RESERVATIONS- As soon as possible, call the caterer and reserve their services. Follow up with a faxed confirmation, including your event date and time.
- On the confirmation, agree on the number of people and the cost per head. Provide a rough outline of the meal (fish, chicken, meat, number of courses, type of bar service, and any cake details).
- Be advised that the caterer or banquet hall manager may or may not require a non-refundable deposit of $500-$1,000.
CONTRACTSLater, your caterer should follow up with a contract for you to sign, requesting a 50 percent deposit. Review the contract carefully for inclusion of these points:
Name and contact information for you and the vendor
Date, starting time, and length of the party
Location of party, including the exact name of the room
Date by which the caterer needs a final head count
Staff details: waiter-to-guest ratio, number of bartenders
Type of service (cocktails, buffet, tea, dessert, seated meal)
If buffet, how you will be charged (by guest or by plate count)
Specific menu (you can make alterations later)
Acceptable food substitutions (in case of unavailability on day of event)
Liquor: what kinds, how much (if the caterer is handling it)
Cake: layers, flavor, ornamentation (if the caterer is handling it)
Rentals: what's included (tablecloths, napkins, dishes, tables, and so on)
The name of the person who will oversee catering on the day of the party
Proof of license and liability insurance
Approximate number of guests
Costs per head (three levels: adult, child, and vendors)
Extra fees: sales tax, gratuities, bar or corkage fee, rentals, delivery, fees for extra wait staff, and kitchen fee
Total estimated cost of the service
Deposit amount
Balance amount and date due
Cancellation and refund policy
Caterer's signature
If the coast is clear, sign the final contract, taking care to write out the date, dollar amount, and the check or credit card number.