Your Catered Affair

Just like the backdrop for a play, the location and decor of your wedding reception sets the stage for your affair. From majestic grand ballrooms with elegant crystal chandeliers and old mansions furnished with antiques and spiral oak staircases to elegantly appointed yachts affording magnificent views, there are an array of banquet facilities throughout New York and New Jersey that can cater your wedding reception from soup to nuts.

Most facilities offer varied menus that allow you to customize dinner with your favorite entrees and desserts. And if you want to plan your wedding in a one-stop-shopping fashion, many catering halls retain the services of florists, bands/disc jockeys and photographers. However, you need to decide early on what type of atmosphere you want to create for your wedding, and figure out how much of your planning budget it's worth.

"Every catering facility has its own character," says Irwin Lepselter, sales manager for the Rockleigh Country Club in Rockleigh, NJ, which can accommodate up to 475 guests for a wedding reception. "It all depends on what you're looking for. You might be looking for glitz, something understated, or a very elegant banquet hall. It's a matter of price range and what you want."

Getting Started

Whether you're having 20 or 200 guests at your wedding, the planning can be overwhelming. If you're tying the knot in the New York Metropolitan area, most catering directors will recommend booking your banquet facility as early as possible. "We're booking parties for next year, and we're also booking parties for 2005," says Michael Tinelli, manager of Jericho Terrace in Minneola, NY, which can accommodate up to 500 guests for a wedding reception. "It's anywhere from a year to two-and a half years in advance that people book their banquet facilities."

A good place to launch your search for a reception facility is through bridal magazines and referrals from friends and family members whose opinions you trust. "Couples should start working off referrals from other people and weddings they have attended," recommends Arthur Lauri, vice president of the Edison, NJ-based Victorian Manor, which can accommodate up to 500 people and has three main ballrooms furnished in wood oak decor.

Once you've narrowed your choices down to a handful of facilities, make appointments and spend time with the banquet manager or director of catering. "You want to make sure you feel comfortable with the banquet manager and the decor of the facility. There is no way you will know that by talking on the phone," says Lauri.

Lisa Ward, general manager of South Florida Yacht and former director of sales for New York Yacht, which allows for New York, New Jersey and Connecticut departures, says it's important to "feel a vibe" when meeting with the catering manager. "I think you have to really feel that a banquet manager is going to help you, because when all is said and done, you're putting your wedding in their hands. As much as you've thought of things, you can only just hope that the person has the right style and knows what you want."

To gain confidence, one of your first questions at a scheduled meeting should be, "How long has the banquet facility been in business? Often, the longer the company has been in business, the more comfortable you will feel with the service," says Lauri.

It's also very important to ask a banquet manager how many weddings can be accommodated at a facility at one time, says Vito D. Cucci, owner/catering director for the Belleville, NJ-based Nanina's In The Park, which can accommodate up to 400 guests for a reception. "We only have one wedding at a time," he says. "Couples should decide if they want to share the day or have it somewhere that is exclusive for them."

Choosing a Menu

When choosing a caterer or catering hall, focus first on the menu. The best caterers will help you decide the most appropriate meal choices for your guests, as well as let you sample the food. "When planning a menu, start with your meal preferences," recommends Lauri. "It all depends on what you prefer, and what you prefer for your guests. You should try to convey to the banquet manager exactly what you're looking for."

In addition to the main entree and other courses, you should be concerned with the types of hors d'oeuvres that will be served at the cocktail hour. Cocktail hour choices include having a lavish display with expensive food stations, to less-costly hors d'oeuvres passed via butler service. And while sit-down dinners are a main ingredient to a successful affair for some, others may want to consider a buffet-style cocktail party, which is often significantly less expensive. "At Nanina's In The Park we feel the cocktail hour is the most important part of the wedding. It's when people are the most hungry," says Cucci. "The variety of food is important."

After you've agreed on the menu, it's a good idea to ask if you can see a wedding in progress. While some caterers will welcome the opportunity for you to see them in action, others may have a policy against uninvited guests roaming a reception. In some cases, caterers will allow you take a peek at a reception in progress, but will make you sample the food in a separate room. "Regardless of where you book your wedding, always taste the food first," suggests Joseph Giresi, one of the owners of The Cotillion in Garfield, NJ, which can accommodate up to 500 guests for a wedding. "In fact, once you've narrowed it down to two or three places, go back and see them a second time and also do a food tasting."

