Why Asking the Right Questions Matters
Hiring a wedding caterer is an important step in the event planning process. Before you choose which caterer you’d like to go with, make sure to gather as much information as you can so you can pick the best company for your vision and budget.
Good Catering is More Than Just Great Food
A good caterer has more to offer than just good food. A great catering service should have good communication and be able to promptly send you a quote and answer any questions you may have. You want to choose a caterer that knows how to manage the flow of a wedding – the staff needs to be both punctual and flexible on the day of the event.
A good caterer also provides good service and plentiful food. You want a catering team that will keep tables clear of dirty plates and keep the food stations stocked and replenished.
Start Smart to Avoid Surprises Later
Before booking with a catering company, ask questions about what’s included and what’s extra. Are there any optional services that would benefit you or make your day smoother?
Try to follow up any phone or in-person conversations with an email so you have everything in writing and can refer back to it later. You want to make sure that the quote is as accurate as possible so that you’re not surprised by any last-minute adjustments.
Essential Questions to Ask Any Caterer
Are You Available for My Date and Venue?
Wedding vendors in Charleston book up quickly during wedding season, especially on Saturdays. It’s best to book as early as possible to get the date and venue you want.
What is needed to secure my date?
Most companies require a signed contract and deposit to secure their services for the date and time of your event. Additional payments are made as the date approaches. Be wary of any caterer that requires a large percentage of the total contract value up front.
What Types of Catering Services Do You Offer?
Different catering companies offer different services, including service styles. At Crazy Dutchman Catering, we only offer buffet and stations-style catering. We do not offer plated or family style catering.
A buffet-style catering event consists of appetizers and a single continuous buffet line. Stations-style catering usually has appetizers and 2-3 separate food stations. For more information, see our blog about the difference between buffet vs. stations here.
Food stations or buffets can be self-serve or staffed, depending on your preference and budget. Most of our events have self-serve buffets and stations because staffed food stations require more staff and a higher labor cost and can sometimes lead to longer wait times for your guests.
What’s Included in Your Quote (and What’s Extra)?
Included items and services are typically listed in the quote, but make sure you ask your caterer if you’re interested in anything that isn’t listed on the quote. For example, we automatically provide disposable hard plastic plates and plastic cutlery on our quotes, but we don’t automatically include tables and linens for the food stations.
If you would prefer rented china instead of disposables, make sure to ask your caterer about the recommended quantities you’ll need to rent. Some catering companies may include dinnerware and glassware in their quotes while others do not. There are several event rental companies in Charleston to choose from for all of your rental needs. If you need help choosing between rented china and disposables, click here for the pros and cons.
Your wedding coordinator can also help you think of anything you might be missing. At Crazy Dutchman Catering, we offer several add-on services like cake cutting and water service. The only thing that isn’t included in the pricing of our quotes is gratuity for the number of staff members working your event.
Menu-Specific Questions
Do You Offer Custom Menus?
Ask your potential caterer if you can customize your menu to suit your event. While pre-built menus make planning easy, you still want to make sure that they’re suitable for the time of year, your preferences, and your budget.
At Crazy Dutchman Catering, we have several popular pre-built menus to choose from. However, you’re free to make any substitutions to better fit your taste. You can also pick and choose from your favorite items on our menu to build your own custom menu.
Can We Schedule a Tasting?
Once you narrow down the quotes from potential caterers, it’s best to schedule a tasting before you make a final decision. Some caterers charge for tastings, so make sure to ask if there are any fees for tastings. At Crazy Dutchman Catering, we offer complimentary tastings Tuesdays through Thursdays, depending on availability. Find out more about what to expect at tastings here.
Do You Have Examples of the Presentation Style?
The way each menu item is displayed can vary greatly from company to company. Check your potential caterer’s website and social media to see photos of past events.
How Much are Portion Sizes?
There’s a fine balance between making sure that your caterer has brought enough food and not having a lot of food waste. Caterers all have different methods of figuring out how much food is needed per person. Some caterers want guests to choose between entrees before the event takes place so they know exactly how much to prepare. At Crazy Dutchman Catering, we let guests make their own plates so they can choose to try some of everything or stick with what they know they like. It also makes wedding planning easier if you don’t have to tally up your guests’ menu choices.
Experience and Operations
How Many Staff Will Be On-Site?
Usually the number of staff will be listed on your quote or contract, but it never hurts to check. Knowing how many staff are working your event will help assure you that not only do you have enough staff to keep your event running smoothly, but you’ll also be able to budget how much you’d like to add for gratuity.
Do You Handle Setup and Cleanup?
Most caterers handle the set up and clean up of the food stations. Some caterers offer delivery and setup catering options, but that isn’t common for weddings. A good catering team will also have staff that will clear and bus tables.
Have You Worked at Our Venue Before?
If your caterer is familiar with your chosen venue, it makes wedding planning that much easier. Your caterer can give tips on layouts or recommend renting items that aren’t included with the venue. They will also have a working relationship with the venue management, saving you time during wedding planning. At Crazy Dutchman Catering, we’ve worked at most of the venues around the Charleston area.
Wedding and Event Planning Questions
How Far in Advance Should We Book?
Early as possible – we typically work about 12-18 months out on weddings during prime season but if you don’t mind getting married on a less popular day or month, there is more availability within shorter time frames.
Do You Coordinate with Planners and Other Vendors?
It’s most common for catering companies to primarily communicate with the planner, but we will also communicate with the venue or any other vendors if we need to. Depending on the type of coordination package you have, your coordinator and caterer could be in contact for several months leading up to your event.
What Happens if Something Unexpected Comes Up?
Always read through your contract to find out your vendor’s rescheduling and cancellation policies. No one ever wants to have to reschedule or cancel their event, but you want to be prepared if that does happen. You should also ask about what happens if your headcount were to increase or decrease a significant amount.
Important Due Dates Leading up to the Wedding
Payment Schedule: Your contract should have an outline of when payments need to be made toward your event.
Deadline to Make Menu Changes: Some caterers won’t let you make changes to your menu past a certain point. If you don’t see it listed on the quote or contact, make sure to ask your caterer!
Final Headcount Due Date: Make sure you know before sending out your invitations when the final guest count is due for your wedding. At Crazy Dutchman Catering, we ask for your final headcount about 10 days before the event.
Know Before You Book — And Book Early
When you’re trying to choose between a caterer, it’s important to look at more than just the bottom line. Find out exactly what’s included in the quote so you know what you’re paying for and you won’t be surprised by last-minute adjustments. Charleston is a popular wedding spot and good caterers book quickly, so save time by knowing what to ask your potential caterer before you sign a contract.
