Wedding Planners: Catering Conundrum Solved

Wedding planners are responsible for organising all aspects of a wedding, from the pre-wedding activities to the day-after brunch. This includes finding and booking vendors such as caterers, photographers, videographers, florists, and DJs. When it comes to catering, wedding planners are essential in guiding the couple through the process and ensuring the caterers have all the information they need. They help the couple decide between plated or buffet service, depending on the venue and number of guests, and coordinate with the caterers to ensure the food is set up on time and presented according to the couple's vision. The wedding planner also acts as a point of contact for all vendors and keeps the day running smoothly, allowing the couple to enjoy their special day without worrying about the logistics.

Wedding Planner vs On-Site Catering Director

Wedding Planner vs. On-Site Catering Director

The on-site catering director and the wedding planner are two talented, experienced, and essential professionals with the shared goal of making the wedding memorable and stress-free. However, they play different roles in accomplishing this shared goal.

On-Site Catering Director

The on-site catering director is employed by the venue and knows the facility inside and out. They host private tours for couples or meet by phone with out-of-town couples. They answer all property-related logistical questions, such as how late music can play, how many people the space can accommodate, and where guests can park.

As the wedding date approaches, the on-site catering director assists with choices related to the venue and food, such as menu selection and wine pairings. They create and maintain the banquet event order (BEO), which tracks all food, beverage, and service aspects. Food allergies and special menu requests are noted in the BEO.

On the wedding day, the on-site catering director serves as the liaison between the couple and the venue staff, ensuring the venue is ready and well-maintained, and that the food and beverage service runs smoothly. They may also adjust the house music, dim the lights for dancing, or control the temperature.

Other duties of the on-site catering director include assisting with food and beverage selections, hosting menu tastings, setting up tables and chairs based on the couple's floor plan, and tending to venue details such as restocking hand towels or cleaning up spills.

Wedding Planner

The wedding planner, on the other hand, is a personal consultant who works directly for the couple. They are usually booked early in the planning process to advise on vendors and guide the overall planning. Wedding planner services range from full-service with design to "day-of" coordination. Regardless of the service level, the wedding planner works with the couple's best interests, budget, and style in mind.

The wedding planner can advise on wedding etiquette and answer any wedding-related questions. They can help with all aspects of the wedding, from pre-wedding activities to the rehearsal dinner and even the day-after brunch. Drawing on their experience, they can offer valuable vendor and design recommendations.

During the planning and on the wedding day, the wedding planner serves as the liaison between the couple and the vendors, including the on-site catering director. They are the point of contact for any questions and ensure that the couple's personal style and preferences are reflected in the event.

Prior to the wedding, the wedding planner will conduct a ceremony rehearsal to ensure everyone understands their ceremonial roles. On the wedding day, they will place all the wedding elements, such as the guest book, place cards, favors, programs, table numbers, cake knife, and toasting flutes. They will also invite guests to be seated, cue the parent seating and wedding party entrance, and handle any unexpected incidents.

In conclusion, both the on-site catering director and the wedding planner play crucial roles in creating a successful wedding. The catering director focuses on the property and the logistics related to food and beverage services, while the wedding planner focuses on the couple and ensures their vision is brought to life.

The Planner is the Point-of-Contact

Even if the planner and the vendors have not worked together before, they are professionals who are expected to know the ins and outs of every intricate moment of the special event. The planner will guide the couple from where the caterers should set up to whether a plated or buffet option is better suited to the space available. The planner will also advise on tedious details such as whether a salad plate is necessary.

The planner will also conduct a ceremony rehearsal to ensure that the wedding party understands their ceremonial roles. On the big day, the planner will place all the wedding elements, including the guest book, place cards, favors, programs, table numbers, cake knife, toasting flutes, and any other display items. The planner will also handle any unexpected incidents, such as a flower girl needing a Band-Aid or a bridesmaid requesting water during photos.

The planner is also responsible for collecting all the gifts, distributing final payments to the vendors, and returning borrowed items to their designated places.

Book Catering 12 Months in Advance

Booking your wedding catering 12 months in advance is a great way to ensure you get your preferred vendor and allow enough time to plan the menu and any special requirements.

The caterer is an integral part of your wedding day, and their role goes beyond just providing food. They help to determine the budget, flow, and timeline of your event, and they often work closely with other vendors too. It's important to book them early, especially if you have specific requirements or dietary needs.

