La Vie Photography

I will start off with a side topic… whenever I write the title for the What to Ask – then fill in the blank, I feel like I am announcing the food selection on the original Iron Chef…  I don’t know why, just one of those wierd thoughts that go through my mind.  So speaking of food, here is a list of questions you should ask when hiring a caterer.  Even if the location has in-house caterering it is a good list to go through with the Sales Manager/Director when you do a walk through. 

Also remember buffet doesn’t always equal lower cost.  The caterer needs to make extra food for seconds and thirds and at the end there might be more food waste.

What types of meal service are offered and an estimate on how much each would each cost?

            Sit-down

            Buffet

            Family Style

            Food Stations

What are the meal options?

Do they specialize in any type of cuisine?

Do you have to bring the alcohol or does the site provide it? 

What is the cost for a cash bar and open bar? 

Is the bartender cost included?  If not, what is the cost for a bartender?      

Do the bartenders have their liquor server license?

Is the catering service covered by insurance, or do you have to have your own liability insurance?   If you are counting on them to provide liquor, do they have liability insurance to cover any accidents that could occur after the wedding as a result of drunk driving? (It should go without saying that the caterer must have a liquor license if liquor will be served by staff)

What would the ratio of staff to guest be for the number of people for my reception? 

What is the staff dress code?

Will they make provisions for guests with special dietary needs?  Try to plan ahead for guests on ethnic, vegetarian, low cholesterol, or kosher diets.

 Does the cost include meals for certain vendors (videographer, photographer, DJ, band)?

Can you bring in your own cake?  Can the caterer provide a wedding cake?  Is there a cake cutting fee?  What about a dessert options? 

Do they provide a reference list of recent events?

How and when are the ingredients obtained for each event?

Are they a preferred vendor for any local facilities?  If so, which ones?

Have the worked at the site that has been chosen?

Do they do on-site cooking and food prep?

Can they provide you with a copy of the banquet menu?

Do they offer tastings?  Are they private or group?  Is there a charge?

Is there a setup or tear down charge?  What are the time frames?

Can you inspect linens, dinnerware, and related items beforehand?

Does the caterer’s fee include gratuities for the staff?  Is it included in the contract?

What is the refund policy, in the unlikely event you should have to cancel?

What does the caterer do with the leftover food?

Happy Planning!

 Jen and Jody Photography

As March is coming to a close I am seeing another rise in contacts from couples looking for a wedding planner/consultant/Day of Coordinator (DOC) and the such, so I thought it would be a good time to get this post out there.   I am going to try to make it as realistic as possible and not go all salesy on you. 

Do you know that you are spending between 400 and 700 hours in planning your wedding?  That is just crazy!  This is where a planner can help you out the most, we know who you should talk to and can cut the hours down by connecting you with the right vendors for your budget and personality.   As a bride who had a planner for her wedding, was not in the business yet, I can atest to not having a care in the world during my wedding day because everyone knew to talk to my planner first.   So should you get a planner, a consultant or a Wedding Day Director, it depends on your needs and wants.  Below is a great break out. 

What is the difference?

• Wedding Consultant – works in partnership with the couple and guides them through the process of wedding decisions.  Couples working with a consultant are very much in control of their wedding plans, but can rest assured that they have professional guidance and assistance when needed.  This allows the couple to enjoy the wedding planning process.
• Wedding Planner – is generally a person who can take charge of a wedding from start to finish.  The couple is still involved, but most of the leg work is left to the planner, and the couple can trust a professional to make arrangements for them.
• Wedding Day Director/Manager – Coordinates the details, vendors and itinerary for the couple on their wedding day.  All concerns are placed on the shoulder of the Wedding Day Director.  The couple doesn’t get caught up in the small details and can enjoy their wedding.

Affinity Photography

So what should you ask when you meet, here are the best questions that I have been asked and would love to have you use them as well!  

          How long have you been in business?  

          How many weddings have you done to date? 

          Do you have a business license?

          Do you have business insurance?

          Do you have another job, outside of owing your own business?

          What job did you do prior to becoming an event planner?

          How many hours will you be there on the day of the event?

          How accessible are you the last couple of weeks leading up to the event?

          How are you different than other wedding planners?

          Will I lose control of my wedding?

          Do you offer payment schedules?

          Where do you meet your clients?

          What areas do you work?

          What is your purpose for planning events?

I hope this helps!   Happy Planning!