Food!
And that's why choosing a good food caterer will always be one of the things that wedding planners have to agonise over. Some venues offer their own list of approved caterers, but for those who don't... well, the wedding planner is going to have to flex their brain muscles for one! Being professionals at their trade, caterers usually have their own menu for all sorts of situations, from full-course dinners, to free-style buffets. Most couples will probably go for a customised menu that suit their guests, though. Usually, the planner will select two to three caterers for the couple, who will then narrow it down themselves.
Before approaching a caterer, planners need to find out some things from the couple.
1) The number of guests invited.
2) Site of reception.
3) Their budget.
4) Meal style and any special requests for vegetarians or guests with food allergies.
With all these information in mind, they move on to the next step: The catering proposal.
Catering Proposals
A catering proposal contains of a number of logistical things prepared by the caterer that the couple will have to take some time to look through. This will include an itemised list of things the couple will be paying for (rental, food, beverages, tax, etc), date, time, place, duration, number of guests anticipated, description of meals served, and most importantly, the cancellation policy. It is the duty of the planner to inform the caterer should there be any changes. Talk about heavy responsibility! Nothing says logistic nightmare like planning for 50 guests when there are actually 500!
Jokes aside, once the couple finalises their choice of caterer, they may wish to make some changes to the menu originally proposed, and the planner will have to communicate these changes to the caterer. If cost is a concern, the couple can inform the planner beforehand which area of the proposal they are willing to forgo or settle for less to bring the budget down. The planner will in turn inform the caterer about this.
Meeting the Caterer
Before signing anything, however, a wise wedding planner will want to meet up with the caterer in person. This gives them a chance to see how the caterer works, and to gauge their level of commitment and expertise. It also helps the planner to see how well they can work together, something extremely important since they are going to be partners for one of the most major events of the wedding reception.
Workflow may be discussed, along with ideas on how to personalise the menu in a creative manner. The planner must always remember that they are representing the couple getting married, and not choosing menu based on their own personal preferences on how they feel the wedding should turn out to be!
On-Site Caterers
These caterers refer to caterers who are usually offered as a package by hotels or clubs that cover almost everything, from the venue rental, to food, drinks, wine, equipment, live bands, cakes, guest parking, and whatnots. Some of the packages have extra items that off-site caterers do not offer.
Needless to say, an all-in-one package may be the best choice for couples who want their reception to be as hassle-free as possible. What their wedding planners (check out wedding consultants singapore) can do is to negotiate with the hotels or clubs for a more reasonable rate, especially if the wedding is being held on an off-season period or during the weekday, bearing in mind that the hotels may just want to fill up their venues with something, rather than letting it go empty.
If you are a planner and you're not sure how you can go about doing that, please consider the following suggestions:
1) Ask for extra courses like soup and salad to be taken away.
2) Either have a wedding cake, or dessert. Most guests only take one or the other, anyway!
3) Do away with the champagne if most of the guests won't be taking it.
4) Negotiate for free parking for your guests, or provide shuttles services for guests who don't drive.
Moving Ahead With The Caterer
So you've chosen the caterer, gotten the menu down pat, and everything seems ready to go. Wait. Aren't you forgetting something very important? Yes, you are! You forgot to have a tasting session for the food that's going to be served on the wedding day!
Requesting to taste the food earlier has some advantages. You'll be able to change the menu if the proposal has not been finalised yet, if you find that some foods don't suit your tastes. Both the planner and the couple should be present for the tasting session. The planner because they were the ones who negotiated for the menu, and the couple because this is the food that they will be offering their guests during their big day.
Take note, however, that whether the tasting is done earlier or nearer to the wedding day, there is usually no chance for a second tasting unless a special session is arranged between the caterer and planner.
During the tasting, feel free to also discuss things like:
1) Flowers - if you are using blossoms as centrepieces, discuss how they can match with the tablecovers.
2) Wedding cake - taste the cake and ask for pictures of other styles so you can pick and choose your favourite.
3) Wine - taste the wine and see if it is to your liking. If not, what other types of wines are available and how can they be served to the guests?
4) Lighting - ask for a demonstration of the lighting at the actual site.
5) Furniture - peruse the furniture and arrangement. Make sure they go along with your wedding theme, if you have one.
After everything is basically sealed and signed, the wedding planner has to continue to keep in contact with the couple and caterer, in case of any last minute changes. Some couples may choose to donate any leftover food to needy organisations, and their wish has to be conveyed to the caterer beforehand so that the necessary arrangements can be made.
Whether you are acting as your own Singapore wedding planner, or engaging someone else for the job, make sure you know what you're doing! Check through everything thoroughly before signing anything. With the serving of food and drinks settled, you will usually be more at ease to deal with other pressing matters. Relax, and enjoy the preparations. Think of how happy your guests will be, and you'll find a smile on your face as well!
Recently, attended a wedding of my neighbor at one of nearby local venues. Wedding planners there had done awesome work and everyone appreciated their efforts. Thinking of hiring the same wedding planners for my wedding.
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