When choosing a caterer, it's a good idea to read reviews, meet them in person, and ask about tastings and menu options. A good caterer will work with your budget and guest count to create the perfect menu. They can also advise on serving styles, such as buffet or plated dinner, and any interactive food stations you may want.

If your venue has an in-house caterer, or a list of preferred caterers, it's worth considering those options first to avoid additional fees. However, if you don't have a specific venue in mind, booking your caterer first can be a great way to find the perfect venue for your wedding, as they can offer valuable insights and suggestions.

Booking your catering 12 months in advance gives you ample time to make these important decisions and ensures that your wedding planning process is a little less stressful.

Communicate Allergies and Dietary Requirements

It is important to communicate allergies and dietary requirements to your wedding planner or caterer. This will ensure that all your guests can enjoy the food and drinks on your special day.

Invitations and RSVPs

When sending out invitations, it is a good idea to include a line about dietary requirements. This can be on the RSVP card, or alongside the RSVP information. You could also include this information on your wedding website, if you have one. This will allow your guests to inform you of any allergies or dietary requirements they may have.

Notify the Venue and Caterer

Once you have collected this information from your guests, it is important to notify your wedding planner, venue, and caterer in advance. This will give them enough time to make the necessary arrangements and ensure that all your guests' needs are met. It is recommended to have all this information ready about a month before the wedding.

Choose an Accommodating Menu

When deciding on the menu, consider the various dietary requirements of your guests. Offer a variety of options that cater to different needs, such as vegetarian, vegan, gluten-free, and dairy-free dishes. If possible, provide a separate menu that complies with religious dietary laws, such as Halal or Kosher.

Buffet vs. Plated Food

When deciding between a buffet or plated food, consider the advantages and disadvantages of each. A buffet offers more choices and is less work as you don't need to collect dietary information in advance. However, there is a higher risk of cross-contamination and guests may accidentally choose something they shouldn't eat. Plated food, on the other hand, is safer for managing allergies and dietary restrictions, but it requires more preparation and can be challenging to serve everyone at once.

Choose the Right Caterer

Select a knowledgeable and flexible caterer who understands various dietary restrictions and is willing to adapt their menu to suit your needs. Ask them about their experience with specialised menus and how they handle cross-contamination. A good caterer will be able to provide references or case studies of similar events they have successfully managed.

On-Site Catering Director

If your venue has an on-site catering director, include them in the catering planning meetings. They can provide valuable insights into the property-related aspects of food preparation, presentation, and cleanup. On the wedding day, they will serve as the liaison between the couple and the venue staff, ensuring that the food and beverage service runs smoothly.

Wedding Planner

Your wedding planner will also play a crucial role in coordinating with the caterer and other vendors. They will guide you through the process and ensure that all the details are taken care of. A good wedding planner will be your point of contact and help bring together all the intricate details of your special day.

By following these steps and communicating allergies and dietary requirements effectively, you can ensure that all your guests feel welcomed and cared for, creating a truly inclusive and enjoyable wedding celebration.

Include the Planner in Catering Meetings

A wedding planner is an essential part of the wedding dream team. They are the voice, the time ticker, and the go-to person for the couple, ensuring they can enjoy their special day. The planner is the point of contact for every vendor, including the caterer, and is responsible for guiding the couple and vendors on where to set up, whether to go plated or buffet, and other tedious details.

The planner should be included in the catering planning meetings, especially if the venue allows events to be catered by an independent catering company. The planner can provide valuable insights into property-related aspects of food preparation, presentation, and breakdown/cleanup. They can also help the couple and the caterer decide on the menu, taking into account any food allergies and special menu requests, such as gluten-free or vegetarian options.

The wedding planner and the caterer should work closely together to ensure a smooth and efficient experience. It is beneficial if they have worked together before, as they will be familiar with each other's work styles and ethics. However, even if they haven't, their professional expertise will ensure a well-coordinated event.

The planner should be present at the menu tasting, as this is often an opportunity to discuss the timing of the reception events with the couple and make final decisions together. The planner can also create a master timeline, compiling information from all the wedding professionals, including the caterer, to ensure everyone is on the same page.

Involving the wedding planner in catering meetings ensures that the couple's vision and preferences are communicated effectively to the caterer and that the catering services align with the overall wedding plans.

Frequently asked questions