What Information Should I Have Available When Talking To A Caterer?

When planning any type of event, you want to make sure it is done right. Considering food is one of the most important elements, most people choose to hire a catering company in order to ensure the best.  While the process of hiring a caterer is exciting, it’s also time consuming since it’s important to find the right one. Caterers that listen to you and produce the results you desire aren’t always readily available and it may take a little research to finally find the best caterer for you. 

While searching for the perfect caterer, it’s crucial that you have certain information available. The more details you can supply, the better. That way, you can get an accurate estimation of service costs and ultimately be able to determine the best caterer for your event. The following are essential pieces of information that you should tell the caterers when talking to them initially.

1. Number of guests attending. In order for a caterer to give you a proper estimate on how much your food will cost, it’s important for them to know how many they will be providing for. It also gives your caterer an indication of how many employees they will need to work the event.
2. The date, time and location. This is important, primarily so the catering company can set aside that date and time for your event or decline if they are unable to accommodate your event. Good, professional catering companies typically book up fast, so there is always the potential for them to already have an event on the day and time that you need them. You will also want to make sure the caterer can make it to your event location. Finding out last minute that they don’t cater to your location will be extremely stressful and could cost you the event.
3. Menu choices: The type of food you want along with whether you want a seated dinner, a buffet setup, food stations or a cocktail reception is extremely important for you caterer to know. Will there be alcohol? Do you want regional, seasonal or ethnic foods prepared? Do you want a cocktail hour beforehand? These are all questions that you should answer before you talk to the caterer so you both can create a menu plan that you are happy with.
4. Budget and payment: Budget is one of the most important pieces of information, as it assists the caterer in providing you with a more accurate proposal. It will also help you weed out all of the overly expensive caterers and find a caterer that’s willing to work with what you have.

Once you gather the necessary information for the initial conversation with the caterer, you can focus on more in depth aspects of your event. Supplying your caterer with information about whether your event is social or professional is helpful along with giving information about how many people you would need to work the event. Again, the more information you provide in the beginning, the easier it will be for your caterer to provide you with the accurate information you need to continue on with your event plans.

This article was written exclusively for Becoming The Mrs. by LowCountry Barbecue, proud to be a leading Atlanta wedding caterer, serving happy couples on their big day for more 25 years. LowCountry specializes in events, big or small, across the country; no location is too far and no party is too much.