Catered With Elegance
Did you know that approximately one quarter of your overall budget will be spent on the food alone? Here are some tips to avoid costly mistakes.

Choosing a Caterer
Your search for a caterer begins once you have selected the site for your reception. Some locations require that you use their in-house caterer or banquet department, which makes your choice fairly simple. Locations that have this requirement include hotels, country clubs and some of the more unusual facilities such as museums, boats or historical homes. You may also be asked to select an independent caterer from a pre-approved list.

If you are in a position to select your own caterer, try to narrow down your list to no more than three; otherwise, you will be tasting food for a month. When you call each caterer, have as much information ready as possible such as your wedding date, time of day, approximate number of guests and the degree of formality and style. If you have any general menu ideas or preferences, let the caterer know so they can be better prepared for your initial meeting. If possible, have them send you some sample wedding menus and references to review beforehand.

At the initial meeting, caterers will want to discuss your tastes and budget in detail. Your choices will most likely include the following options: a sit-down meal, a buffet, passed hors d’oeuvres or food stations. Your caterer will be able to describe all of these options and their appropriateness for the time of day, number of guests and style.

When you finally narrow down your service style, most caterers will ask to arrange a time for you and your fiancé to sample their cuisine. This is called a tasting, and it usually takes place at the caterer’s establishment. It may coincide with another event they’re catering and they will simply prepare two extra meals. If you’ve indicated a preference for the less ordinary, however, they may prepare some of their more unusual items for your approval.

Money Business
Once you’ve selected a caterer, it’s time to get down to business. Money. Most caterers base their prices on a per-person cost.
Facilities with in-house catering departments may have a minimum charge or set-up fee, while an off-premises caterer will usually work within any reasonable, agreed-upon budget.
It’s relatively easy to calculate the overall food cost, which equals the number of guests multiplied by the cost per person. For example, if you have 150 guests, including the bridal party, and the cost of dinner and beverages is $35 per person, your total food cost is $5,250. Some caterers offer lower prices or special menus for children, so be sure to let them know the number of children in attendance. Mentally add an additional 10 percent for overage, and 15 to 20 percent for a gratuity, if appropriate. Remember, typically the wedding cake is not included in the meal cost.

Your final guest count is usually required one week before the event. This will be the minimum number of people for which you will actually be charged. Most caterers will plan on the addition of a few last-minute guests and will add the meals to the bill after the wedding. Although it is not required, you may consider including meals for wedding-related personnel, such as the DJ, musicians, photographer and wedding consultant. If cost is an issue, ask your caterer about "vendor meals." These meals are more casual than the guest menu and are offered at a lower cost per person.

Remember to get specifics as to what extras are included in the caterer’s charges, such as table linens, plates, glasses, crystal, silverware and service pieces. You don’t want any surprises on your wedding day--at least not this kind.

Sample Menus
Late Morning/Early Afternoon Brunch; Smoked salmon, Crepes filled with fresh berries, Wild mushroom omelets, Delicate pastries garnished with edible flowers

Good brunch beverages include; Kir Royales, Mimosas with freshly squeezed orange juice, Bloody Marys

Luncheon Reception; Start with light hors d’oeuvres: Assorted tea sandwiches filled with smoked turkey and mango chutney, Crab meat with watercress, Roasted red peppers and chevre

Go for a light main course such as: Grilled shrimp Dijon, Roasted quail Provencal with wild greens

Dinner Reception; Tenderloin of beef au poivre, Champagne poached salmon, Grilled chicken breast with rosemary, artichokes and lemon, Wild rice pilaf, duchesse potatoes and steamed baby vegetables are lovely side dishes

When selecting your menu items you might also want to bear in mind that these days many people are eating lighter and you may have a few vegetarians as well. Consider intriguing options such as an aromatic Moroccan couscous station or a Spanish tapas table laden with vegetarian and non-vegetarian delicacies. Additionally, an Asian stir-fry in a massive wok is definitely a great way to wow your guests.

Service Staff
Once the menu is finalized, the next step is determining the number of wait staff you will need to serve your feast and keep your reception running smoothly. The general ratio is one server for every 10 to 12 guests for a sit-down dinner. When most of the food is butlered by wait staff (that is, personally passed to your guests for more than one hour,) you’ll need more staff at a ratio of one server to every eight guests. In addition, providing a full and open bar will require more staffing than a limited bar with wine, beer and soft drinks. Be sure to confirm the proper attire for the wait staff beforehand so it is in keeping with the degree of formality for your reception.

Final Arrangements
Ensure that your catering contract details all of the particulars of your reception. Specify the day, date and time; the address of the site; food items by course and the number of guests covered; provisions for special meals; the time of the cocktail hour; the time the meal will be served; contact people, including someone from your end with whom the caterers can consult; the number of servers and bartenders and their uniforms; linens; beverages to be served and bar guidelines; terms of payment; and liability insurance. Typically, an advance deposit is due when you sign the contract and remember to check on the cancellation policy for unforeseen events.

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