Frequently Asked Questions - Wedding Catering & Bar

How much does catering cost?

*Prices are always subject to change. Below is a general guideline of what typical wedding pricing would look like.

That depends. From a budgetary standpoint, everyone seems to define “catering budget” differently. Different caterers tend to include different services, equipment, and “catering items” from their competitors, which can make budgeting very confusing. Click here to see a sample contract for a Wedding. 

We, at Michaelis Events, tend to include the following items in our “catering contracts”. However, we can add/remove items as needed based on the client’s needs.

1. Service Staff - our “service staff” always includes two hours of event set up and one hour of clean up. (See below for “Service Responsibilities” for further explanation on what our servers are responsible for on-site events) Our typical server ratio is as follows:

                  Buffet Style Dinner: 1 server per 30 guests

                  Family Style Dinner: 1 server per 15 guests

                  Plated Meal: 1 Server per 12 guests

                  Service Cost - Will range depending upon service type, venue, event logistics, etc. Speak with one of our Event Specialist to  get an accurate service cost quote.

2. Hors d’ Oeuvres (per client’s request). A lot of our weddings choose to have hors d’ oeuvres (or appetizers) for cocktail hour. “Cocktail hour” can be anywhere between 30 minutes to an hour for most events. This is typically right after the ceremony when the couple is taking photos. We typically recommend passed hors d’ oeuvres, because they are more cost effective, and most people think it looks nicer.

                Hors d’ Oeuvres Cost - can range from $4/guest and up depending upon number and type of items selected.

3. Dinner Menu - The dinner menu is typically the highest portion of the catering bill, and therefore, is the place where you can make the most adjustments to ensure that you stay within budget. The number of offerings varies slightly depending on service style. Our recommended number of selections is below:

               Buffet Style Meal: 1-3 Entrees, 2-4 Sides, Salad, Bread

               Family Style Meal: 1-2 Entrees, 2-4 Sides, Salad, Bread

               Plated Meal: There are two styles of a plated meal.

                       - Single Plated Meal: Every guest is served the same meal (or every type of   guest is served the same meal), i.e.                                  Adults get the “adult meal”, kids get the “kids meal. Guests do not have to RSVP with this option.

                       - Guest Selected Meal: Guests get 2-3 options to select from and must select their meal when they RSVP to the event. 

                Menu Cost - Can range from $15.00/guest and up depending on food selections. Most dinner menus range between                            $20-$55/guest.

4. Table Linens - Most caterers do not include table cloths (or table linens) in their quotes. A lot of people will either assume these are included, when they’re not, or they will include this in their rental budget. We typically include these in our quotes. We only offer floor length linens. We also will handle putting the linens on the table for you and removing them after the event.

                Table linens (floor length) - range from $16.00- $45.00 dependent upon color.

5. Plate ware - This is another item that a lot of caterers will not include in their pricing. Plate ware pricing can vary widely depending on type of plate ware. Below are some ballpark prices of what our items cost. However, we always allow the client the option to provide their own plate ware should they choose.

           Plate ware Pricing - 

                     Clear Plastic Disposable Plate Ware - dinner plate, silver plastic fork/knife, disposable napkin - $3.99/guest

                     Compostable Bamboo Plate Ware - Plate, fork/knife, napkin - $6.00/guest

                     China Ware - Dinner Plate, Silver Fork/Knife, Water Goblet, Cloth Napkin - $7.00+/guest

6. Delivery - Delivery is a flat fee based upon the size of truck we need to haul all items to your event, along with the distance of your event from our commissary. For standard events (30 miles from our commissary) most deliveries are between $199-$499.

7. Equipment - This encompasses all of the items that we need to properly prep, store, and serve your food on-site per health code. Most clients assume that the venues provide all of the caterer’s needs, and this is rarely true. Most venues provide the caterer with a small “prep kitchen” that only includes a couple of tables and sometimes running water. For most events, we have to bring “everything but the kitchen sink” and sometimes even the kitchen sink (aka - water. We often bring in water for our events!)

             This fee varies from event to event depending on guest count, venue prep space, and access to necessary equipment. Most                 equipment charges range from $200-$450 total.

8. Facility Fee - What is the “facility fee” or catering surcharge”? Most venues in Louisville require their caterer(s) to charge a percentage of the food and bar bill back to the client. This percentage is itemized on your contract with the caterer and paid to the caterer. However, this amount goes back to the venue in full. Most facility fees range from 10-18% on food and beverage items. Any applicable facilities fees will be listed in your venue contract, as well.

 

Do you have food or guest minimums?

No, we never have guest minimums or minimum spends for special events. All of our pricing is typically based on 100 or more guests, but we can customize any menu to make your event exactly how you want it!

 

Can you accommodate dietary restrictions and special requests?

