Post-Wedding Catering Payment Options For Couples

Planning a wedding can be stressful, especially when it comes to budgeting for food and drink. While some couples opt for full-service caterers, others may prefer to self-cater or bring in outside help from family and friends. Regardless of the approach, it's important to consider the costs involved and whether they need to be paid upfront or can be settled after the wedding. Some caterers may require a deposit, with the remaining balance due on the wedding day or a few weeks before. It's also worth noting that caterers may charge for rentals, such as tables, chairs, and dishware, on top of the food and beverage costs. To avoid surprises, it's recommended to ask for an inclusive budget and be clear on what is included in the package.

What's included in the package?

When it comes to wedding catering packages, there is no one-size-fits-all option as it depends on the caterer and your preferences. However, here is a detailed list of what is typically included in a wedding catering package:

Food and Beverage Options:

• Appetizers or Hors d'oeuvres: These are often served during cocktail hour or as part of a buffet.
• Entrees: The package should include options for main courses, such as meat, fish, or vegetarian dishes.
• Desserts: Wedding cakes, pastries, or other sweet treats are usually included.
• Customization: Some caterers offer the option to create a custom menu to match your preferences and dietary needs.
• Portion Sizes: Ask about the expected portion sizes to ensure your guests will be satisfied.
• Special Dietary Requirements: Discuss options for guests with allergies or dietary restrictions, such as vegetarian, vegan, or gluten-free choices.
• Children's Meals: Inquire about kid-friendly options like pizzas, hamburgers, or chicken nuggets.
• Beverage Options: Find out if non-alcoholic beverages like soda, juice, and water are included. Ask about bartending services and alcohol packages if you want a full bar.

Staff and Service:

• Waitstaff and Servers: The package should include staff to serve food and beverages.
• Bartenders: If alcohol is being served, there should be trained bartenders to mix and serve drinks.
• Chef and Kitchen Staff: The caterer should provide chefs and kitchen staff to prepare the food.
• Setup and Cleanup: Ensure the package includes the time and staff required for setting up the dining area and cleaning up afterward.
• Vendor Meals: Ask if the package includes meals for other wedding vendors, such as photographers and musicians, who will be on-site during the event.

Rentals and Equipment:

• Tables and Chairs: The caterer may provide tables and chairs for the dining area.
• Tableware: This includes plates, flatware, glassware, and linen tablecloths.
• Buffet or Food Station Equipment: If you opt for a buffet-style meal, the caterer should provide the necessary equipment, such as chafing dishes and serving utensils.
• Bar Setup: If bartending services are included, the package should cover the bar setup, including portable bars if needed.

Other Considerations:

• Tastings: Some caterers offer menu tastings so you can sample the food before finalizing your choices. There may be an additional fee for this.
• Liability Insurance: Ensure the caterer has the necessary insurance to cover any incidents that may occur during the event.
• Food License: Verify that the catering company has the required food safety licenses and permits to operate legally.
• Final Headcount: Discuss with the caterer when they need the final headcount to plan accordingly.
• Deposit and Payment Terms: Understand the deposit required, payment schedule, and cancellation/refund policy.
• Timeline and Logistics: Work with the caterer to establish a timeline for setup, food service, and cleanup.

When is the final payment due?

The final payment for your wedding caterer is typically due before the wedding day. Some caterers may require full payment a week or two before the wedding, while others may accept final payment on the day of the event. It is important to discuss payment expectations with your caterer and get everything in writing to avoid any surprises.

In general, caterers may ask for a deposit to secure your wedding date, which can range from a fixed amount to a percentage of the total cost. For example, a common deposit amount seems to be around 50% of the total, paid a few months before the wedding, with the remaining balance due before the wedding day. However, this can vary, and some caterers may request payments in instalments or have different payment structures.

It is important to finalise your menu choices and provide the caterer with a final headcount by their deadline. This will ensure they can order the necessary ingredients and prepare the correct amount of food for your wedding. Any last-minute changes or additions to your order may incur additional fees, so it is best to be organised and decisive.

Additionally, don't forget to discuss any potential additional charges or upgrade fees with your caterer. These could include rental fees for tables, chairs, linens, etc., bartending services, cake-cutting fees, and gratuities for the staff. By clarifying these details in advance, you can create a more accurate budget and avoid unexpected costs.

Finally, remember to ask for a detailed contract or invoice that outlines all the services included in the final payment. This will protect you from any unexpected charges and ensure you know exactly what to expect on your wedding day.

What's the cancellation policy?

