Things You'll Need:
- List of possible caterers
- Floor plan or seating chart of the venue
- Approximate number of guests
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Step 1
Check with your venue to determine whether an outside caterer is allowed. When using a restaurant or event facility, you may be limited to an on-site provider or a selective list of caterers.
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Step 2
Visit wedding websites such as TheKnot.com, Brides.com and WeddingWire.com for searchable databases of caterers across the country (see Resources below).
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Step 3
Meet personally with each caterer you are considering (a good rule of thumb is to choose three preliminary options and narrow down your choice from there). Ask to look at examples of the caterer's past work, which will usually be a binder filled with menus the caterer has designed as well as photographs of the food presentation.
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Step 4
Request sample menus from each of the caterers. If you have yet to select a type of cuisine for your dinner, you may want to ask the caterers to suggest several options. The sample menus should consist of possible appetizers, main courses and desserts and should take into consideration any dietary needs or restrictions for your guests.
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Step 5
Ask the caterers what type of facilities they will require while serving your dinner. If any additional equipment such as extra refrigerators or stoves needs to be supplied, be sure to inquire about added costs.
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Step 6
Ask for each caterer's opinion on dinner seating and a serving plan. It will help to have a floor plan or seating chart of your venue available. Make sure to inquire about table, chair, place setting and linen rental if needed.
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Step 7
Discuss bar service options if you are planning to offer alcoholic beverages. Make sure each caterer is licensed and properly insured to serve alcohol. Ideally, you will want to have an open bar so your guests can enjoy free beverages during the dinner, which means you'll need to pay for all of the drinks up front. You can save money if you select a limited bar (with wine, beer, and selected mixed drinks only) as opposed to a full bar.
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Step 8
Discuss the costs for a seated versus buffet-style dinner, as well as bar service. Make sure you know the approximate number of guests in order to obtain an accurate estimate.
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Step 9
Determine the number of serving staff that will be provided with the caterer's quoted fees. If additional servers are needed, inquire about the added costs.
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Step 10
To make your selection, compare the total cost estimates from all three caterers, assessing any additional contractual requirements such as non-refundable deposits. In some cases, it is worth spending more for a caterer who is willing to offer a more flexible contract in the event you need to move or cancel the rehearsal dinner.
