CATERER WORKSHEET

Name of Caterer__________________________________________________________

Contact Person___________________________________________________________

Address_________________________________________________________________

Phone #_________________________________________________________________

Email address____________________________________________________________

Web site URL____________________________________________________________

Location, Location,
Location!

Location of Event_________________________________
____Indoors ____Outdoors

Address of the
Location____________________________________________________

Phone # of the
Location____________________________________________________

Directions_______________________________________________________________

Is there a kitchen
facility with refrigerators, ovens, and barbecues on site?

____Yes ____No

Comments ______________________________________________________________

__________Date
of the Event

__________Scheduled
Time to Serve the Hors d’oeuvres/Cocktails

__________Scheduled
Time to Serve the Meal

__________Scheduled
Departure Time


Type
of Wedding Reception or Event

Type of Event/Theme

___Wedding Reception

___Rehearsal Dinner

___Corporate Event

___Private Party

___Other________________________________________________________________

_____Formal Sit-down
Dinner Styles: ___ American ____Russian ____French

-American
or standard is when the food is plated and portioned in the kitchen and

the
guest is served the plate of food while sitting down at the table.

-Russian
is where the food is plattered and the server portions and serves each

guest
a portion of the entrée, starch, and vegetable, served with a fork and spoon.

-French
is carted and prepared tableside. The platters are presented to the guest

and
the guests pass and serve themselves.

_____Buffet (American
style: people stand in a food line)

_____Does your
caterer provide the servers or is the buffet self-serve? _____________

_____Family Style
(Guests help themselves to food in the middle of their own table).

_____Hors d’oeuvres
_____Passed _____ Stationary

_____Bar/Beverage
Service (Type: buffet bar service or bar service)________________

_____Alcohol —
Do you have a liquor license? ________________________________

_____Will they
provide bartender(s)? Is there an extra charge? ____________________

_____Who is supplying
the liquor, water, ice, etc? _______________________________

_____Wedding Cake
Cutting/Service

Is this
service included? Does the caterer provide the wedding cake or do I need

hire
an outside baker/cake designer? ____________________________________

_____Is the champagne
toasting service included ___Yes ___No


Menus

_____Prior to meeting
with your caterer, go over the menus. Select a menu from their

sample
menus or request a custom menu.

_____Discuss the
style of food preparation. Are their ingredients/produce fresh?

Do they
sub-contact with other chefs/bakeries?

_____Discuss the
size and portions with your caterer

Comments__________________________________________________________

Menu Selected (Beverages,
Hors d’oeuvres, Main Course, Salads, Side Dishes, Breads, Dessert)

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________



Budget

Total Catering
Budget $____________________________________________________

$______Reception/Event
Site

_______Initial
Head Count/Number of Guests

_______Final Head
Count (Ask your caterer when the final head count is due.

Generally,
most caterers want a final count 1-2 weeks prior to the event).

$______Cost per
guest

(Don’t
forget to ask if there are different prices for children.

Ask
about the cost per serving your DJ, Band, Photographer, or Wedding

Professionals)_____________________________________________________

_______Gratuity/Service
Charge Included? _____Yes ____No

_______% If no,
what is the percentage of the service charge?

_______% Taxes?

_______Deposit
required ___Yes ___No

$______How much
and when is the deposit due? ________________________________

_______May I make
payments? ___Yes ___No When is the final payment due?_______

_______Is the set-up
and clean up included in the basic price? ___Yes ___No

$______Overtime
Charge___________________________________________________

$______Alcohol/Beverage
costs (Ask about corkage/bartender (s) fees)______________
Use Sky Bartending or Bartenders Unlimited

_______Rentals:
Do you provide linens, tables, chairs, china, glassware, silverware,

serving
accessories, etc.

Are
rentals included in the overall cost? __Yes __No

Do
they provide the rentals or are they from a rental company? ___Yes___No

If
no, write the name, address, and phone number of rental company or ask


your caterer to handle the rental details_________________________________

$______Total
Rental Cost


Comments_______________________________________________________

_______
Select colors for your event for the table clothes, napkins, etc. The caterer


needs to know what your colors/themes are to reflect your style on the buffet
or


other tables. Some people have their florists or their caterers decorate
the


tables with flowers, centerpieces, or decorations.


________________________________________________________________

$______Wedding
cake cost. Is it baked by the caterer or an outside baker?___________


Details,
Details, Details!

_______Hours of
Service___________________________________________________

_______Staff to
Guest Ratio_________________________________________________

_______Staff Dress
Code (Formal or casual)____________________________________

_______Contract
___ Yes ___No (Read the fine print)

_______Refunds/cancellation
terms___________________________________________

_______“Leftover”
policy__________________________________________________

_______Ask your
caterer about his/her experience, background, culinary education.


________________________________________________________________

_______Has your
caterer handled your type of event before? ___Yes ___No

_______Has your
caterer handled the same number of guests that your event has?

_______Licenses/Insurance/Health
Permits ____Yes ___No

_______References
(Ask for letters of recommendations or for phone numbers of

previous
catering clients).____________________________________________

_______Customer
Service (Do you feel comfortable with your caterer, is he/she available

to
answer your questions)? ___________________________________________

_______Ask for
a tasting/consultation_________________________________________

Is
there a fee for a “tasting” and can I bring the bride/groom, friend,
or family

member?
_________________________________________________________

_______Look at
pictures of past events your caterer has designed.

_______FINALLY!
Once you have interviewed, met your caterer, and perhaps sampled

the
food — Book your favorite caterer!