Masters of Reception

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One word: research! Before your first meeting with a potential caterer, do some legwork. Have an idea of how much you want to spend, what you'd like on the menu and the overall ambience you want to achieve at your wedding. A little Internet research could keep you from wasting time meeting with a caterer who charges $300 a person, when you can only afford $100. Also, it is crucial know the what type of reception venue you want before your first meeting with a caterer.

Accounting 101 Don’t even think about hopping in the car without a spreadsheet of what you can afford, what you can’t afford and where all that money is coming from. “You really want to stay on budget because a month before when all your money is due, if you went 5% over, where’s that money coming from?” says Robert.

Ask questions! Some salespeople choose to be less detailed than others, so steer clear of any surprises by asking a lot of questions upfront. Some catering companies have perks like valet parking, but others could charge you an extra $1,000 for the service without you knowing. Bringing your own cake? Many places have a cake-cutting fee that could cost anywhere from $5 to $10 a slice. If your state allows you to bring wine to your banquet hall, be prepared to possibly pay a $10 to $20 corkage fee per bottle. But the real hidden cost? The service fee, which could run anywhere from 6-30%. Some caterers include it in the quoted price, but be forewarned, it’s almost never optional.

Who says you have to book caterers at least a year in advance? “Everything’s changed now,” says Robert. “We’ve catered weddings on two months notice and a two and a half year notice, so I don’t think there’s a set amount of time.” With more couples getting married in their late 20s, couples are tying the knot within 6 to 8 months of their engagement. There may be fewer dates available at your favorite banquet hall or less bands to choose from closer to the big day, but when you plan a wedding on short notice you could save money and spend less time being stressed.

Food tastings are a thing of the past Many couples usually book a caterer far in advance, are tied to a binding contract and then do the taste test as a formality. “The food will be perfect at a tasting. You’re only cooking for two, so of course it’s going to be pretty,” says Robert. “The proof is when you have to serve 300 people with six different courses and it all has to be done in an hour and everything has to be perfect.” So before your tasting, be sure to talk to the caterers, meet the owners, research their reputation and make sure they can deliver the food you want.

Go with your gut Make sure all your vendor relationships click. If you’re not feeling confident and comfortable with the caterers you meet, keep looking. “You have to trust the people that you’re with,” Robert says. “When you get married, your vendor relationship is so important. It’s so dynamic. It will make or break your wedding.”

—Chrissy Mahlmeister