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Catering Considerations

Food just seems to taste better when consumed in the great outdoors. However, cooking under open skies can present some culinary challenges, particularly if you envision a meal more elaborate than burgers and dogs. Finding a talented and experienced caterer and selecting a suitable menu are two undertakings that deserve your serious attention. Food, after all, is the one component of your celebration that will be enjoyed by all. Nothing makes an occasion universally memorable and festive quite like bountiful, delicious cuisine.

Dining Al Fresco

Open air dining can be lovely, but it can also be fraught with potential perils. As you make a decision about whether to host all or part of your reception outdoors, consider both the benefits and drawbacks of dining al fresco. Planning and foresight are essential to ensuring that guests will enjoy their hors d’oeuvres or meal with a view.

Outdoor Dining Delights

When you have selected a beautiful location for your wedding ceremony, you may feel compelled to take advantage of its scenic majesty for more of your celebration than just the ceremony. Of course, the moment you are pronounced husband and wife, the majority of guests will have one thing on their minds—food. Serving cocktails and appetizers outside allows you to get the party off to an immediate start. If you also choose to hold your entire reception in the same open space, you will truly establish your event as distinctive. A picnic in the park, a luncheon in the garden, a clambake at the beach, or a pig roast in the backyard will seem a treat to guests accustomed to the typical fare served at most wedding receptions.

Fresh air has a way of boosting the appetite, and dining outdoors on a warm, sunny day is an enjoyable, relaxing, and social experience. You will find that guests seated at outdoor tables feel less chained to their assigned spots and will mingle more freely. If you are hoping to create an atmosphere of casual fun, remaining outdoors for your meal can foster this sense of lightheartedness. Though some upscale indoor receptions feature theatrical lighting effects, you can’t achieve a prettier look than that provided free of charge by the sun as it sparkles off vases, china, and crystal.

Outdoor Dining Disasters

What’s not to love about the prospect of celebrating your union with an outdoor feast? For starters, the success of your event becomes even more weather dependent. It is not nearly as much fun to dine outside when it is cool or rainy. Your next big worry is whether you’ll be sharing your meal with unwelcome guests like ants, flies, and seagulls. It is important to assess the likelihood that hungry and aggressive outdoor pests will intrude on your meal.

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Don’t be tempted to cut costs by opting for paper plates. Even disposable plates made of sturdier Styrofoam or plastic are prone to leaks, breakage, and spills. Rent china, use plates that you own or can borrow, or acquire a lovely if eclectic mix of pieces at flea markets and yard sales.

Protecting your spread from the elements will be a key concern, as you won’t want to discover seed pods in the punch bowl or a layer of sand coating the paté. Wind not only can kick up dust and sand clouds, it may even topple tables if it really gets gusty. Heat and cold can both make it challenging for your caterer to maintain foods at the temperature at which they should be served.

Many of these outdoor dining hazards can be avoided with some careful planning. Securely anchor any items that might be blown by the wind. Choose menu items that will hold up well under any conditions. Devise a means of keeping food sheltered, even if you intend to eat outdoors. Most of all, find a caterer who has extensive experience with outdoor affairs. Be sure to thoroughly discuss any concerns you have; your caterer will likely offer solutions to ensure that all food served is safe and tasty.

Interviewing Caterers

Your search for a caterer will require quite a bit of talking and maybe even some tasting. First, check with the manager of the venue you have selected to see if a list of recommended caterers is available. Ask friends and family members for referrals, too. Bridal expos and food festivals in your area may also provide opportunities not only to learn about caterers but to sample their cuisine.

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In some instances, you may find that you don’t have a choice if your preferred venue has an on-site chef or an exclusive relationship with a single caterer. If this is the case, be sure to determine whether your food requests can be fulfilled within the budget you have allotted before you book the site.

