Catering to Your Every Need

Selecting a food-service provider is one of the most costly, nerve-testing tasks facing a bride-to-be. Here's the protocol, from soups to nuts to nutty uncles

By Bev Bennett
CTW Features

When you hire a caterer, you put the most important event in your life into someone else's hands. Lifetime memories are made at wedding celebrations. Will you recall picture-perfect festivities or garish tablecloths and inedible food? Is it any wonder that finding a caterer can be a stressful experience? Fortunately, it doesn't have to be. First, take a deep breath. Then, follow these suggestions from three top party planners and get ready to be treated royally.

Check the chemistry

"You want to interview a caterer and see how he or she works. If a caterer says he won't do such and such, walk out," says Abigail Kirsch, proprietor and chef of Abigail Kirsch at Tappan Hill in Tarrytown, N.Y., who has catered for Prince Charles and other celebrities.

A bride is queen for the day, and any caterer who doesn't agree isn't going to work out, according to Mary Frankini, associate professor in business management at the Culinary Institute of America, Hyde Park, N.Y. You should leave your first meeting with a caterer heaving a big sigh of relief. If you're doubtful, it may not be a good match. Look elsewhere.

Review credentials

By all means, get recommendations from friends. And don't be shy: ask a prospective caterer for a sample tasting of a menu that interests you.

"Some caterers do not recognize the tastes of their brides. A caterer should be willing to do the gamut of food, from quiche to a caviar roulade," says Sharon Graham, owner of Sharon Graham Catering in Houston, Texas. Ask to take a peek at the caterer's outline of preparations for another wedding. If you find that a caterer repeats the same concept over and over, find someone else.

"For a caterer it may be just another function. It isn't for the bride," Frankini says. Your caterer should be up to meeting the challenge of a variety of dining styles and concepts.

Define responsibilities

Caterers differ in how much preparation they're willing to handle. Some will take on the role of wedding planner, arranging for flowers, photographer, wedding cake, invitations, hired help, table linens, even the entertainment. Others are just responsible for the food, although that almost always includes table service and wait staff. You and your caterer should decide the boundaries.

Cut corners creatively

Establish your priorities early on. Do you want your guests to remember the music, the food, or the flowers? Some people want to scene to look incredible but don't care if the guests are well fed. Put your money where your priorities are.

There are a lot of painless adjustments you can make to save money.

Among the most dramatic: Never schedule your wedding on a Saturday. A facility that rents for $5,000 on a Saturday may charge half that amount on a weekday. "Some brides, especially if it's their second wedding, are doing weekday weddings. Then they host cocktail parties," Graham says.

Breakfast weddings are another budget-friendly option. "I had a bride who got married at 10 a.m. We had fresh fruit, rolls, three or four types of tea, coffee, and a Champagne toast," Graham says.

If cost is a concern, don't take your wedding on the road. A luncheon on the beach may be lovely, but it's very expensive, since the caterer must arrange for seating, tables, and a makeshift kitchen. However, if you can get a free site it may be worth your while to pay more for catering fees.

Keeping guests on their feet and circulating is a cost-saving step that may make for a more jovial time for all. Don't seat people, have a cocktail buffet instead, Graham suggests. "You'll have a better flow of conversation in any case."

Brace yourself for 'Uncle George'

Surprise! Your wild-and-crazy uncle George has put in a surprise appearance at your reception. Whether it's your loopy uncle or a friend untutored in the art of returning an RSVP card, you're bound to get extras or no-shows. You have until 48 hours before the wedding to provide a final count. That's the number you'll pay for, even if fewer guests show up. Caterers usually pack extra food in case you have more guests than you expected, but they will charge you for the extra place settings.

"I advise caterers to provide 10 percent more food as a cushion," Frankini says. Graham's formula is to assume that 50 percent of the guests who haven't responded will show up anyway.

Get it in writing

You said you wanted peonies and you got petunias. If you got it in writing, you have recourse. The best way to avoid misunderstandings is to get all plans in writing.

Of course, you might still suffer wedding madness. Graham recalls one bride who got her own wedding date wrong - by a month.

Bev Bennett, a veteran food writer and editor, is the author of "Dinner for Two: A Cookbook for Couples" and "30-Minute Meals for Dummies"

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