Planning Your Catering

Barbados Destination Weddings Onsite Magazine

A "Caterer" can make or break a wedding as the food creates a lasting impression.

Every couple wants to ensure that their wedding day is a special and memorable event and with careful planning your reception will run like clockwork.

Make sure you have signed contracts from the caterer and you understand and read the fine print.

FIRST THINGS FIRST

	>	Work out your budget.
	>	Decide on the time of day – whether morning, afternoon, or evening.
	>	Decide on the type of reception, for example, whether formal or informal.
	>	Check whether the date needed is available.
	>	Check the hours needed to book the venue.
	>	Check on the caterer's portfolio.
	>	Plan your menu.

For a large wedding try to book a caterer about six months in advance. Your best bet would be a caterer who knows the wedding business so make sure you have a good idea of the caterer’s skills and food quality.

Arrange to meet with the caterers and have them create a number of their specialty dishes for you to taste. Talk to them about your options, whether to serve cocktails , a buffet meal or a seated lunch/dinner.

Should you prefer a buffet, be sure to have enough serving stations to prevent long lines. A suggested menu can consist of an appetizer, an entree, and a dessert including the wedding cake.

In the event that the reception is held at a venue where there is a need for set-up, some caterers can organize the rentals and setting up of the reception space on the couple's behalf and also arrange the ordering of supplies as they would know just how many items are needed such as tables, chairs, tents, linen etc., if so, take advantage of it.

Caterers will ask for a head count about a week or two in advance. Be as accurate as possible, so you and the caterer can plan accordingly.

PLANNING FOR THE DAY

If possible ask your caterer to prepare and serve plates of food for any elderly guests and children in attendance.

Make sure the entertainers keep the music soft at mealtime to ensure great conversation and a relaxing atmosphere.

Assign someone you trust to work with you to ensure that all your plans are carried out.

COSTS & CHARGES

A cocktail party is the least expensive. (Hors d'oeuvres are easy to serve).

A Seated dinner is the most expensive as estimates are based on cost per person as well as a need for additional staff.

Costs for a buffet meal falls somewhere in between the first two options.

Most caterers add on the projected cost for staff.

Rentals (any equipment )

Beverages and the liquor consumption (there is usually some latitude if you have a limited bar)

	>	Wine and liquor - purchasing your own can save you hundreds of dollars.
	>	The length of the reception.
	>	Overtime charges.
	>	Cakes.
	>	Taxes and gratuities - the caterers may add 15 percent or more to cover tips and overhead.
	>	Ask about any extra charges.
	>	A possible deposit of up to 50 percent, with the remaining due before the wedding.
	>	Simple refreshments for photographers, videographers, and musicians, as well as any other vendors working at your reception

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