Expert: Kay Cole - 12/7/2009

Question
QUESTION: Hello, and thank you for your time,

I am hiring a catering company for my wedding, and our wedding will be held at a local city owned auditorium. Since we are trying to save as much money as possible, do you know if it is legally permitted for one to purchase certain items for the caterer to prepare? Or must the food all be purchased by the caterer? I  am a member of sams club so all the food would be purchased in bulk there if I could.

Thank you!

-Victoria

ANSWER: Victoria,

I doubt that there would be legal issues; however, I do not know your states's health department laws, etc.  But, the caterer will most likely have insurance issues with outside raw food being brought to prepare that they do not have control of the entire time from purchase to their kitchen.  The same logic follows that most catering companies will not serve other food that they did not prepare along with their menu of items. Let's say a bride's Aunt Bessie makes the best deviled eggs and she would like Aunt Bessie to provide those along with a caterer's food...the caterer has no idea if Aunt Bessie let them sit in a hot car - although the bride might know that would never happen...I doubt the caterer would risk their reputation and a potential law suit. They really should not as their insurance carrier might not cover in such a case. Also, the majority of guests will think that all the food is provided by the caterer on duty and the eggs might not present as the same standards of the caterer.

Also, the cost of the raw food is not the major cost in producing an event...the labor of preparation and getting it there...as well as serving and clean up is where the biggest cost lies.  Point being that I would not think that you would save as much as you might think if it was possible.

You also might run into issues with the auditorium - they might have a list of "approved caterers" that have provided health permits and proof of insurance etc.  You might be limited there, as well.  If not, and the rule is that you rent the auditorium and can do whatever you want........you might be able to save major dollars by having family and friends help do the reception for you. However, it would involve major work for you at a time that you would be wanting to enjoy your wedding day.

Let me know if I can help further. Best, K

---------- FOLLOW-UP ----------

QUESTION: The auditorium is just the rental; from there you can do what you please. In a few areas, if I purchased the food myself, it would save quite a bit because for example: Per person, one drink option is $1.50. Multiply that by 80 and we already have $120. However, If I were to purchase several different drink options, I can come in under $200 or so, and have more options than just one. If I did that through the caterer, it would cost me well over $500. I was also thinking about purchasing bread rolls and bagged salad.  

Would it be an option you think to make a small contract stating that they hold no liability based on the fact that we are bringing in some of our own food in case of an accident?

THankyou! You are very helpful :D

Answer
Victoria,  you could try asking a caterer...but, remember - quite honestly, they are in business to make money and do not be offended if they say no to your suggestions. Compare with you walking in a restaurant with a can of Coke and asking that they serve it to you for a discount since you provided the beverage.  Sure it would cost a lot less...but, most likely you will get a big no.

Unless of course, the caterer is a friend doing a favor.

Relating to suggestion of signing a waiver regarding liability...that would cover you suing them...not John Q Guest that got poisoned, and I doubt (but am not an expert) that their insurance company would agree that it was  acceptable.

Another possibility is to do/provide the food yourself - this can be tough to pull off without friends willing and capable (capable is the key word meaning that they are experienced) to help.  In my days of catering wedding receptions and a bride said that "so and so" would cut the cake...I still scheduled someone to cut the cake. 9 times out of 10 "So and so" was having too much fun at cake cutting time.  But, if you purchased the things like bag salad/ rolls and drinks that really need no prep and have a drop off caterer or restaurant do the other things and did a huge amount of planning with lots of help...it can be done.

Although if your friend that was considering helping by spearheading the reception...and, wrote to me asking  - "should I accept this responsibility?" in all honesty, I would advise to run as fast as they can!  My sister (who was my partner in catering) recently had a coworker who's daughter was getting married at a antebellum type home and another friend was doing all the food as her gift.  Sister, as her gift to the bride -  said that she would help serve...I could not let her face this alone and went along to help - even with our combined 50 years experience, although we pulled it off...at midnight when I was dragging my 5th  huge garbage bag to the dumpster, I told my sister that "I hate you, I hate your friend and I hate your friend's daughter!"  Point being is that it sounds easier than it is.  That said, it can be done with the right planning and number of people needed.

If I were you, I would call around and see if any full service caterers would agree; however, I believe that you will run into opposition...but, one never knows!

Please feel free to write back if you need to bounce ideas off of someone!
Kind regards,
K