Hiring a wedding and party caterer: interviews, tastings, and reviewing credentials

So, you know you need a caterer – but how do you go about choosing the best one for your event? Whether you are having a small dinner party or a large wedding, it is important to spend the time to make sure you select the right caterer to provide the food for your event.

Finding Caterers

Since there are probably a large number of caterers in your local phone book, whom should you call to interview? The best way to find a caterer is through referrals. Think about any catered events you may have attended; if you enjoyed the food, finding the name of the caterer who handled that event is a great place to start. Do you have friends who have selected caterers for their parties? Ask which firms they have used. Who at your office does event planning? They may have lists of qualified providers you can use. Many restaurants offer catering services, so if you have a favorite dining spot ask if they provide this service. Wedding planners, hotel concierges and other party service providers keep lists of caterers, so if you can not find a personal referral ask local professionals for recommendations.

Interviewing Caterers

Once you have selected some possible caterers, it is important to interview them. Some of the critical questions you should ask at your first meeting include:

- What are their food specialties? Are they experienced in the type of cuisine you would like to serve?

- What kind of culinary training does the caterer have?

- Who does the actual cooking? If the caterer has multiple chefs on staff, can you select one and be guaranteed he or she will prepare the food for your event?

- Are they full service caterers? In other words, can they provide servers, bartenders and drinks service as well as the food?

- Is the caterer willing to help you secure other items you need such as table and chair rentals, decorations and flowers?

- What is the average event size your caterer works? Someone who specializes in intimate dinner parties may not be equipped to handle a large party.

- What equipment will the caterer need on-site? In other words, does the caterer count on you to provide ovens and refrigerators?

- How much of the food does the caterer prepare ahead of time and what is made on-site?

- Does the caterer provide serving dishes and utensils? What about dinnerware and glassware?

- What are the costs associated with the food, beverages and all of the services the caterer will provide?

Verifying Credentials and Checking References

Once you have had all of your questions answered satisfactorily, make sure you follow up and check the references that the caterer provided. If the caterer claims to have studied with a renowned chef, a phone call will help you verify that fact. Calls to previous clients will ensure that the caterer’s service is up to par and that the food is as delicious as you have been led to believe. Be sure to ask about the caterer’s reliability and timeliness and whether there were any disputes or discrepancies with the bill.

Tastings

Once you think you know which caterer you would like to book, it is time to do a tasting. It is important to taste samples of the caterer’s food selections before you sign a contract to make sure you are happy. While service and cost are critical, the food is really the reason you hire a caterer. Some caterers will offer a private tasting even before you have committed to use their services; others have regular tasting times when potential clients can sample their delicacies. Either of these events is fine as long as the items you are trying are representative of the food you plan to serve at your event. In other words if you are planning a seafood spectacular, attending a tasting of pastry dessert selections will not be adequate.

When you sign a contract with your caterer, it is reasonable to include a custom tasting as part of the service provided. In other words, the caterer should give you a preview of any of the key dishes that will be served at your event. While you do not need to preview every roll and fruit salad, you should have the opportunity to try the entrée selections and any other unique offerings.