When it comes to wedding catering, it's important to understand the cancellation policy, as last-minute changes or unforeseen circumstances can occur. Here is a detailed breakdown of what to expect:

Timing of Cancellation:

• More than 30 days before the event: If you need to cancel the catering services more than a month in advance, the caterer is typically entitled to retain any expenditures they have already made. This includes costs such as contracted labor, special orders, rentals, and proposal costs. This means you may lose any deposit or initial payment you made to secure the caterer.
• 30 days to 14 days before the event: Cancelling within this timeframe will usually result in a more significant financial impact. The caterer may retain 25% of the deposit and seek reimbursement for any additional expenditures they have incurred. This covers similar costs to the previous timeframe but reflects the closer proximity to the event date.
• 14 days to 5 days before the event: As the event draws nearer, the caterer's preparations intensify, and the financial implications of cancellation become more severe. If you cancel within this period, the caterer is likely to retain the entire deposit and may pursue additional losses, including labor, special orders, rentals, and proposal costs.
• Less than 5 days before the event: At this extremely late stage, you are typically expected to pay the full event catering costs as outlined in the original agreement. The caterer has likely made significant preparations and incurred substantial expenses, which you would be responsible for covering.

Cancellation by the Caterer:

In the unlikely event that the caterer needs to cancel their services, they are generally required to provide a full refund of any deposit within a specified timeframe (often around 10 days). If the cancellation occurs within a certain period before the event (e.g., 30 days), the caterer may also be responsible for reimbursing any additional costs incurred by the client to secure an alternative provider.

Changes to Head Count:

It's important to note that changes in the expected number of guests can impact the catering costs. While an increase in headcount may be allowed, a decrease is often not permitted, especially as the event date approaches.

Refunds:

The refund policy can vary between caterers, and it is essential to review their specific terms. Some caterers may offer refunds at their sole discretion, while others may have more structured policies. In some cases, non-refundable items may include specialty food, equipment rentals, and other pre-ordered or customized elements of the catering package.

Can I bring my own alcohol?

Bringing your own alcohol to a catered wedding can be a great way to save money, but there are a few things you should keep in mind. Firstly, check with your caterer if they allow this, as some caterers may prefer to stock the bar themselves or work with a certified vendor. If they do allow you to bring your own alcohol, they may charge a fee or require proof of insurance to protect themselves from liability, especially if they are hired to serve the beverages. It is also important to look into local liquor laws and insurance, as regulations vary by state and some locations may prohibit a bring-your-own-booze (BYOB) policy.

If you decide to bring your own alcohol, it is important to choose your bar type. Most couples opt for an open bar, which allows guests to drink without limit, but this can be expensive when bringing your own alcohol. A limited bar, which typically serves only wine, beer, and select liquors or cocktails, may be a more cost-effective option.

When it comes to how much alcohol to buy, a standard guideline is to supply 50% wine, 25% beer, and 25% liquor. You should also assume that each guest will consume one drink per hour. For a four-hour reception with 100 guests, this would translate to 200 servings of wine, 80 servings of beer, and 120 servings of liquor. Don't forget to factor in mixers and garnishes as well, such as soda, tonic water, juice, club soda, lemons, limes, and ice.

To save money, consider buying alcohol in bulk, such as cases of wine or half-barrel kegs of beer. Some stores also allow returns of unopened bottles, so you can get your money back for any leftovers. Additionally, look into cost-cutting measures such as skipping the top-shelf liquor varieties.

In summary, bringing your own alcohol to a catered wedding can be a great way to save money, but it requires careful planning and consideration of local laws and regulations. Be sure to communicate openly with your caterer and venue to ensure a smooth and enjoyable experience for you and your guests.

Can I meet the staff?

Meeting the catering staff before your wedding is a great way to ensure that you feel confident in their abilities and that they understand your vision for the day. While it may not always be possible to meet every staff member who will be working at your wedding, you can certainly request to meet the key personnel, such as the head chef, event manager, and front-of-house staff.

Ask for a Meeting

Firstly, don't hesitate to ask for a meeting. Reputable caterers will understand the importance of this request and be happy to accommodate. If you are unable to meet in person, perhaps due to distance or scheduling conflicts, request a video call.

Prepare Your Questions

Before the meeting, prepare a list of questions to ensure you get the most out of it. Some questions you might want to ask include:

• What is your experience in wedding catering?
• Can you create a custom menu based on our preferences and dietary restrictions?
• How will you ensure timely service and manage the flow of the event?
• What is included in your pricing, and are there any additional fees or charges?
• Can we sample some of your food?

Discuss Your Vision

Use this opportunity to clearly communicate your vision for the wedding. Share any specific themes, styles, or unique requests you have, and ask how they can bring your ideas to life. Be sure to ask about their experience with similar events and any challenges they may have faced.

Assess Their Professionalism

Pay attention to the staff's professionalism during the meeting. Are they punctual? Do they listen to your requests and concerns? Are they knowledgeable and able to provide detailed responses to your questions? Assessing their professionalism will give you an idea of how they will handle your event.

Request References

If you haven't already, ask for references from past clients, preferably those who had similar events or requirements to yours. Speaking with previous clients can give you valuable insight into the caterer's service quality, reliability, and ability to handle any challenges that may arise.

Final Thoughts

Meeting the catering staff is an important step in planning your wedding. It ensures that you feel confident in their abilities and that they understand your expectations. Remember to ask questions, discuss your vision, assess their professionalism, and request references. By following these steps, you can feel assured that your wedding catering is in good hands.

Frequently asked questions