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 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)

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

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)______________

_______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

_______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!