If you’re planning to cater the wedding yourself, understand the costs involved are not just the food itself. Guests need dishware, utensils, cups, saucers, wine glasses, water glasses, etc etc etc. You’ll also need serving dishes, serving plates, serving utensils, napkins, table cloths, food warmers etc etc etc. There is a long list of needs which at some point it will be more expensive to do it yourself vs catering the affair.

Before you decide to cater yourself, check catering prices and make sure the location where you are having your reception will allow any outside food.  Note: you must know how many guests which will attend.

What you should know before you call: Before you call the wedding caterer be sure to get a reference from a friend, relative or check with the better business bureau and health department.

Ask if they are available to cater on the date of your reception!

What you should be asking for:

• A faxed copy of the menu options and if they make special requests.
• A faxed copy of a contract.
• Do they provide, what is the cost, what color/style selections are available and can you supply (instead of them) and get the cost lowered: silverware, cups, glasses, plates, table cloths, linens, table decorations, centerpieces. (this is very important to save money)
• What is a list of extra fees to expect in detail: ie tips, staff costs, broken dishes, among others
• Do you provide clean up? Are we able to negotiate by cleaning up ourselves? What is the cost of clean up if you do it?
• What time is needed for setting up and cleaning up?
• Are regular beverages included, and how much does this cost?(Ask for specific beverages like soda, coffee, tea) Are there extra staff involved?
• Do you have a liquor bar service? How much is this cost? What staff are involved?
• How much and when do you require the deposit?

How to save money on caterer costs:

Now is the hard part. Wherever you are planning a wedding reception it is vital you check if they allow outside catering, liquor, food and drink.

Now that the liability is out of the way. Here is my top 10 ways to save money on your wedding catering.

1. Cater yourself – the only way this works is if you have a small wedding and can supply the silverware, cookware, serving ware and dishware or if you are willing to use plastic and paper.
2. Local costs of rental equipment sometimes will charge you less than the caterers! Be aware you will probably have to pay extra for them to pick up dirty dishes. – Check all costs, contracts and liabilities.
3. Supply staff yourself! Family and friends will have a list of students willing to work at your wedding for a lesser cost. Some of them are even licensed bartenders.
4. Do the clean up yourself, ask your family and friends to chip in and see if the location will allow you to clean up the following day. Alternatively you can hire your own staff to clean up (see number 2 about staff).
5. Buy the beverages, including alcohol yourself and hire your own licensed bartender.
6. Buffets cost less than single serving foods.
7. Supply your own wedding table decorations, its 10 x cheaper than going through any service. Be aware you will need friends and family help with this.
8. Host your reception in smaller out of the way areas. You can get a better price on a place that is looking for more business.
9. Rent your linens from wedding specialists. This is extremely cheap at about 6-10 bucks a table cloth and you can find rentals for your chair covers and decorations too. However, you can buy sheets (what I did) and table cloths in various colors for little as well. Check Shops. Remember that white or off color can be dyed. You can also use fabric paint and craft store items to decorate linens you buy.
10. Offer to publicize any of the companies you use. You can put the caterer on a special wedding program, offer to advertise them on your web pages, companies will often reduce your prices substantially for well placed advertisement.

Best of luck and next on planning a wedding : How to save money on the photographer and videographer!