One to two months before a wedding is when the coordination phase of our planning begins. In the coordination phase I am confirming all of the details with vendors, creating the order of ceremony and wedding timeline. Today, I’m sharing our process for coordinating with the caterer.
Having a process and a final vendor checklist is so important to ensure I’ve confirmed everything with each vendor.
Today I’m sharing a process for coordinating with the wedding caterer. I hope this helps you create your own process for coordinating with each vendor. Or, if you haven’t set up a final vendor checklist for your own business I strongly suggest you do so. It saves you so much time and you never have to worry about confirming important information with each vendor.
Process for Coordinating with the Caterer
Headcount and Menu:
- Once all responses are received, send the final headcount to the caterer.
- Confirm the menu details with the caterer one month before the wedding, and ensure the balance is paid.
Necessary Items:
- Confirm that the caterer will provide plates, utensils, napkins, and glassware for the event.
- Confirm they will provide plates, forks, and napkins specifically for the cake tables.
Cake Service:
- Determine if the caterer will be cutting and serving both the wedding cake and groom’s cake. Ensure they have a designated person available to stay next to the cakes until they are fully served.
Meal Logistics:
- If the couple is having a buffet, ask the caterer if they will prepare a plate of food for the couple to eat in a private room.
- Determine if the caterer will prepare a to-go meal for the couple. Confirm if disposable containers are provided or if the couple needs to supply them.
Leftovers:
- Confirm if any leftover food can be taken by the couple or their parents at the end of the reception.
Clean-up and End of Reception:
- Make sure the caterer will clean off tables as guests finish eating.
- Confirm they will stay until the very end of the reception to clean off any leftover food and beverages from the tables.
- Ensure they will dispose of trash at the end of the event.
Set-up and Timing:
- Confirm with the caterer the time they will arrive on the wedding day to set up and ensure timely service.
Timeline and Venue Familiarization:
- Send the caterer a copy of the timeline and floor layout a month before the wedding.
- If the caterer is unfamiliar with the venue, make sure they are informed about the final walkthrough so they can attend and familiarize themselves with the location.
