Catering and receptions

As far as wedding expenses go, your catering or food bill is typically your largest expense. Therefore, choose your caterer carefully. Make sure that if you are unfamiliar with the caterer, that you go to a "tasting" and check references!

Service is also an important element when choosing your caterer. Be sure to ask about the ratio of servers to guests. Now, this can vary depending on the type of reception you have (seated dinner versus buffet). One good rule of thumb is to have one server for every 8-10 guests.

When hiring your caterer, be sure to ask about the dinnerware or china they will be using. Some caterers will include all the dinnerware in their price - but they may be chipped, scratched and worn out. So, ask to see samples to make sure that the place settings nicely compliment the rest of your wedding decor.

When determining a final head count for your caterer, you should include a meal for your entertainer (DJ or Band), photographer and Wedding Day Coordinator. Check with your caterer... they will usually charge you less for these meals.

If your caterer is providing meals for your DJ, Band or photographer. Be sure to ask your caterer where the meals will be served for them and confirm that they will be eating somewhere "out of sight" from your wedding guests. In some cases, it has happened where these vendors actually ate with the wedding guests!

Ask your caterer to prepare a "leftover basket" that is a sampling of all the food at your reception. It's likely that the bride and groom will not get a chance to eat and enjoy all of the wonderful food at the reception. Even if you're leaving the next day on your honeymoon, it makes for a great late night snack.

Be careful on how many hors d'oeuvres you order. Do you really need eight different varieties? You'd be surprised - some caterers will suggest this! If you are doing passed hors d'oeuvres - four different varieties is usually sufficient.

When selecting your menu be careful of all the "extras" that the catering manger may suggest...such as the five course dinner...soup and salad... two types of dessert and wedding cake! When everything sounds so delicious, it is easy to get carried away and so does your catering bill!

Have your caterer prepare just your main dishes and have friends and family prepare appetizers, side dishes, bread, and salad. Many caterers will only allow this at a reception held in your home.

If you're trying to keep costs low, stay away from certain foods… like shrimp, salmon, lobster and beef tenderloin. If you have your heart set on one of these dishes -- incorporate it not an appetizer rather than the main course.

The more labor intensive the food item is to prepare -- the more it will cost. Think about this when choosing your main course as well as your side dishes and hors d'oeuvres.

Food stations can offer your guests variety and save you money. Pasta stations are very economical. Consider other ethnic types of food for your stations, such as Chinese, Mexican, or Indian.

Don’t assume that a buffet or food stations is less expensive that a sit down dinner. Talk with your caterer. Remember that cost often depends more on the type of food that you serve, rather than the presentation.

Be sure to ask your caterer about "guaranteed numbers." Many caterers will quote prices based upon a minimum or "guaranteed" number of guests. Many base their figures on a minimum of 100 guests. If your final guest count is less than a hundred, there may be an additional fee.

Choose simple white table linens instead of a fancy pattern or an overlay (one table cloth over another). White table linens can be rented for about $3-5 a piece and the patterns can be more than twice that amount. If you want color and pattern, you can add plenty with your table centerpiece.

Your reception is where many couples spend most of their effort planning. There are a number of details to cover.

Here are a few tips guide you through the necessary steps in planning your reception to help it go as smoothly as possible.

• Determine your budget before you start your planning.
• Set your limit to avoid wasting time looking at sites that may not fit your budget.
• It is a good idea to leave a cushion to cover unexpected costs.

• Estimate the number of guests that will attend.
• The number of guests will impact your budget and the location of your reception

• formal or informal
• indoor or outdoor
• large or small
• themes
• time of year (winter, spring, summer or fall)
• afternoon or evening

Plan your ideal wedding without leaving anything out. Then, cut back on the reception to realistically fit your budget and surroundings.

There are several possibilities to choose from. Just use your imagination:

• A simple, but elegant champagne brunch or dessert buffet
• A classy cocktail party with horsdoeuvres
• A unique tropical or international theme
• A social cocktail party with buffet or sit-down dinner
• A formal black tie, sit-down dinner

When to hold the reception

Most weddings are planned for Saturday with the reception to follow. If you are planning a Saturday wedding at a well know reception site and/or in a popular month (April thru November) book your wedding and reception site as soon as possible. A good rule of thumb is to book your wedding and reception as far as 12 to 24 months in advance.

