One of the largest expenses of your wedding can be the sit down meal, during the reception, if you are having one. The cost of the wedding reception include food, beverages, staff, rentals, decorations and the banquet hall rental.

The first step:
Availability, is the hall whether it is a hotel, country club, resort, reception hall or a restaurant available for your date and is the caterer in house or do you need to find someone from the outside. Many places that have their own in-house caterer do not allow outside caterers on their site. The place that you choose should match the type of food that you want to provide, and your budget. You should try to book the caterer/banquet hall at least 6-12 months in advance of your event.

If you are having an outside caterer you need to find out what facilities are available for the caterer and what the caterer will need; S inks, kitchens, ovens may be information you have to gather.

Budget will also be very important for determining your reception location! What is your budget for the reception?

Payment terms: Is there a contract/deposit required. We recommend only dealing with places that have a well spelled out contract that includes what is expected of you and what is expected of the caterer/facility. When is the deposit or contract due?

Are there any payment plans available?

When is the final payment due for the catering?

Can the reception run into overtime? How much extra will it be if the event runs into overtime?

Is there a gratuity or service charge?
• What does the caterer include in the price (i.e., set-up, clean up, staff, food, rentals, etc.)?
• How long has the caterer been in business? Ask them about their experience, background, and culinary education.
Prices are generally based on the number of guests you plan to invite. The caterer will need a rough idea of the expected number of guests. Can they handle the expected amount of guests?
• When is the final headcount due to the caterer?
• Is there a price difference for children or wedding professionals you are planning to feed, i.e. DJ, Band, Videographer, Consultant, or Photographer.

If you are planning to feed the wedding professionals is there a separate place for them to eat and the costs?

Liability and Licenses
• Do they have the state required licenses?
• Do they have liability insurance?
• Do they have health permits?

Alcohol / Drink Costs
• Do they have a liquor license to purchase alcohol? If they don't have a license, do they provide bartender(s) to serve your beverages? How much extra? What is the cost per person for open bar?
• Is there champagne included or is it extra? Is there a corkage fee for serving your own champagne or wine?

Rentals
• Besides hall rental and caterer costs are there any additional rentals you will be charged for or anything you will have to rent yourself. This can include tables, and chairs, plates, napkins, table linens, chaffers, glassware, silverware, serving pieces, tents, etc. Rental costs can add up quickly make sure you keep good records. Some of the choices you may have to make is grade of silverware, tableware, glassware color of linens, etc. Your caterer can help you figure out what items you may need to rent. Request to see samples of equipment to make sure it is what you want, that's it's not old, chipped, or in poor condition. Most caterers charge you for rental equipment. Some caterers include the cost of rentals along with their food prices per guest.

Menus
• Can you customize the reception's menu or do they have set manus?
• Do they provide special menus for vegetarians kosher food, and are they able to accommodate guests with food allergies?

Service
• How do you want your main meal served? The most popular styles in Michiana are buffet, sit-down or family style.
• Does the wait staff walk around offering hors d'oeuvres to your guests or are the hors d'oeuvres self serve?
• Does your caterer provide servers or is the buffet self serve?
• Does the caterer include wedding cake service or do you have to appoint a friend/family member to serve the cake? If the caterer includes cake service is there a charge per slice or

Formal or Casual. The wait staff should attired in a style that fits the formality or theme of your reception.

contract/refunds/cancellations

As stated earlier, like all of your other wedding professionals, the banquet facility/caterer should require a contract.
• What are the terms?
• What is the cancellation policy?
• Is the deposit refundable if the reception is cancelled?

Read all of the fine print! The contract should include:
1. The date, time, location of the event, and hours of service provided by the caterer.
2. The date that you need to provide the final headcount.
3. The list of services provided (e.g. buffet, sit-down meal, bar service, wedding cake service, etc.)
4. The menu that you have selected.
5. The fees, including any extra expenses, a payment schedule, and when the final balance is due.
6. The name of the caterer handling the event.
7. Finally, your contract should include the caterer's cancellation policy.

Finally, request references from your caterer. Ask your friends, family, or colleagues for recommendations of caterers that they have employed for their events.

Request to look at pictures of events that they have done in the past.

What is the leftover policy? Do not assume that all of the leftovers are automatically yours.