In addition to menu, you want to make sure the facility you are considering has adequate service. "You want to ask about the number of waiters that will be there, and you should specifically ask the ratio of servers per guest," recommends Cucci.

A good ratio is one waiter per table or one for every 10 people, says Robert Zweben, owner of the Shadowbrook in Shrewsbury, NJ, which can accommodate up to 300 guests for a wedding reception. "You also want to find out the ratio of guests to bartenders," he says. "Some places might only have one or two bartenders for 200 people. At the Shadowbrook we have one bartender per every 35 people."

Another aspect of the catering that you need to inquire about is the brands of liquor that will be served. "You need to know if you're getting premium liquor and if all types of drinks, including those that are mixed and blended, will be available," says Zweben. "You also want to make sure your package includes unlimited liquor."

Weddings on the Water

If you're seeking a romantic ambiance, consider getting married on a yacht, which is just as easy to book as a standard catering hall. "It's so exiting to sail and see the Statue of Liberty and fireworks at the end of the night. You get chills when you are out there and see Manhattan's significant skyline," says Ward, noting that New York Yacht can accommodate 600 guests for a wedding reception. "After the wedding is over, your guests almost feel like they have been on a little vacation. A wedding on a yacht is for people who really want something unique, and not a wedding like every one you've been to before."

And yachts come in all shapes and sizes, says Roberta Hackert, banquet manager for Prestige Yacht Charters, which also owns Lexington Classic Cruises. "You can choose a yacht that is most suitable for your budget and the style of wedding you desire," says Hackert, noting that Prestige Yachts can accommodate up to 500 guests for a wedding reception, and allows you to depart from various locations in the Metropolitan area, including New York City, New Jersey, Westchester and Long Island.

Tips for the Budget Savvy Bride

If you have your heart set on a beautiful catering facility that commands big bucks, consider planning a Saturday afternoon or weeknight affair. "If you'll do a Wednesday or Thursday night reception, you can get married in season for a much more reasonable price. You can easily take better than 30 percent off the price if you do this," says Tinelli. In addition, there are a few months of the year, like January and February, when you often can negotiate a better price. "If you're on a budget, consider planning your wedding off-season when you can get more of your 'dream wedding' for a price that works better for your budget," says Tinelli.

When booking a full-service catering hall, don't assume everything is included in the price. Ask if there are additional fees for linens, valet parking, or attendants for the coat check, bar and bathrooms. Be aware that many catering halls don't provide the wedding cake. Some may refer you to a nearby bakery, and you have to arrange for delivery.

One common mistake many brides make when choosing a catering facility is simply asking prices over the phone, says Ward. "The biggest problem I see with brides is calling to ask how much it is per person and then hanging up," she says. "They aren't really interested in what is included and coming down before they ask how much it is."

Sealing the Deal

Even though you're making plans for the most special day of your life, you need to remember that you are entering into a business deal, so having a written contract is a must. "You need to ask all the questions you want to know the answers to, then get it in writing," suggests Hackert. Because the catering bill is a large portion of your wedding budget, inquire about a payment plan. Usually, you'll need to leave a deposit, then will have other scheduled payment dates. "Payment plans vary from house to house, says Lauri. "You need to understand and feel comfortable with the payment plan."

Tinelli recommends inquiring about a banquet facility's cancellation policy, which should also be stated in a contract. "If you need to cancel and the banquet hall rebooks the facility, why shouldn't you get your money back?" says Zweben.

In addition, ask to see proof that a caterer or catering hall is licensed with the city and state health departments. It's also important that the reception facility maintains liability insurance, which will compensate guests who suffer physical or other injury, such as food poisoning.

Once you've finalized all the services you'll need from the catering portion of your wedding plans, ask a banquet manager for recommendations of other vendors, like musicians, photographers and florists. "At Jericho Terrace, we have an in-house events coordinator, who will sit with you and discuss other vendors with you," says Tinelli, noting that the facility offers packages with such vendors as photographers and videographers. "If couples want, they can walk in here and keep their hands clean of all the planning for their wedding. It's all part of our service."

With these tips in hand, you can confidently narrow down your search and settle on the banquet facility that will provide the perfect setting and the most delicious menu for the most special day of your life. From being business savvy with contracts to acting as your own food critic during a food tasting, each step of the planning process will help you create and personalize the fantasy wedding you've always dreamed of!

*Reprinted from Spring/Summer 2003