(Closed) First Email to Caterer – did I miss anything??

posted 9 years ago in Food
Post # 3
6257 posts
Bee Keeper
  • Wedding: August 2013 - The Liberty House

I think you should be more specific about what you mean by coordination services- do you want someone to actually act as a DOC- like be involved in ceremony, timing of events, etc. also? Or do you just want someone who is in charge of all the food and table settings and making sure the flowers go in the right place?

Post # 5
6257 posts
Bee Keeper
  • Wedding: August 2013 - The Liberty House

View original reply
@Maurasaurus:  Actually, that was part of the reason we loved our date. A lot of our guests are coming from Canada (almost all of my FI’s side). Everyone was super excited that it was labor day because they would have the extra day to travel. Since we’re telling everyone so far in advance, no one has had any complaints because they didn’t make other plans yet, and it’s a weekend they expected to be busy anyway.

Post # 6
2051 posts
Buzzing bee
  • Wedding: May 2013

Other things to note (which you can definitely bring up later!)

– Can you provide a wedding cake

– Can you provide vegetarian / vegan / gluten-free / dairy-free (if you know some of your guests have food allergies)

– You might want to mention 3 v 4 courses plated dinner? Do you want a plated dessert or will wedding cake suffice

– How many guests per server (ideally no more than 20 guests per server)

– Is there a service fee or admin fee?

Post # 7
1361 posts
Bumble bee
  • Wedding: September 2012

Honestly, I wouldn’t put this all in an email.  I would request a phone meeting or an in-person meeting to ask all these questions.

Post # 8
4799 posts
Honey bee
  • Wedding: September 2011

View original reply
@Beckster329:  Agreed. I mean, obviously you want pricing, but as far as the coordination services go…honestly, it kind of seems like a weird question to me. I’ve never heard of a caterer who will setup or tear down your other decor – they’re just taking care of the food.

Post # 9
4753 posts
Honey bee
  • Wedding: May 2012


– Do you provide coordination services the day of the event? (what does this mean?)
– Do you provide assistance for rentals and set-up/break-down of linens/plates/glasses/utensilts/etc.? (I would say- do you help with…)
– Do you provide assistance for set-up/break-down of flowers/decor/etc.? (combine with previous question)
– Are we are permitted to provide our own alcohol? (to me this is a venue question)
– Do you allow for tastings, and is there any associated fee? (rephrease: please advise on your tasting policy)
-I would include meal preference (are you looking for 3 course, 6 course? steaks? variety of options? dessert buffet/ cake)
-ask about cake cutting fees- if you’re having cake
-ask about deposits/ refunds
-ask if they provide rentals (dishes, cuttlery etc- or if you have to rent them)

Post # 11
267 posts
Helper bee
  • Wedding: December 2012

I would also ask about applicable taxes (state, city and liquor), service fees, staffing fees, security, etc.

I would ask to see if you could see a sample banquet check with these fees included to give you an idea of cost. When I first started working weddings, I was amazed at the amount of money added on with taxes and additional charges.

Post # 12
2201 posts
Buzzing bee
  • Wedding: June 2014

View original reply
@Maurasaurus:  i talked to an event planner at a rustic venue, and she also said that the caterer often does the set up/break down of decorations, linens, etc.  let me know what they say- i also have a rustic venue and have been wondering if i need to hire a DOC or if the caterer could do it.

i do think your email is pretty lengthy, but i understand wanting info and not wanting to forget anything so i don’t really see a problem with it!

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