in menu planning. Generally buffets are cheaper than sit-down meals because the caterer has to provide less waitstaff.

A Tea Reception

A tea reception is inexpensive and it should be held between 2 p.m. and 4 p.m. Tea and coffee is served with a variety of "tea sandwiches" also known as "dainties." The crusts are cut off of these small sandwiches. Tarts, scones, and pastries may be served, as well. Make sure that you add "Tea Reception Following Ceremony" on your wedding invitations.

A Salad Luncheon/Reception

A salad luncheon reception is wonderful if your wedding is late morning. In addition, this type of meal is cheaper than a sit-down meal or buffet. Offer a wide selection of salads such various pasta salads, potato, rice salads, Chinese salads, coleslaw, fruit salads, gelatins with fruit, and green salads. Provide a few salad dressings, fruits, and breads. Include "Salad Reception Following Ceremony" in your invitation.

Hors d'oeuvres Reception or Deli/Party Trays Reception

This type of reception/event is appropriate between 11 a.m. and 5 p.m. or after an evening wedding. Provide light finger foods such as chips and dips, fruit and vegetable platters, cheeses, and crackers. Write "Light Hors d'oeuvres Reception Following Ceremony" on the invitations. If you would like to include more substantial foods that are more filling include meat and cheese trays, shrimp cocktails, oysters, egg rolls, sausages, chicken wings, and tea sandwiches. Include "Hors d'oeuvres Reception Following Ceremony" if you are serving appetizers with meats.

Hors d'oeuvres and Cocktail Reception

This type of reception or party is similar to the one above in regards to time and menus. However, you are serving hors d'oeuvres, cocktails, and non-alcoholic beverages. Include "Hors d'oeuvres and Cocktail Reception Following Ceremony" on your invitations. Request your caterer to include bartending staff.

Decadent Dessert Reception or Dessert Party

This type of reception is suitable between 1 p.m. to 4 p.m. or after an evening wedding. Serve an extensive assortment of rich desserts such as cheese cakes, tarts, tortes, cookies, pies, cakes, pastries, cobblers, biscotti, ice cream, sundaes, and candies. Serve coffee, tea, and other beverages. Add "Dessert Reception Following Ceremony" to your invitations.

A Simple Cake and Punch Reception

You can "Let them eat cake" as long as your event is not during a normal mealtime. Have a simple but elegant cake and punch reception. It must be planned for the mid morning, for the mid afternoon, or for after an evening wedding. In addition, you may include some candies, cookies, and nuts to the menu. Be certain to include "Cake and Punch Reception Following Ceremony." This will inform the guests ahead of time not to expect a full meal.

Other Cost Considerations Location/Rental Equipment

Does the site include tables or chairs or do you have to rent them? Do not forget that you many need to rent tents, linens, and kitchen facilities. You many cut costs by using paper and plastic goods instead of glassware, china plates, cloth napkins, and silverware.

Waitstaff/Duration of the Event

How long is the event? If the event runs over you may have to pay overtime charges. How long do you have the reception site/facilities for? Does the time of the rental of the site and the waitstaff include the time of the set-up and clean up? Ask you caterer to start cleaning up while your guests are still there. If you cannot afford waitstaff consider ordering drop-off food or self-serve buffet food. Or you can have your friends pick up some deli trays or take out food and set up the food with their assistance.

Bon Appetit!

Copyright 2000 © Frances King, Moosetta's Creative Caterers

Cash Bar

The wedding is at a hotel, so of course everything is over priced. We are considering not having an open bar, but a cash bar. Some say a cash bar is tacky. What do you say? And if a cash bar is tacky, do you have any suggestions? Also, what other beverages would be okay to toast with?

You could opt for an open bar for a short period of time (1/2 hr-1 hr) and then cash, or only have beer/wine on the open bar and other drinks are cash (again limit the time). You and the site rep can agree up front to a specific amount of alcohol and when that's reached, you are notified and can decide to switch to cash only or serve more free. And, generally paying by the drink is less expensive also. If you have exhausted the reception budget before drinks, then have a cash bar, but provide the toasting drinks free. Also, you could consider having a bottle or so of wine at each table with dinner and then cash bar for everything else.

Champagne or a quality sparkling wine are the traditional drink for toasts. You can offer non-alcoholic beverages such as a non-alcoholic champagne, ginger ale, club soda, punch, or white grape juice for toasting as well.