Information is courtesy of Antonio Cecchi, special events consultant for Catering by Windows, Alexandria, VA.
This will be vital in terms of hygiene, sanitation and a number of other checks and balances. You will also want to find out if the company is insured for liability and whether it has ever worked at the site you've chosen.
This will be important if you want to accommodate guests who prefer a kosher or vegetarian meal. You should also ask if you can sample the food ahead of time, whether the caterer is licensed to sell alcohol and, if so, can you nevertheless bring your own.
In other words, are there any taxes, gratuities and so-called extras involved? In some cases you may have to pay a corkage fee for your own liquor, cake-cutting costs and payments to valet parking and the banquet captain, etc. In others, these will be part of the initial package deal.
A deposit of 50% to 75% of the total cost is not unusual, says Cecchi. But before you put any money down, find out also whether the company requires a minimum number of invitations, by what date you must submit the final guest count, and whether there will be an additional charge if you make changes after that date. You may have to commit a number of months ahead of time to ensure that you get the caterer you want.
Outdoor weddings can get expensive because, in addition to paying for the labor and the created space, you have to rent everything, including a cook tent with propane ovens, warmers and generators. Cecchi maintains that as a general rule it's better if caterers own, rather than rent, equipment, since the quality tends to be higher. Remember, make sure that all terms are put in writing and that you understand what they mean before you sign.