How to choose the right event catering partner
Whether you’re planning an intimate gathering of family and friends or a lavish wedding for hundreds, the right catering partner can make all the difference. An experienced caterer reduces stress, saves time and money, and ensures your event is exactly what you envision. At Monona Terrace in Madison, Wisconsin, every event benefits from our in-house catering, so you don’t have to worry about finding an outside vendor. Our expert culinary team will guide you through every detail, making the process seamless and enjoyable. Here, we’ll share our top tips for choosing the best catering partner—whether you’re planning your event at Monona Terrace or considering other options.
Be prepared before you begin your search
Any wedding catering or event catering partner you engage will ask you questions about your event. While it doesn’t all have to be decided beforehand (and shouldn’t!), it’s important you have a solid idea of what you want and expect from your catering partner. While your event venue may also handle catering, the same topics will be discussed. Here are some topics to think about prior to communicating with a caterer.
What type of event is it?
Catering for a 200-person wedding is entirely different from catering for meetings. Your caterer needs to know as much about the type of event as possible. This includes any theme related requirements you may be thinking of. Business casual or formal. Sit down dinner or cocktail party. The more information you can provide, the better your caterer can help you with planning and decision making.
How many guests are attending?
An accurate headcount estimate will help determine the cost for catering. Most caterers charge per-person, plus any rentals, upcharges, and fees.
What is the venue?
The venue often influences catering choices. While some venues allow outside vendors, others, like Monona Terrace, provide dedicated in-house catering that makes planning simpler and more cohesive. This approach means you won’t need to search for external caterers; instead, you’ll work with an experienced team who understands the venue’s unique setup and capabilities. If your event is taking place elsewhere, ask your caterer about their experience with your chosen location and any logistical challenges they foresee based on the venue type.
What level of food and beverage service is expected?
This is the million-dollar question and may be impacted by your budget. You can’t have steak and lobster on a hamburger budget. So, think ahead about what you want – buffet, plated dinner, or family style? Or maybe just hors d’oeuvres? Full bar or beer and wine? Cash or open bar? And speaking of budget…
What is your budget?
Catering is usually the largest line item of your event budget. It will determine what you can and cannot have. But your catering budget has its own list of line items. You can spend more money on a plated dinner menu if you spend less on your bar and dessert. Your caterer can help you mix and match and will likely have different budget levels already spelled out for you to choose from.
What levels of service are expected?
Consider what you need from a caterer, such as bartending, clean-up, hot vs cold appetizer passes, tableside service or buffet, coffee service, and rentals (more on this later).
When is your event?
Like event venues, catering companies can book many months in advance. Make sure the date/time for your event is in sync with your catering partner.
Any culinary requests?
Most caterers have a variety of fixed menu options but also can accommodate specific food or cuisine requests. If there’s something special/different you want, it may cost more, but your caterer will likely be open to helping you get what you want. And if there are any dietary restrictions or allergy-friendly requirements, you should discuss this with your catering partner well in advance. Finally, you might ask about catering food trends for other interesting ideas.
And this is just the tip of the iceberg. If you haven’t considered some of these foundational questions, now’s the time. Any professional caterer can help you answer these questions, but if you can come to the table with some ideas, it can help them do their best work for you.
Be prepared when you interview catering partners.
Just like you need to be prepared, so do they. You want to know they’re buttoned up and will deliver on their promises. The interview process can help you ensure you get what you want. Take the time to vet a selection of catering partners and find one that not only suits your needs, but clicks with the vibe of you and your event. Here are some topics/questions you should broach:
Background and licensing
There are lots of fly-by-night catering “companies” out there. It can help if your potential caterers have worked with your venue in the past and get recommendations. Make sure they are licensed in the state of your event and ask if any other permits need to be acquired. Have they done events like yours? How many? Be diligent or be sorry.
Onsite Staff Management
Do they provide management onsite during the event? This can be mission critical if you have a lot of guests, a plated meal and a complex timeline for the event.
Longevity of the Staff
Staffing for catering companies is challenging. Ideally, the staff you get for your event have worked together before and have worked in the catering business for a while. An untrained staff is a stressed staff, which will show in how they interact with your guests, solve problems (there will be some), and handle themselves in any given situation. Also, find out the number of staff-to-guests ratio the company provides.
Meal-related rentals
Depending on the venue things like tables and chairs are usually provided, but make sure you find out about linens, glassware, plates, flatware and equipment like buffet stations.
Alcohol
As a line item in your catering budget, alcohol has nuances that impact the budget. As mentioned earlier, going with a full bar over just beer and wine makes a big difference. The decision to go with a cash or open hosted bar can be a deal-breaker. While guests at a business event might expect a cash bar, guests at a wedding will expect a hosted open bar. Also, ask your caterer if you can provide the beverages or if they provide it. Many caterers require you to go with their offerings and selection.
Finally, if you have a full bar, make sure you have an actual, professional bartender(s).
Desserts and Cakes
Most catering options will include desserts of some kind. If they specialize in weddings, they will likely do wedding cakes as well and be licensed to make them. If you bring your own wedding cake, make sure it’s approved by the venue, and the bakery must be licensed by the State of Wisconsin. Also, if you bring your own cake, ask your potential catering partner what the cake-cutting fee is.
If possible, interview three caterers to get a nice comparison. Take an in-depth look at their menus. Ask about any other upcharges that may come up. Remember, the devil is in the details.
Exclusive Benefits of Monona Terrace Catering
Hosting an event at Monona Terrace offers a seamless experience with our exclusive in-house catering team. Unlike venues that require coordinating with outside vendors, Monona Terrace provides end-to-end culinary expertise, ensuring consistency, quality, and smooth execution. Our experienced team works closely with you to customize menu options, accommodate dietary preferences, and handle every aspect of food and beverage service, so you can enjoy the event without the stress.
Get it done with an all-in-one.
Monona Terrace is more than just one of Madison’s most popular wedding venues; we have versatile spaces perfect for any event, from intimate gatherings to grand celebrations. With five levels, 30 rooms, and spaces ranging from 350 to 30,000 square feet, we can accommodate any vision you have in mind.
Our in-house catering service, exclusively available for events hosted at Monona Terrace, means you don’t need to source outside vendors. Why? Because our culinary and events team is dedicated to providing top-notch service and crafting a dining experience tailored to your exact wishes. From award-winning chefs to attentive service staff, every detail is managed to perfection.
Ready to bring your vision to life?
Whether you’re hosting a small gathering or a large celebration, our dedicated Monona Terrace team is here to make your event unforgettable.
Still have questions? Check out this helpful article about planning events here at Monona Terrace. Or contact us now, and let’s get the party started!