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CATERER WORKSHEET 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 Wedding Reception or Event Type of Event/Theme ___Wedding Reception ___Rehearsal Dinner ___Private Party ___Other________________________________________________________________ _____Formal Sit-down Dinner Styles: ___ American ____Russian ____French
_____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 to 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) ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Budget 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 your caterer to handle the rental details_________________________________ $______Total Rental Cost Comments_______________________________________________________ _______ Select colors for your event for the table clothes, napkins, etc. The caterer needs to know what your colors/themes are to reflect your style on the buffet or other tables. Some people have their florists or their caterers decorate the tables with flowers, centerpieces, or decorations. ________________________________________________________________ $______Wedding cake cost. Is it baked by the caterer or an outside baker?___________ Details, Details, Details! _______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! Bon Appetit!
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