Depending on your location, you may have to hire an outside caterer. A hotel or other wedding venue typically caters the meals; however, if you select on offsite venue, you will need to hire a caterer. No matter what type of caterer you work with, there are a number of key questions you should ask before making a commitment. Once you've found a caterer with all the right answers, get every part of your agreement in writing.

Catered Away

All caterers are not created equal; most tend to have a specialty or style. When shopping around, you'll be confronted with a variety of options so you'll need to know some basic facts to get you started. Here's the skinny on every caterer under the sun.

CATERING OPTIONS:

• In-house (Onsite) caterers are provided by or contracted exclusively by your reception site and are usually located on the premises. This is the type of service offered by all hotels and most country clubs. In-house caterers are already familiar with the particulars of the room and can offer a lot of suggestions. On the flip side, because of the “lack” of competition, their pricing may not be as competitive, and typically you must select a menu from what is within their abilities (most are well trained and can meet requests).

• Independent (Offsite) caterers come in all shapes and sizes. Your budget and needs will ultimately determine which style of food service and caterer is best for your event. Each offers a different degree of service so there's no reason to settle for anything less than sheer perfection. The following are the main types that you're likely to encounter:

  * Food only. These caterers specialize in keeping it simple — they provide food. You have to plan everything else. This type of service can save you money by allowing you to purchase the alcohol yourself to avoid the typical markups that usually accompany an open bar. However, you will invest time selecting and ordering rentals, hiring waitstaff, and working through the details on your own.

  * Food and service. This is the type of caterer that most people associate with a wedding reception. They provide the food, beverage, waitstaff, and bartenders, and will usually assist with arranging for rentals as they pertain to the wedding reception (china, glassware, tables, chairs, etc.). Of course, you will be paying for these extra services.

  * All-inclusive. These caterers offer just about every item and service you could possibly imagine, as well as a few you probably couldn't. Many have branched out into the event planning business. Basically, if you choose to pay them for it, you can spend the months before your wedding in worry-free bliss, and leave the reception planning to the caterer. The price tag is typically higher for this type of caterer, and you may have to work exclusively with their preferred vendor selections.

Questions to Ask

Following is a list of questions to ask potential caterers. Your questions will become more specific once you book a venue, but in general, the following questions apply to most caterers.

What is your experience and catering background?

Do you have packages for the meals or is everything priced separately?

What is the final food price? (Caterers usually quote you an estimated price based on food prices at that time.)

What types of meal service are offered? Sit-down? Buffet? Stations? Family style?

What are my menu options? Do you have predetermined menus, or may I create my own? Do you specialize in any particular cuisine?

When may we taste our selections? Is there a fee?

Do you provide bar service?

Is the catering service covered with proper insurance? (To protect yourself, make sure the caterer has the proper amount of liability insurance to cover property damage, bodily injury, and accidents that could occur after the wedding as a result of alcohol being served. Most venues require this and will not let the caterer work at the site without it.)

What will the ratio of staff-to-guests be? Will there be enough people to serve the tables? Will the waitstaff be dressed appropriately for the occasion?

Will they make provisions for guests with special dietary needs? (It's only proper that you plan ahead for guests on vegetarian, low-cholesterol, or kosher diets.)

Will meals be provided for the disc jockey (or band), photographer, and videographer? What do you serve them and at what cost?

What is the price difference between having hors d'oeuvres on display and having them served by the waitstaff?

Can you provide a wedding cake? How about a dessert table?

Is there a “cake-cutting fee”?

Do you provide any rental items, such as linens, place settings, barware?

Can you inspect rental items (linens, dinnerware, glassware)? Will you unpack and repack them for the rental company?

How do you charge for the waitstaff's time? What about overtime?

Does the caterer's fee include gratuities for the staff? If not, what is customary?

What is the cancellation and refund policy?

What does the caterer do with leftover food?

Do you have references? (If you are not familiar with a caterer's work, ask for references.)

Caterer Checklist