How do you avoid hidden costs and fees when booking catering services with venues?

1 Know your needs and wants

Before you contact any venue, you need to have a clear idea of what you need and what you want from the catering service. How many guests are you expecting? What kind of food and drinks do you prefer? Do you have any special dietary requirements or preferences? How much are you willing to spend? Having a detailed list of your needs and wants will help you narrow down your options and compare different venues more easily. It will also help you avoid paying for unnecessary extras or services that you don't need.

2 Compare apples to apples

When you get quotes from different venues, make sure you compare them on the same basis. Some venues may offer lower prices, but they may also have hidden fees or charges that are not included in the quote. For example, some venues may charge extra for service, gratuity, taxes, delivery, setup, cleanup, corkage, cake cutting, or other items. Some venues may also require a minimum spend or a minimum number of guests to book their catering service. Make sure you read the fine print and ask for a breakdown of all the costs and fees before you sign any contract.

3 Negotiate and communicate

Once you have narrowed down your options, you can try to negotiate with the venues to get the best deal possible. Don't be afraid to ask for discounts, waivers, or upgrades if you think they are reasonable and fair. For example, you can ask for a lower price per person if you have a large number of guests, or you can ask for a complimentary service or amenity if you book during a low season or on a weekday. You can also communicate your budget and expectations with the venue and see if they can work with you to create a customized package that suits your needs and wants. Be respectful and professional, but also assertive and confident.

4 Review the contract carefully

Before you finalize your booking, you need to review the contract carefully and make sure everything is in order. The contract should include all the details of the catering service, such as the date, time, location, menu, number of guests, price, payment terms, cancellation policy, liability, and any other terms and conditions. If you have any questions or concerns, don't hesitate to ask the venue for clarification or modification. You should also check for any clauses that may allow the venue to change the price, menu, or service without your consent or notice. If you find any, you should request to remove them or negotiate a fair compensation.

5 Follow up and confirm

After you sign the contract, you should follow up and confirm with the venue regularly to make sure everything is on track. You should also inform them of any changes or updates in your plans, such as the final guest count, the seating arrangement, the dietary requirements, or the special requests. You should also keep a copy of the contract and all the correspondence with the venue for your records. By following up and confirming, you can avoid any misunderstandings, errors, or delays that may affect the quality or delivery of the catering service.