To increase the chance of having your wedding on the weekend you prefer consider a Friday evening, Sunday or Saturday afternoon wedding and reception.
These days tend to be more available with a reception site, DJ, band, etc...
You may save money because some reception sites offer discounted wedding packages.

- Some restaurants will close down exclusively for your reception.

- If a Friday or Sunday wedding is something you are interested in, check with the ceremony and reception site of your choice to see if this is possible.

Where to hold the reception

Use the experienced staff of a professional reception site to help you plan an ideal reception.

Your reception site depends upon the location, number of guests, and budget.

Choose a place that can best accommodate the style of your wedding. You have a variety of locations to explore:

• Bed and Breakfasts
• Catering Halls
• Church or Synagogue
• Country Clubs
• Historical Mansions
• Home
• Hotel Banquet Rooms
• Outdoor or Garden Weddings
• Private Dining Rooms In Restaurants
• Wineries
• Yacht

Wherever you decide to have your reception, review the following before making your decision:

Ask family/friends for recommendations of locations they have enjoyed and what they liked and disliked most about the facility.

Church or Synagogue

• Make sure the church or synagogue will comfortably seat your guests.
• Ask what type of fees and restrictions there are (for example, decorations, alcohol, caterers, music, etc...).

Private Home

• Space: The home should be large enough to comfortably hold your guests.
• Preparation Of Food/Beverage/Setup: A number of things will happen on your wedding day and you do not want to have to worry about the food, beverages and setup. Therefore, if your budget can allow for a caterer it is highly recommended to leave it up to the professionals. There is no need to add stress to your day.
• Parking: Make sure their is sufficient parking. If necessary, make arrangements with neighbors.
• Bad Weather: If you are planning an outdoor wedding make other arrangements in case there is bad weather (for example, to move inside of the private home or rent enclosed tents).
• Restrooms: Make sure there are adequate restroom facilities and supplies.

Wedding Packages

Call multiple locations for their complete wedding packages.

• Choices for the food service usually include sit-down, buffet, or hors d’oeuvores.
• Beverage options may include open bar, cash bar, pay by the drink (set your budget for this), bring your own, beer and wine only, punch, coffee/tea and/or soda.

- Review several wedding packages and choose those you are interested in.

- Make an appointment to meet with the banquet or catering manager to:

• Look at the facilities, get all of your questions answered and to discuss the wedding packages in detail.
• Find out exactly what is included and what is not included in the packages (for example, hors d’oeuvres, meals, desserts, beverages, bar, sales tax, service charges, gratuity, and other fees that you should be aware of).
• Ask who will act as the master of ceremony at your reception. This person would work through the reception details, be present for the major events of your reception and ensure that everything happens at the proper time (for example, announce the bridal party, dinner is served, toast and blessing, cake cutting, garter toss, first dance, etc....). At some facilities the banquet or catering manager also acts as the master of ceremonies.
• Before your wedding give the banquet or catering manager a list of special events you would like to occur throughout the evening so there will be no surprises. Also, provide him/her a list of names of the bridal party prior to the wedding so he/she can be prepared to announce them properly.

Layout

• Look at the facility and make sure it is not too big or small.
• Design a suitable layout that will seat your guests comfortably.
• Allow room for a bar, head-table, parents table, dance floor, music, sweets table, cake table, gifts table, hors d’oeuvres table, favors, box for envelopes...
• The layout should allow your guests to move freely around the room to stimulate conversation (for example, the bar set-up normally is away from buffet or food service area).
• Ask the banquet or catering manager to offer suggestions for the layout of the room. He/she most likely will inform you of what has worked best in the past with similar set-ups for that location.

Prior Visit

• Schedule to visit the site during another wedding to see how the affair is handled.
• Go to the site during the same time of day and month of your wedding to see what type of lighting is expected.

Contract

• Review the contract thoroughly including the small print.
• Get everything in writing to eliminate any misunderstandings.
• Some require a nonrefundable down payment to secure the date.
• Write down the reception room and itemize all food, services, liquor, rentals and their r associated costs.