Service and Special Requests

A full-service caterer can often provide much more than food. As you meet with culinary professionals, it is important to take careful notes about what services they include in their pricing and what helpful options may also be available for a fee. For example, some caterers will acquire all rental equipment, such as tables, chairs, glasses, plates, silverware, serving dishes, and coffee urns, on your behalf, eliminating much legwork on your part but possibly exceeding the cost of a do-it-yourself approach. Most will provide linens in colors of your choosing. The majority will also handle all setup and cleanup chores, but there may be an additional charge for trash disposal.

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If you intend to serve alcohol at your reception, be sure to discuss options with your caterer. Some will provide a bartender and all beverages. Others will suggest that you order liquor, beer, and wine on your own but may still assess a corkage fee and an hourly wage and gratuity for the bartender.

Questions to Ask

You should be able to pare down your list of possible caterers through an initial round of phone calls. Ask each prospect to mail, fax, or e-mail to you a catering menu and price list. Also determine whether each caterer on your list has experience in cooking and serving outdoors. Ask if they would accept a job at the site where you intend to wed.

Once you have narrowed the field to a handful of potential candidates, schedule meetings to discuss your event in more detail. Visit caterers armed with a list of questions, including these:

  • How many weddings and other events do you cater each year? On a typical weekend? What percentage are outdoor functions?
  • What do you consider to be your specialties? What standard menus and pricing plans do you offer? Are you willing to consider special recipe requests and menu modifications to fit our budget?
  • Would you recommend we hold a sit-down dinner or serve guests buffet-style?
  • What type of cooking and refrigeration equipment do you use for outdoor events?
  • What type of insurance, permits, and licenses do you hold?
  • Will you be able to adapt our menu if our event is forced indoors? How much notice of a change of venue would you require? What is your cancellation policy?
  • What do you usually do with leftovers? What options are available to us?
  • What’s the payment schedule? How do you handle gratuities? Are there additional charges?
  • Is a minimum number of guests required? When will you need a final guest count?
  • Can you provide us with a per-person price quote, a contract, and a list of references?

In general, caterers also provide their own service staff. You will want to know how many waiters, bartenders, and other helpers will be present for your event. As a rule, more servers are required for a sit-down dinner than for a buffet. Be sure to ask how the catering staff will be attired.

Finding a qualified caterer is one thing, but identifying one that is able and willing to actually cater to your wishes can sometimes be another. Be sure to discuss the site you have chosen for your event. Be forthcoming about any difficulties the location may present due to such things as distance from access roads or lack of electricity and running water.

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Some caterers will provide your wedding cake and other dessert selections. However, if your caterer does not have an experienced pastry chef on staff, it is better to order your cake from a bakery instead. Be sure to ask, however, if you will be charged a cake cutting and plating fee.

It is also important to let your caterer know from the start if you will have special menu requests and requirements. Some caterers will try to steer you toward their set packages. While they may acquiesce to small menu alterations, they may be reluctant to try new recipes just for your event. Ethnic menus may, in particular, present a challenge for some caterers. If you will need to meet the dietary requirements of some or all guests by providing dishes that are kosher, vegetarian, organic, lactose-free, or suitable for diabetics, for example, you will need to determine any potential caterer’s ability to prepare acceptable fare.

The Proof Is in the Tasting

Many caterers are happy to invite prospective clients to a tasting, particularly if they compete for business with many other area catering services. You should not request a tasting unless you are quite serious about engaging a caterer’s services, though. Being engaged is not a license to enjoy free meals all over town. However, if you are struggling to choose among two or three food providers, putting them to a head-to-head taste test can be the easiest and most informed way to make a final selection.

If a catering firm you are strongly considering is not willing to provide you with a complimentary sample of items from your desired menu, you may want to hire them to cater a small supper party or even dinner for two in order to be sure that you are making the right decision. Alternatively, if a chef you are evaluating operates a restaurant, be sure to have a meal there if you haven’t already. Consider the expense a worthwhile investment that provides peace of mind that you’ve made a good choice.