We have fabulous chefs that can not only accommodate a variety of food types and service styles, but they are also experts in making sure all guests have food they are comfortable with eating. Almost all of our events have a small group of guests that need to be catered to (pun intended!) a little more than the rest. We can easily accommodate food allergies and dietary restrictions. Just let your Event Coordinator know about any questions/concerns you may have and we’ll make sure each guest is taken care of.

 

What is required to book the date with you? What is your deposit?

In order to reserve a date with us, we require a 20% deposit on the catering, bar, and rental bill (if applicable), along with a signed copy of the contract.

 

Do you take multiple events in a day?

Yes, we do. The number of events we take is dependent on size, location, and intricacies of the events. We will never take more events than we feel comfortable handling. Each client’s event is as important to us as our own family events are. We truly strive to make each client feel special and well taken care of throughout their event.

 

What is your setup and clean up timeline for the day of the event? What do you set up and clean up?

For catering and bar events, our staff shows up two hours prior to handle all catering and bar related set up. That typically includes:

  • Placing table cloths on all tables
  • Placing place settings at each table
  • Setting up buffets and bars
  • Ensure all applicable items are complete and cleaned up before guests arrive
  • Remove Trash
  • Remove table cloths from tables
  • Clean up major food and drinks spills
  • Break Down Buffet/Dispose of leftover food
  • Clean/sweep/mop food prep areas at end of event

Where do you get your service staff? What do they wear?

All of our servers and bartenders are employed by our sister company, Event Staffers. What that means is that we recruit, hire, and train all of our event staffing. We never source individuals that have not been trained, drug screened, and vetted by us. We have a fantastic and well-trained team!

All our service staff wears fitted black dress pants, black chef coat (short sleeve), and black service shoes.

 

Can I rent tables, chairs, tents, tablecloths, etc. through you?

Absolutely! Michaelis Events has a full service rental division that can handle just your rental needs, whether you choose to use our other services or not. We have a variety of options in each rental category and we are happy to help you find the right items for your event.

 

Do you do tastings? Is there a fee for the tasting?

Absolutely! Unlike some of our competitors, we do private tastings that are by appointment only. Why, you ask? This is to ensure that you get to try exactly what you will have on your special day and it gives us some more one-on-one time with you to make sure we can discuss any tweaks or adjustments you would like to make. We want to make sure that everything is perfect for you.

We do charge $25/person (on average) for a tasting. Tastings fees will vary depending upon what type of food you have selected for your menu. This fee covers a small portion of the cost necessary for our chef to be dedicated to your tasting, along with the food items themselves. Most tastings last 1-1.5 hours to ensure that we have the proper time to confirm all necessary details.

 

What do we get to try at the tasting?

At a normal tasting, we will allow clients to try up to four entrees, four sides, and four hors d’ oeuvres. We only taste clients on salad and bread by request. We also do not taste clients on simple items such as fruit/vegetable/cheese displays, or other similar items.

 

What is your cancellation policy?

All of our deposits are non-refundable. All of our cancellation policies are clearly outlined in our contracts that you will get to review before ever booking a date with us. Depending upon how far out you cancel your event before the date, a sliding scale of fees will be assessed.

 

What happens if we need to reschedule our date?

We always do our best to work with clients who need to change their event date, whatever the reason may be. All deposits and payments that are made always transfer to the new date. However, we cannot guarantee that the original contract will remain the same. We address each date change on a case-by-case scenario to make sure that everyone is well taken care of

 

What happens after we book?

After we receive your signed contract and deposit (and assuming you have already completed your tasting) you will not hear much from us until approximately six weeks prior to your event. Around six weeks before the event, your Project Manager will reach out to schedule your Final Details Meeting. Your final details meeting typically occurs about four weeks before your event and this is where we ask you to make all final decisions, with the exception of your final count. We will ask for final decisions on things such as:

  • Final timeline of Event
  • Final Vendor List
  • Final selections on table linens and cloth napkin colors
  • Final menu revisions
  • Final floor plan of event (pending any final changes based on guest count)
  • Etc.

Will we work with the same person through the entire planning process?

At ME, we work in teams! We know that each person on our team cannot be an expert in every area, so depending upon the scale of your event, we may pull in different experts for different parts of your planning process. With that being said, you will have one or two main contacts for your event. For most weddings, you will begin your planning process with one of our Event Consultants. Your event consultant will help you with budgeting, menu selection, quotes, contracts, and sometimes your tasting. Your Event Consultant will also introduce you to your Project Manager when the time is right, based on the needs of your event. Most brides will meet their Project Manager at or shortly after the tasting. Your Project Manager is ultimately responsible for your event once you have booked your date with us. Your Project Manager will coordinate with other relevant vendors, conduct your Final Details Meeting, and work with you on final guest count and payment. Your Project Manager will also be the person responsible for communicating all of your event details to your staff on-site to ensure that everyone knows when and where things are supposed to happen!