CATERING SERVICES

Determining The Type of Menu For Your Reception
The time of day will help determine what you serve: for a morning wedding, you may want to serve a brunch menu; hors d’oeuvres are perfect for afternoon receptions; and a sit-down dinner or buffet is appropriate for evenings.

Menu Selection and the Weather
Be certain that your menu selections will withstand your special day’s anticipated weather. Avoid hot or heavy meals on muggy and humid days. High humidity may also wilt potato chips, cut cheeses and similar foods. On hot days extra care should be taken to protect easily spoiled foods. Be especially careful with mayonnaise-based items, raw shellfish and the like.

Catering Guidelines
To avoid running out of food at your reception, it is important to plan your menu carefully. Your caterer will be able to help you determine the best style of menu, with the correct amount of food based on your budget. Be sure to ask your caterer if they prepare any extra food for unexpected guests, and if there is an additional cost for this service. Always get a written estimate for the menu you have selected from the caterers you are considering. This estimate should include all food costs, rentals, labor, gratuities and taxes.

Estimating How Many People
Determine your guest count as soon as possible, as all price quotes will be based on this number. Begin by requesting prospective guest lists from both your and the groom’s parents. Then put together your own list. Once all the guest lists are combined, you can use the “rule-of-thumb” that 70–75% will attend to establish final guest count.

What the Caterer Supplies
When it comes to supplying china, flatware, glasses, cups, saucers and table linens, every catering company is different. Some will include the cost in their catering prices, while others will not. Ask each caterer you are considering how they handle this matter and make sure you fully understand all fees before signing a contract.

Serving the Food
After you have expressed your expectations for your reception, and have determined the flow of your party and time lines for the reception, your caterer will be able to suggest buffet table layouts and food start times. They may recommend that waiters serve hors d’oeuvres so that your guests can mingle, or offer you ideas about food stations which will create a more interactive reception for your guests.

Liquor laws and liability: With today’s strict liquor laws, it’s always smart to check into who assumes the liability for any alcoholic beverage service. Although the event facility and/or the caterer may carry liability insurance, the host or coordinator of the function may still be considered liable. Make sure all parties involved with the event are properly insured and consult with an insurance agent to make sure you have appropriate coverage for yourself.

Oregon and Washington Liquor Control Commission Laws: In Oregon private hosted bars featuring hard alcohol, beer, and wine do not require any special licensing. Private no-host bars may only feature beer and wine and do require a special day license. OLCC does not allow private no-host service of hard alcohol. Only OLCC licensed food and beverage establishments and caterers may sell hard alcohol. In Washington private hosted bars featuring hard alcohol, beer, and wine do require a WLCC Banquet Permit. The permit must be obtained one week in advance at any Washington state liquor store. Only WLCC licensed food and beverage establishments may provide no-host bars. For more information regarding these issues, contact: Oregon Liquor Control Commission or Washington Liquor Control Commission.

Private hosted bars: If you are serving hard liquor (alcohol other than beer or wine) at a hosted bar, you should consider having a state-licensed bartender. Licensed servers have a permit from the State’s Liquor Control Board. If you have a no-host bar where money changes hands, it is the law that you must have a server who has a permit from the State’s Liquor Control Board showing that the bartender has completed alcohol-server education.

Advantages of hiring professional beverage servers: Beverage and catering service companies provide professionally trained staff who can handle complete bar services at your event. They take care of the purchasing, bar setup and cleanup, serving, and liability. It costs a little more but may be worth it to ensure the bar will be handled in a professional and legal manner. These people are trained to detect if someone should not be served more, or if someone is underage. This service also allows you to enjoy the event without worrying about your guests.

Oregon Alcohol Service Laws: Any contracted bartender for pay is required to have the OLCC permit to serve alcohol. Volunteer servers do not need a service permit.

Washington Alcohol Service Laws: Bartenders are not required to have a permit to serve alcohol for a private function.

Beverages in bulk or case discounts: How do you get a good selection of beverages on a budget? Distributors, wine shops, and some stores offer variety and savings when purchasing in bulk. In some instances, unused beverages may be returned for a refund. However, keep in mind that some sites will charge a corkage fee to bring in your own alcohol and others don’t allow outside beverages at all.

Control liquor and keep consumption costs down: Have a no-host bar. Shorten the cocktail reception by 15 minutes. Serve beer, wine, water and soft drinks only; eliminate hard liquor from hosted receptions. Avoid serving salty foods during hosted bars (pretzels, peanuts, etc.). Instruct caterers or waiters to uncork wine bottles only as needed. As a healthy alternative, offer a juice bar or an espresso bar.