Make it a dozen -- questions -- for the catering hall

What to ask on the phone before you even schedule a  visit:

1. How many guest can be seated for dinner with room for dancing?
2. What is the minimum number of people required?  If you are planning a wedding for 200 people, you probably should skip the halls with a capacity for 1000, as you will not come near the minimum number required.
3. What are the limits on your choice of catering? Is there an in-house caterer?  That means the hall provides the food, and you cannot bring in from any other source. The hall may have an agreement with a couple of  caterers that grants them exclusivity for their events.  Find out who they are; they may not be on your own preferred list of caterers. 
4. Ask what fees and charges are already included in the price. Are taxes and gratuities included in the package price?  This can make quite a difference in the total given a gratuity standard of 15-20% and New York City sales tax that is now 8.875%.  Are there any surcharges applied?  For a hall that is owned by the caterer watch out for a surcharge based on a percentage of the cost of food and drink, which could be quite substantial. 
5. Is everything you need for the wedding ceremony, like the chuppah, mechitza, kallah chair, candles, etc. provided and included in the charge?  If the chuppah is provided, ask about arranging to decorate it, and be sure your florist is aware of the dimensions and shape you will be working with. 
6. Are there any restrictions for serving, equipment setup, floral décor, music, etc.?  There may indeed be stipulations either due to the management’s own decree or union rules in place.  Other stipulations, such as no lit candles in the décor or no flower petals strewn on the carpet may be due to concerns about mess or possible hazards.
7. Is there a limited list of vendors such as florists?  Some halls grant exclusivity to particular florists, often with a kickback deal.  In such cases, you will often pay top dollar for your flowers, as the florist knows you have no choice in the matter.  The same holds true for other wedding services, like photographers and orchestras,  that the hall may restrict.
8. What kitchen facilities are available?  Your caterer would need to know what options there are for actually cooking or heating onsite.
9. What is covered by your insurance?  Some halls may tell you to carry the liability insurance for the affair on your own policy or require each of your vendors to have their own insurance coverage.  Find out in advance.
10. Is convenient parking available, and what does it consist of?  If they say “valet parking,” find out where the valets are expected to park the cars.  Some places have valets park the cars in parking lots they are not authorized to use or on dubious street spots. 
11. Exactly how many hours are included in the rental fee?  What are the overtime charges and how many hours could be added on?  Watch out for ostensibly good deals that balloon into huge sums when the wedding exceeds the time allotted in the flat rate. It is essential to know exactly how many hours you are getting for your wedding.  Remember, that you need more hours than the difference between the start and end time of the wedding, if you come in 3-4 hours before to get set and be photographed on site.  
12. Is anything else scheduled at the hall for the wedding day?  You want to know if there will be restrictions on your own party due to another one right before, right after, or in another part of a hall with multiple ballrooms.

Related articles: Before-you-sign-on-the-dotted-line-for-catering, Selecting-your-caterer--key-terms-to-know  Controlling-catering-costs Another-dozen-for-the-caterer

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