A Tasteful Affair Catering Blog

The Proposal

Helping you plan the perfect wedding reception is one of the most exciting aspects of our business. We are just as excited about all the other celebrations that may come before and after the ceremony such as bridal luncheons, showers, anniversary parties, engagement parties, post-wedding receptions and farewell brunches.

Because every wedding reception is unique, we work with you to plan all the details to ensure your day is perfect. Below are some of the topics we will discuss.

After we have discussed these specifics we will create a proposal which contains suggested, customized menus as well as estimated food, service and rental costs. After you review it, we will meet to discuss any changes and finalize the menu, service and rental requirements.

General Information

• Date of event
• Time and length of event
• Reception location
• Estimated number of adult guests
• Estimated number of children (5-11 years)
• Estimated vendor count
• Food budget

Kind of Reception Desired

• Passed hors d’oeuvres
• Buffet hors d’oeuvres
• Combination of passed and buffet hors d’oeuvres
• Food stations
• Formal sit-down meal
• Buffet
• Combination of served first course and dessert and a buffet for the main course
• Cake and punch

Food Selections

• What kinds of food do you like?
• What kinds of food do you dislike?
• Have you made any selections from our menus?
• Are any vegetarian dishes required?
• Any guests with known food allergies?
• Special food requests?

Kind of Beverages and Beverage Service Desired

• Bartender
• Self-serve bar
• Served wine and/or champagne
• Wine with dinner only
• Champagne toast only
• Non-alcoholic drinks only
• Beer and wine only
• Full bar

Rental Requirements

• Table linens, overlays, napkins
• China
• Glassware
• Tables/chairs
• Chair covers and sashes

Event Details

When the menu, the type of service, and rentals are decided, it’s important to plan the event details to ensure your day is perfect. Depending on the scope of our involvement in your event, below are some topics that we may discuss to help plan for your special day.

General Information

• Wedding colors
• Table centerpieces/decorations
• Type of flowers

Final Guest Count (needed at least 7 days before event)

• # of adult meals - non vegetarian
• # of adult meals - vegetarian
• # of child meals
• # of vendor meals

Vendor/Other Contacts:

• Wedding coordinator
• Florist
• DJ
• Band
• Photographer
• Rental company
• Bakery
• Family member or friend in charge

Vendor/Other Contacts:

• Wedding coordinator
• Florist
• DJ
• Band
• Photographer
• Rental company
• Bakery
• Family member or friend in charge

Floor Plan/Diagram:

• Guest tables
• Head table
• Buffet table(s)
• Bar
• Gift table
• Cake table
• DJ table or band area
• Dance floor

Guest Tables

• Who sets up guest tables/chairs?
• Who breaks down guest tables/chairs?
• Who will put on tablecloths?
• Overlays used?
• Napkin colors, tablecloth colors, overlay colors
• Who puts out centerpieces and other decorations?
• Favors for guests on table? By whom?
• Light candles? When?
• Who puts on/removes chair covers and sashes?

What is provided at each place setting?

• Glasses - red wine, white wine, water, champagne
• Silverware - salad fork, dinner fork, knife, spoon, dessert fork, dessert spoon
• Plates - salad plate, butter plate, dinner plate, charger
• Napkins in wine glass or other special fold?

Beverages and Cake

• Will servers pour wine at table?
• Open wine bottles and leave on tables? Guidelines?
• Champagne toast poured at table or served on tray?
• Water poured at table or water pitcher on table
• Served coffee or coffee station?
• Served cake or dessert station?

Seating and Serving

• Is seating for the meal assigned? How?
• Are guest tables numbered or named?
• If buffet, will tables be called to buffet by DJ?
• Who will queue DJ that meal is ready?
• If buffet service, what order to call tables to buffet?
• If meal is served, what order to serve tables?
• If a multiple entree meal is served how to tell who gets which entree?
• Special requirements for head table service?

Dining Hall/Kitchen

• Earliest time caterer can arrive
• Parking restrictions/instructions
• Kitchen details/restrictions
• Trash requirements
• Recycling requirements

Miscellaneous

• Outside heaters required?
• Umbrellas required?
• Contingent plans for weather concerns
• Do chairs need to be moved during event? By whom?
• Who will set up gift table, cake table, DJ table, etc.?
• Linens ordered for these tables?

Rentals

• Time rentals being delivered
• Where will they be located?

Food For Thought

• The event time is a primary factor when selecting your reception menu. Breakfast is usually served until 11AM; brunch from 11AM until 2PM; lunch from 12:30PM to 3:30PM; tea or desserts from 3PM to 5PM; cocktails from 5PM until 7PM; dinner from 6PM to 9:30PM; and a late-night dessert from 9PM until 10:30PM.
• Many couples try to stick with foods that appeal to a wide variety of guests. Most gatherings include members of every generation and social background.
• When giving your final head count, don’t forget to include the other wedding professionals (musicians, DJ, wedding coordinator, photographer, etc.) who will be on hand.
• Many couples are so busy that they miss out on much of the menu served at the reception. We can prepare a special selection of food samples for you. It’ll make a great snack when you collapse in your hotel room and realize you’re starving!
• Consider the way your guests will be eating the foods you are serving. Will they be sitting at tables or will they be mingling as they eat? One setting allows for the use of silverware, while the other calls strictly for finger foods.

Meal Styles

Consider the following meal styles to determine which option best suits your taste.

Seated Dinner
Seated dinners are ideal for more formal occasions, complete with a set menu with courses selected by you.

Buffet
A buffet-style reception is less formal than a seated dinner and offers your guests more menu choices and creates a more casual, sociable atmosphere.

Combination
A combination style meal strikes a balance between buffet and seated service. This option offers table service for the first course and dessert, and a buffet for the main course.

Brunch
If your wedding is early in the day, consider a brunch reception with fresh pastries and fruit, an omelet station and champagne, or bloody Mary bar.

Entree Choices
Satisfy your guest’s palate by choosing entree “duets”. Serve chicken and beef, or pair a meat entree with fish, etc.

Themed Stations
Offer your guests a wide range of culinary experiences by providing specialty or themed foods.

Hors d’oeuvres and Cocktails
An hors d’oeuvres reception allows your guests to socialize while sampling an array of hot and cold appetizers.