Menu Do’s and Don’ts

If the menu you have in mind for your mountaintop wedding consists of puffed pastry filled with seafood in cream sauce, broccoli cheese soufflé, and banana flambé, it is likely that your caterer will try to steer you in another direction. In fact, as you begin to consult with caterers, it is best to have few preconceived menu selections in mind. Food-service professionals experienced in outdoor affairs will be able to provide expert guidance on dishes that will work well in your chosen environment, where space and equipment to prepare, cook, and store food may be limited. The good news is that food does not need to be elaborate to taste fabulous.

Foods to Include

As you begin to build a menu with your caterer’s input, strive to make selections that not only will be easy to prepare ahead or to cook outdoors but that fit your event’s theme and level of formality. Typical picnic and barbecue foods always work well outdoors and are suitable for a casual celebration. In fact, anything that can be cooked on a grill, even gourmet choices such as lobster or sirloin kebabs, are some of the best choices if your caterer will be cooking on location.

While a buffet makes for simple serving, it is often a challenge to keep foods in chafing dishes piping hot, even indoors. A better strategy may be to take a “tapas” or small plate approach and to serve many small courses in rapid succession. Your guests will appreciate lighter fare on a hot day in the outdoors. Food items that can be served at room temperature or just slightly chilled make good menu selections. Finger foods are best if guests will be required to stand during the cocktail hour.

Your catering company will offer its own list of specialties. However, here are a few ideas for dishes that work well in outdoor settings:

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Your catering contract should include a specific list of all menu items that you have selected. Be sure to carefully read any contract language that pertains to the caterer’s ability to make reasonable menu substitutions. When you confirm a final guest count with your caterer, it is also a good idea to review the menu one last time.

Foods to Avoid

Food safety is a serious matter. All perishables should be kept cold or hot until just before serving time. Your catering crew should be diligent about monitoring the freshness of any dishes presented buffet-style. If something looks unappealing, there is usually a good reason. Don’t hesitate to call upon your catering staff to remove anything that seems to be past its prime. If you have taken a do-it-yourself approach to the food for your affair, it is a good idea to appoint a helper to periodically inspect and restock the spread.

Just because you will be dining outdoors does not necessarily mean that you will not have access to a full kitchen and ample refrigeration. If the site you have selected is well equipped for large gatherings, your food worries will be few. However, if you will be relying on coolers filled with ice and carting cooking equipment and food a distance, it is more critical to streamline your menu and to avoid certain items. Foods that are most prone to spoilage include melon, mayonnaise, eggs, raw meats, raw fish, cold cuts, custards, cheeses, and other dairy products.

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Two hours is the maximum time that perishable foods should be allowed to sit out. When temperatures exceed 90 degrees, that time is cut to just one hour. Ice, concealed ice packs, and frozen plates and serving containers can help to keep chilled foods fresh in the outdoors.

Liquid Refreshment

If alcohol is permitted at your wedding site, you may want to partake of a traditional champagne toast. Your caterer should be able to keep champagne on ice until the appointed time arrives. A full bar is costly and, in the outdoors, sometimes difficult to stock. Most guests will be quite content if you opt instead for just beer and wine.

In addition to alcohol, be sure to discuss with your caterer your desire to have plenty of nonalcoholic beverages available. Punch, lemonade, sparkling water, fruit juices, and sodas are good options for children and those who do not drink. On a hot day, all guests should be encouraged to consume plenty of nonalcoholic fluids. For parties that will last into the evening in particular, it is a nice gesture to make hot beverages, such as coffee and tea, available. Be sure your caterer will supply a thermal carafe to keep cream, milk, or half-and-half cold.

Seating Arrangements

Outdoor settings often provide great flexibility when it comes to devising a seating arrangement. Since you will probably be renting tables, you won’t be locked into the round tables for eight available at most banquet halls. In many cases, you will also have boundless space in which to create a pleasing arrangement of tables that need not adhere to the convention of dividing the bride’s and groom’s sides of the family by a central dance floor. You might, for example, put rectangular tables in a U shape so that all diners can enjoy dinner with a view. Or, if you will be hosting a small affair attended mostly by couples, seating them at candlelit, café-style tables for two might make for romantic dining for all.

