Catering

Below are some of our favorite catering ideas - we'll be adding more ideas soon.

Ways to Save on Catering Costs

• Have your wedding any day other than Saturday.
• Choose a reception site that allows you to use an outside caterer. Outside caterers are generally less expensive in all areas.
• Buy your own liquor wholesale if possible.
• Use a freelance bartender if possible. They are often cheaper than the caterer's bartenders.
• Avoid expensive menu items such as shrimp, lobster, and beef tenderloin. Choose fruits and vegetables that are in season.
• For a sit down dinner, avoid having too many courses.
• Don't provide a dessert other than the wedding cake.

The Menu
While the only two requirements for a wedding reception are cake and champagne, menus run the gamut from light breakfast to an elaborate dinner. The time of your wedding reception should dictate what is served. An early morning wedding calls for a breakfast or brunch; while afternoon ceremonies may be accompanied by hors d'oeuvres or a light meal. Evening weddings generally call for a full dinner (which may be served by waiters or buffet style), unless they are held at 8 P.M. or later, at which time you may choose to offer only cocktails and hors d'oeuvres. Your caterer or banquet manager can help you select an appropriate menu.

Choosing A Caterer
First, discuss the menu with your fiancé. Next, choose five or six caterers from those that have been recommended to you. Call these caterers and describe the type of wedding you will be having and the types of food you are interested in. Explain to them exactly what you will be needing as far as rentals and tell them your approximate budget up front. Then have them fax or mail an assortment of menus with prices and their prices for rentals, bar set-up, service personnel, etc.

After you have received all of the menus and price lists, go over them very carefully and choose three that you would like to meet with based on their menus and prices. Call these three and make appointments to meet with them. Have your fiancé go with you to these meetings if at all possible.

At the meetings ask the following questions:

1. Are you licensed and insured?
2. Will you (the catering representative) be there the night of the wedding?
3. Can we see photographs of your previous work?
4. Can we visit one of your weddings during set-up?
5. Can we have a taste test of the foods on our menu?
6. Do you have a liquor license? If not, do you provide bar set-up and bartenders?
7. Are you familiar with our reception site?
8. Have you ever catered a wedding of this size (if your wedding is very large)?
9. Do you specialize in any particular type of cuisine or menu?
10. Where will you prepare the food?
11. How will your service personnel be dressed?
12. How often will the food be replenished?
13. How do you figure the charge for labor?
14. How many servers will you need for my wedding?
15. How much do you charge for a cake table?
16. Do you have any minimum requirements?
17. Do you provide a written estimate and contract?
18. How much of a deposit do you require?
19. What is your cancellation policy?
20. What is your postponement policy?

Catering Basics
Some couples may not even be allowed to choose a caterer, because their reception site provides the catering and does not allow outside caterers. On the one hand, this can be a good thing, because you won't have to choose among the enormous selection of superb caterers in Louisville and Southern Indiana. On the other hand, you are subject to the site's per head costs which can be expensive and inflexible.

If your reception site does not provide catering, be sure to ask them for a list of their preferred caterers. They will usually have a list of 3 or 4 favorites and some reception sites even restrict you to a list of preferred caterers because they have had trouble with certain caterers, etc.

If you are having trouble finding a caterer, ask friends and family for suggestions. As a matter of fact, ask anyone for suggestions - including your florist, your photographer, your ceremony coordinator, etc. You could always look in the yellow pages or on this web site, but it's hard to tell anything about a caterer from a listing or even a large ad.

When it comes to catering you are essentially paying for the food, beverages, labor, rentals, and tax. The food and beverages will be charged at a cost per head - which can range anywhere from $8 - $100 per head depending on the type of reception. Sit down dinners usually cost the most - but dinner buffets can also be quite expensive.

The labor is usually charged as a flat rate per server. Some caterers will charge extra for the Captain, who oversees and coordinates the entire catering process during the reception. Some caterers charge an hourly rate for each server used. This can be costly because the rate is usually around $15 - $25 per hour and these service people will work for 7 - 8 hours. In addition, you will have to pay a gratuity to the servers, usually 15% - 20% of the total cost of the food.

If your reception site does not provide tables, chairs, table linens, silverware, china, glassware, etc. you will have to rent them from the caterer or an outside rental facility. These rentals can be very expensive. You might be charged $11.00 per table, $25 per table linen, $2.50 per chair, and $15 per table for set up. Some caterers may own the rentals themselves or they may rent them from a rental company. If the caterer doesn't add any extra cost for the rentals, you will usually be responsible for any broken or missing pieces. Sometimes however, the caterer will tack on an extra 5% - 10% of the rental bill to absorb the cost of broken or missing pieces.

Catering Terms You Need to Know
Before you meet with a caterer, you may want to know a little bit about what he or she is talking about. Listed below are a few terms you should familiarize yourself with.

Buffet - Guests help themselves from large displays of food. A buffet is great for offering a variety of dishes and allowing them to pick and choose.

Cocktail Reception - This elegant type of reception usually runs from 4 to 7 p.m. and features substantial hors d'oeuvres or a light buffet.

Consumption Bar - The bartenders keep a running tab and you pay the final bill at the end of the evening, based on how much your guests drank. This is usually a good idea if your guests are light drinkers - and not such a great idea for heavy drinkers.

Entree - The main course of your meal.

Family Style - Platters of food are placed at each table and guests pass the platters round and serve themselves.

Food Stations - The hottest trend in reception dining. Food stations are similar to buffet service in that guests serve themselves, but the food is divided into several themed locations instead of one long table. Popular food stations are the pasta bar, carving station and seafood table.

French Service - Waiters serve each guest individually from a tray held by another waiter.

Gratuity - This is the tip. Caterers usually include this in their final tally but some do not - so you should ask if it's included.

Mixed Drinks - These drinks require more than one ingredient, meaning special mixers and equipment. Offering mixed drinks at the reception usually
increases the cost.

Off-Site Locations - Reception sites that have few or none of the services and supplies you need. Usually you will need to contract for everything from food to silverware.

On-Site Locations - reception sites that offer nearly everything you need, from catering and bar service to tables and linens.

Open Bar - You pay a flat fee for your guests to drink all night.

Plated Service - The plates are already full of food when they are brought from the kitchen and placed in front of your seated guests.

Poured Drinks - Drinks that aren't shaken or stirred.

Premium Brands - Top-of-the-line liquors. These name brands usually cost more than cheaper house brands.

Tray Service - Waiters walk among your guests with trays of hors d'oeuvres or drinks.