• Rule number one — Have a legal pad of paper and pen ready for each meeting and phone call. Begin files for each facility, noting date, time, and person whom you speak with. This will become most useful as the selections are narrowed down, and you persist with follow-up questions.
• Rule number two — If you do not receive a call back within three business days, make one more attempt and move on. Do you really want to trust your event to a company that cannot return a phone call?
• Rule number three — Relax and have some fun with this. Think about the priorities that can make your event an affair to remember. Also, don’t take it all on yourself. Ask friends and family for ideas that have worked for them and trust the professionals throughout the process.
• Rule number four — Be certain as to when you want the date and time of your event. That is the first thing a caterer is going to be asking you. And their next question will be about the specific type of event, so be prepared.
• Rule number five — Know your budget. It is important for you to know where your financial limits are. And stay on your budget. You may not get a topnotch champagne party with your price structure, but you may be able to plan an elegant brunch or breathtaking dessert party instead.

So, with these rules in mind, you are now ready to explore “The Top 10 Questions” in planning a catered event. At the outset, remember not to be intimidated. Choose the caterer that best relays the sense that your event is as important to them as it is to you.

Obviously, weddings are different than corporate wine dinners but the following 10 areas are at the crux of every successful catered event:

Question #1: Do they have packets of information and brochures to send you before you meet with them?

This will give you preliminary background information about the facilities and some general pricing, to verify whether it is within your budget. These materials will also give you the opportunity to make a list of questions ahead of time. (i.e. Are there facilities on the premises to have a ceremony? Can you have a poolside cocktail party? Are certain times of the year blocked out. Hoildays for instance.)

Question #2: What does the price include?

If you are renting a facility, you need to know what specific items are included in the rental, i.e. linens. (Get specifics in writing and remember to watch out for hidden costs involved.)

Question #3: Exactly what will the room look like for your event?

Are there floor plans to choose from? How many tables are there? What are the size of the tables? How flexible is the area? (Get these details noted and signed into the contract in case future questions arise.)

Question #4: How many events does this caterer have booked for your day?

Knowing if there is a large event finishing right before yours or soon after is most important. You do not want to feel rushed nor chance that the room or area will not be ready on time. Remember, things happen. Guests arrive late, guests arrive early, make sure they can handle these typical situations flawlessly and professionally.

Question #5: Will the same person who is booking your event be there to oversee things on your date?

This is most important. If you establish a relationship with someone and at the last minute someone else steps in, all your requests, even well documented, may not fall into place. Do they have their teamwork together? Is there another event or situation that could take the staffing and attention away from you? How do they deal with this?

Question #6: What are all the rules for deposits and refunds?

Are there administrative costs or hidden items that might pop up at the end? Can you place a cap on such expenses like the bar? (Perhaps open bar for the first hour fits more into your budget. If you are having wine served, it is customary to be charged for each bottle that is opened, but make sure that they are opening only as needed.) When do the final guest counts need to be submitted? Remember, caterers need to buy the food and staff accordingly. Bad weather or not, the show must go on.

Question #7: To what degree are you allowed to decorate?

More importantly, what is off-limits, decoration wise? (Red rose petals are out for almost all places. They stain the carpeting and tile and are a hazard, as is glitter and confetti.) In your contract make sure that you will not be charged a maintenance fee for decor, etc. left behind.

Question #8: What are the menu options?

Be creative here. Ask to see sample menus, as well as menus from prior events. Can you have a tasting? For larger events a tasting is usually encouraged by the caterer to guarantee that you will be happy with your selections and to help make final pairings and decisions, relating to how much food is the right amount? If you are like me, there is always too much, but often people forget how long guests have been waiting to eat. Wedding guests have usually traveled and have already attended the ceremony and grow hungry while awaiting the bridal party. Too many hors d’oeuvres and you might take away from a spectacular entree presentation.

Question #9: What type of equipment is available and what do you need to rent?

And, just who is responsible for getting the rentals and what is the pricing? What are the rules on entertainment? Is staging provided? Microphones? Dance floor? Outside events may have time limitations for music, so make sure you ask specifics.

Question #10: May you talk with references?

Trust me, the good ones have plenty of satisfied customers guests that are more than happy to share their experiences. As part of their comprehensive portfolio, this request should be easily fulfilled.

When all these questions have been researched, you should come away with a feeling of confidence and competency. Of course, there will almost always be some anxiety, the jitters, around the event. If the 10 questions listed above are adequately covered, then you have done as much as humanly possible to ensure that a good time will be had by all.

Remember, this is YOUR special event, plan it the way you want it to happen ­ and then relax, take a deep breath, and enjoy your event ­ knowing that you did all that could be done!