Before you begin to sketch out your table layout, consult your catering manager. If you have decided to serve your meal buffet-style, you will need to know how much room to allow for the spread and think about the traffic pattern guests will follow to reach the feast. If table service is your choice, your caterer may have a strong preference for a seating arrangement that allows servers to work efficiently. If your meal will feature many courses, try to position tables as closely as possible to where food items will be stored, prepped, or cooked.

Wind Concerns

High winds may force you to move your meal indoors, and even intermittent gusts can prove a nuisance. At any other outdoor dining event, you might be tempted to rely on the old trick of using rocks found lying around to hold down tablecloths and paper goods that might be picked up by the wind. However, your wedding calls for solutions that are a bit more elegant.

Rely on your caterer for sage advice on how prepared foods and table settings can best be protected from the breeze. Chances are good that your caterer owns or can rent such items as tablecloth clips, napkin dispensers, mesh food tents, and entrée domes. While a punch bowl may be pretty, a beverage dispenser may be safer. Also ask for suggestions on taking advantage of features of your site, such as fences, embankments, or a dense row of trees, to serve as a natural windbreak.

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Winds and exposed flames are a potentially dangerous mix. If your caterer will be cooking over an open fire, be sure to discuss strategies for sheltering grills in the event that the day is breezy. Ask your catering company to provide a fire extinguisher if one is not readily available at your venue.

Carting in the Cake

As weddings have become more individual, cakes, too, have undergone a transformation. No longer limited to the standard three-tiered white buttercream-frosted tower with a plastic bride and groom on top, couples are choosing cakes in new flavors, colors, designs, shapes, and sizes. Still, wedding cakes tend to be grand confections that are difficult to bake, assemble, and transport. In the outdoors, the cake can be the one menu item that causes the greatest concern. Before you commit to a cake, consider dessert alternatives.

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If you really want cake, why settle for just one? Rather than fret about transporting and safely displaying a single large, lavish cake, opt for an assortment of beautifully decorated, table-size cakes or even mini cakes for every guest.

Sweet Selections

A wedding deserves a sweet ending, but it is nowhere written in stone that you must serve cake. Conclude your casual wedding picnic or barbecue with a watermelon cutting ceremony instead. Hire an ice cream truck to deliver guests’ choice of cold, sweet treats. Other nontraditional dessert possibilities include the following:

Confection Protection

If you are a traditionalist at heart, go ahead and have your cake. However, there are a few precautions you should take. First, be sure that you will have some form of cover—at minimum a fabric canopy—to protect your cake from the sun and the elements. Position the cake in a shaded place away from high-traffic areas.

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Rolled fondant is an increasingly popular wedding cake icing that is rolled like dough, then draped over layers of cake and trimmed. It is strong and hardens to a smooth, porcelain-like finish. It is frequently more expensive than traditional buttercream, but it has the advantage of not requiring refrigeration. In fact, refrigeration is a no-no, as a chilled fondant will sweat as it warms.

Next, speak to your baker about the possibility of performing as much of the cake’s assembly work on site as possible. This will eliminate anxiety about a mishap occurring in transit. The cake need not be displayed from the moment that guests arrive but might best be kept protected until the meal is underway.

Fondant icing is a good choice, not only because it holds up well in the heat but because it dries hard and sleek. Thus, unlike buttercream, it is unlikely to melt or ensnare any curious winged intruders that fly too close. Be sure to avoid any cake fillings that are perishable, such as those containing cream, custard, fresh fruit, or eggs. Be careful with your selection of decorations, as well. While fresh flowers are a popular choice, when used as a cake embellishment, they have no source of water and may quickly brown and wilt in the heat of the day. Ask your baker if a similar look can be achieved with silk, marzipan, or candied flowers.