The Caterer - Nine months before

The Food Factor

You’ll spend more money on food than on any other aspect of your wedding, so you’ll want to work with a top-notch professional. Don’t forget to ask prospective caterers the questions below:

• Does the caterer specialize in certain types of food or service? (They should provide you with sample menus to review.)

• Can the caterer arrange for a tasting of the specific foods you’re interested in prior to hiring? (They should.) Schedule a tasting if you get a good vibe.

• What is the caterer’s price range? Are costs itemized depending on the foods you choose, or is there an all-inclusive flat rate? What would that include (linens, tax, gratuities, etc.)? Does the caterer have printed price sheets for food selections?

• How involved is the caterer in a typical reception — does he or she work like a wedding coordinator/banquet manager, cueing the band, telling the couple when to cut the cake, adjusting the schedule if guests don’t seem ready to sit down to dinner? (You will need to find someone to fill this role.)

• Will the caterer provide tables, chairs, plates, table linens, silverware, salt-and-pepper shakers and more? Ask to see these items to make sure they’re acceptable. Do you have to rent tables, place settings and/or other equipment or will they arrange for the rentals?

• Who is the main contact? Will the same person you work with when planning also oversee meal service on the day of the wedding? (You want this to be the case.)

• Is the caterer working any other weddings on the same weekend, on the same day, or at the same time as yours? You may want to pass on a smaller outfit with another job or two scheduled for that day.

• Does the caterer handle all settings of tables? Will they put out place cards and favors?

• Will the caterer provide waitstaff? How many would they recommend for the size of your wedding?

• Will the caterer be willing to include a recipe you provide, like a special family dish, or an appetizer with some sort of sentimental significance? Can they prepare special dietary meals for just a few of your guests?

• Where will the food be prepared? Are there on-site facilities, or do you, the caterer, and the site manager need to make additional arrangements? If the caterer must bring in his or her own equipment, is there an additional fee?

• Does the caterer work with fresh (not frozen) food?

• Does the caterer have a license? (This means the business has met health department standards and has liability insurance — make sure this includes a liquor license if you’re having a bar.)

• Can the caterer provide alcohol? Or can you handle the bar separately? If you can provide it, is there a corkage fee? How and when do you get the alcohol to the caterer? If the caterer will provide it, do they have an inflexible wine list, or can you make special requests? How is this list priced?

• How will the caterer arrange the food on the buffet table or on plates? Can you see photos of previous work displays?

• Can you speak to previous clients? (Get at least two references that had a similar number of guests and a similar menu style.)

• Does the caterer also do wedding cakes? Can you use an outside baker if you desire? Is there a cake-cutting fee?

Points for the Contract

After weeks of searching, you’ve finally found a caterer you like. As soon as possible, call and reserve its services. Follow up with a faxed confirmation, including your wedding date and time. On the confirmation, agree on the number of people and the cost per person. Provide a rough outline of the meal. Be advised that the caterer may or may not require a non-refundable deposit of $500-$1,000. Later your caterer should follow up with a contract for you to sign, generally requesting a 50-percent deposit. Review the contract carefully for inclusion of these points:

• Name and contact information for you and the vendor.

• Date, starting time and length of the reception.

• Location of reception, including the exact name of the room.

• Date by which the caterer needs a final head count.

• Staff details: waiter-to-guest ratio, number of bartenders.

• Type of service (cocktails, buffet, tea, dessert, seated meal).

• If buffet, how you will be charged (by guest or by plate count).

• Specific menu (you can make alterations later).

• Acceptable food substitutions (in case of unavailability on wedding day).

• Liquor: what kinds, how much (if the caterer is handling it).

• Cake: layers, flavor, ornamentation (if the caterer is handling it).

• Rentals: what’s included (tablecloths, napkins,dishes, tables and so on).

• The name of the person who will oversee catering on the day of the wedding.

• Proof of license and liability insurance.

• Approximate number of guests.

• Costs per head.

• Extra fees: sales tax, gratuities, bar or corkage fee, rentals, delivery, cake-cutting fee, fees for extra waitstaff and kitchen fee.

• Total cost of the service.

• Deposit amount.

• Balance amount and date due.

• Cancellation and refund policy.

• Caterer’s signature.

If the coast is clear, sign the final contract, taking care to write out the date, amount and the check or credit card number.

Selected Caterers Artemisia Gallery Cafe
620 E. Market St., 583-4177

Bailyrose Catering Inc.
638 Floral Terrace, 638-9060

BAJ Catering
1801 Beachwood Ave., New Albany, Ind., 944-3640

The Bakery
3100 Bardstown Road, 452-1210

Beha Catering
4209 Produce Road, 968-0431

Bluegrass Kitchen Catering
4735 Poplar Level Road, 964-9113

Brandon’s Catering
9246 Westport Road, 426-6666

Bristol Catering
636 E. Market St., 584-3663

Catering by Victoria
1314 Willow Ave., 451-3641

Celebrations Catering Co.
7200 Woodhaven Road, 491-4148

Chardeau’s Classic Catering
301 W. Maple St., Jeffersonville, Ind., 288-9998

Clement’s Catering
Kentucky Derby Museum, 634-0858

Dinner Is Done
9909 Taylorsville Road, 267-2090

Divinity Fine Catering
2052 Frankfort Ave., 893-7069

Ferd Grisanti’s
10212 Taylorsville Road, 267-0050

The Inn at Jewish Hospital
100 E. Jefferson St., 582-2481

J. Harrod’s
7507 Upper River Road, 228-4555

Juleps Catering
3101 Bardstown Road, 454-4499

Kentuckiana Specialty Caterers
8801 William Penn Way, 969-0767

Kingsley’s Meat, Seafood and Catering
2701 Taylorsville Road, 459-7585
4919 Brownsboro Road, 425-1724

Kroger
4174 Westport Road, 893-2461

La Peche Catering
1147 Bardstown Road, 451-0377

Ladyfingers Fine Catering
13000 Middletown Industrial Blvd., 245-7734

Masterson’s Catering
1830 S. Third St., 636-2511

Naiman’s Catering
601 S. Shelby St., 583-2393
10004 Hardwick Village Dr., 327-7333

O’Callaghan’s
1006 Barret Ave., 459-4742

The Patron
3400 Frankfort Ave., 896-1661

Ramsi’s Cafe on the World
215 S. Fifth St., 589-0800 1293 Bardstown Road, 451-0700

Regency Caterers by Hyatt
320 W. Jefferson St., 587-3434

Serendipity Catering
240 N. Adams St., 583-1282

The Silver Spoon
201 E. Jefferson St., 584-4379

Sweet Surrender
2311 Frankfort Ave., 896-0519

The Upper Crust
4433-D Kiln Court, 456-4144

Visions Catering
10615 W. Manslick Road, 368-7899