Aside from our final food tasting, we also had our detailing with Purpledish. Since their office was not yet done, we had our detailing at Coffee Bean and Tea Leaf in Greenbelt 5. I asked Thoffy, our coordinator, to join us on our meeting so he would be able to ask questions that we might have overlooked. However, he was feeling unwell during that day so he assigned his assistant to accompany us instead.
So what exactly happens during your final detailing with your caterer? Honestly, I had no idea, which is why I asked help from my newlywed friends. They were kind enough to send me powerpoint presentations of their own detailing, so I was able to get an idea on the important questions to ask the caterer.
1. What table centerpieces will be used for VIP tables? For guest tables?
During detailing, you must decide how you want your VIP tables and your guest tables to be styled. We had to choose the centerpieces for each table, from the flowers to the vases to be used. We also had to choose the linens (tablecloth, table runner, and table napkins) and even the plates! It's best to bring pegs here so that the caterer will have a better idea on the style that you want. Also, ask your caterer if the pegs you have are included in the basic setup or already considered upgrades.
2. What is the styling for the couple's area?
For the couple's area, we had to choose our wall backdrop, the couch that we will use, and the flowers on the little coffee table in front of us. Again, ask your caterer if your choice of backdrop is included in their basic package or if it is an upgrade.
3. How many tables should we need?
You must have at least an idea on how many guests you'll have on your wedding because you will submit your initial headcount during the detailing. This is so you can determine how many VIP tables and guest tables you will need for the reception. Also, make sure to ask if they will provide the registration table, gift table and cake table, as well as a table for the candy buffet, especially if you decide to get an external supplier for this or if you will DIY this.
4. What is the floor plan?
The floor plan shows the layout of your reception venue. It shows the placement of the couple's area, the buffet tables, the VIP and guest tables, and other elements of your reception. Our AE drew this on the spot, but we made some changes to it after our detailing and just sent the revised floor plan to them.
5. What is the final menu?
You will finalize your menu this time so it's recommended that you have your final food tasting before the detailing. Also, if you have other food items that you wish to endorse (i.e. lechon), then you must inform your caterer about this. Ask if there is any corkage/extra fees for this. Luckily, even though we plan to have Purpledish cut and serve our lechon, there is no additional fee for this, except if we will specifically get their lechon carving station.
6. How many hours of ingress and egress does the caterer needs?
Purpledish requires five hours of ingress and two hours of egress. Since the rate of our venue only includes three hours of ingress, we had to pay for two extra hours.
7. Who is in charge of the leftover food?
Some caterers have their own containers for the leftovers, while others require you to bring your own, so clarify this with your caterer. Luckily, Purpledish has styro containers for the leftovers. They will just endorse a form to the coordinator and the coordinator will be in charge of distributing the leftovers.
8. What is the ratio of the waiters to guests?
Ask how many waiters will be in your wedding, and how many of them will solely serve your VIPs. The number of waiters is important to know because you need to have an idea how much you need to pay in case they need to extend their hours of service. For example, the duration of Purpledish's catering service is only for five hours, beginning during the cocktail hour. In case of overtime, we have to pay P700 per hour and P50 per waiter. So if we have 10 waiters, we must pay them P500 for the extension of hours. In addition, you can also discuss their uniforms. If your male entourage will wear vests, make sure the waiters do not wear them so that the guests won't mistake your entourage for waiters. Hehe.
9. Other requests
If you have any additional notes/requests, make sure to discuss this with your caterer. I specifically told them how I want our VIPs and guests to be served, especially during cocktail hour. Remember to be as specific as possible. :)
After our detailing, I also made a powerpoint presentation on all the things we discussed and sent them to our caterer and coordinator for reference. It might seem too OC for others, but it's better to be OC than to be sorry. Haha!
So what exactly happens during your final detailing with your caterer? Honestly, I had no idea, which is why I asked help from my newlywed friends. They were kind enough to send me powerpoint presentations of their own detailing, so I was able to get an idea on the important questions to ask the caterer.
1. What table centerpieces will be used for VIP tables? For guest tables?
During detailing, you must decide how you want your VIP tables and your guest tables to be styled. We had to choose the centerpieces for each table, from the flowers to the vases to be used. We also had to choose the linens (tablecloth, table runner, and table napkins) and even the plates! It's best to bring pegs here so that the caterer will have a better idea on the style that you want. Also, ask your caterer if the pegs you have are included in the basic setup or already considered upgrades.
2. What is the styling for the couple's area?
For the couple's area, we had to choose our wall backdrop, the couch that we will use, and the flowers on the little coffee table in front of us. Again, ask your caterer if your choice of backdrop is included in their basic package or if it is an upgrade.
3. How many tables should we need?
You must have at least an idea on how many guests you'll have on your wedding because you will submit your initial headcount during the detailing. This is so you can determine how many VIP tables and guest tables you will need for the reception. Also, make sure to ask if they will provide the registration table, gift table and cake table, as well as a table for the candy buffet, especially if you decide to get an external supplier for this or if you will DIY this.
4. What is the floor plan?
The floor plan shows the layout of your reception venue. It shows the placement of the couple's area, the buffet tables, the VIP and guest tables, and other elements of your reception. Our AE drew this on the spot, but we made some changes to it after our detailing and just sent the revised floor plan to them.
5. What is the final menu?
You will finalize your menu this time so it's recommended that you have your final food tasting before the detailing. Also, if you have other food items that you wish to endorse (i.e. lechon), then you must inform your caterer about this. Ask if there is any corkage/extra fees for this. Luckily, even though we plan to have Purpledish cut and serve our lechon, there is no additional fee for this, except if we will specifically get their lechon carving station.
6. How many hours of ingress and egress does the caterer needs?
Purpledish requires five hours of ingress and two hours of egress. Since the rate of our venue only includes three hours of ingress, we had to pay for two extra hours.
7. Who is in charge of the leftover food?
Some caterers have their own containers for the leftovers, while others require you to bring your own, so clarify this with your caterer. Luckily, Purpledish has styro containers for the leftovers. They will just endorse a form to the coordinator and the coordinator will be in charge of distributing the leftovers.
8. What is the ratio of the waiters to guests?
Ask how many waiters will be in your wedding, and how many of them will solely serve your VIPs. The number of waiters is important to know because you need to have an idea how much you need to pay in case they need to extend their hours of service. For example, the duration of Purpledish's catering service is only for five hours, beginning during the cocktail hour. In case of overtime, we have to pay P700 per hour and P50 per waiter. So if we have 10 waiters, we must pay them P500 for the extension of hours. In addition, you can also discuss their uniforms. If your male entourage will wear vests, make sure the waiters do not wear them so that the guests won't mistake your entourage for waiters. Hehe.
9. Other requests
If you have any additional notes/requests, make sure to discuss this with your caterer. I specifically told them how I want our VIPs and guests to be served, especially during cocktail hour. Remember to be as specific as possible. :)
After our detailing, I also made a powerpoint presentation on all the things we discussed and sent them to our caterer and coordinator for reference. It might seem too OC for others, but it's better to be OC than to be sorry. Haha!
Hi sis can i have a copy of powerpoint thar u used and your final menu as well. Im also a pd bride /overseasbride. Big thanks.
ReplyDeleteCyrille.castillo@ymail.com
Sure sis. Hanapin ko lang sa files ko hehe
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