How to Speak Caterese

By Bev Bennett

You're about to be married, and you're intoxicated with the language of love. But you'll have to take a break from romance if you want to talk turkey -not to mention tenderloin, appetizers, and bar service - with your caterer.

You'll avoid some expensive surprises if you learn "caterspeak" before you sign any contract for services.

Avoid the 'W' word
The first bit of advice from wedding planning experts is not to mention the "W" word at all when you contact a caterer. The word wedding means something else in caterese.

"It's a magic word. The assumption is that the wedding couple is willing to pull out all the stops and pay more," says Mark Westerfield, an associate professor who teaches restaurant business classes for the Culinary Institute of America (CIA) in Hyde Park, N.Y.

Of course you value honesty, and you're uncomfortable with any deceit, but a little restraint might help in your negotiations with a caterer, Westerfield says. "Weddings tend to be a lot more expensive on an item for item basis."

Your anticipation is that your wedding will be the most exciting day of your life. Your caterer may have other, less idealized, expectations. Caterers have nightmares about mothers and daughters who fight over centerpieces or relatives who throw tantrums over the food selections.

"Weddings have a bad rep among vendors," says Teddy Lenderman, a wedding coordinator in Terra Haute, Ind. Florists, for example, may refuse to do weddings because they've been burned by cancelled orders. And in fact, some caterers will include the headache factor into their estimates, Lenderman says.

What should you tell a caterer?
"Say it's a family event or a business event. Get the menus. Then, if you like the caterer, go back and ask for the wedding package," says Westerfield. If the wedding charges are higher for the same foods, ask why, he says. Ask questions throughout the process, the experts advise.

"It's a business transaction. It's like buying a car. You need to know all the details," says Ezra Eichelberger, an associate professor at the CIA and a caterer. "If a caterer is insulted [by the questions] he's probably unscrupulous."

Look out for linens
Linen charges may be the first thing to catch your eye. "Linens are a biggie you'll really want to watch. Linens don't have their own lingo, but there are fees attached," says Lenderman, author of "The Complete Idiot's Guide to the Perfect Wedding" (Alpha Books, 2000).

"Some places will include linens in the price of the food. Others charge extra. If you want colored linens, it's an additional fee. A caterer won't tell you pink tablecloths cost more than whites unless you specifically ask. The caterer plays on your emotions. You want pink, we'll give you pink," she says.

The pleated skirts that hide buffet table legs are pricey as well. Eichelberger suggests the caterer use a couple of tablecloths instead.
"It won't look as nice. It won't be pleated, but it will cost half the money," he said.

The bar facts
Bar options vary greatly in price.

A host bar, also called an open bar, and a consumption bar are the two terms you're most likely to hear.

For a host bar, a fee per guest per hour is set and guests can drink as much as they like during the celebration. A caterer may charge $12 per person for the first hour, and $8 per person for the second hour.

For a consumption bar, the caterer takes an inventory at the end of the party and charges you for the number of bottles of alcohol consumed. Let's say your guests went through 12 bottles of whiskey; 8 bottles of vodka and 20 bottles of wine. You'll be billed for those. There's also a cash bar, meaning your guests have to pay for their own drinks.

If you'd like to sidestep the process and bring in your own wine you may be charged a corkage fee, which covers handling, storing, pouring and removing the corks from the wine bottles.

Count with care
When you negotiate the menu, be sure you know how much you're getting. Ask how many shrimp are in the shrimp hors d'oeuvres. If hot appetizers are too expensive, ask how much cold ones will cost. Usually they're cheaper, says Lenderman.

The more options you give your guests, the higher your bill. Giving guests a choice of entrees may be diplomatic, but it's also expensive.

"Most people don't know a month in advance whether they'll want chicken or beef and they ask the server to switch their choice at the last minute. The chef has to be prepared for this possibility by ordering more. For example, the chef may bring in 10 extra servings each of chicken and beef. You'll have to pay for the extras," says Eichelberger. "If you want choice, do a buffet with stations," he says.

The cake business
For many, the meal's highlight is the cutting of the cake. It's a sentimental moment and it's an additional fee. Cake plating or cutting may add from 50 cents to $2 or $3 a cut to your bill. Some caterers skip that fee; others charge. You can appoint someone to cut the cake and eliminate the cost, Lenderman says.

Watch the clock
Although your wedding could last through the night, you need to be aware of overtime charges. If you stay beyond the designated finish you'll pay time-and-a-half for the staff and room fees as well. Ask your caterer about overtime.

"Tell your banquet captain to keep an eye on the time. That way the burden falls on the facility to get you out on time," says Lenderman.

Finally, you'll be presented with the bill at the end of your celebration.

If you've asked all the right questions you'll be prepared. Just make sure the gratuity is based on the pretax portion of the bill, says Westerfield. And, if you've received phenomenal service from a banquet captain, offer an additional $50 or $100 tip.