Questions You Should Ask About Food and Beverage
The series continues…
Our blog series “Questions you should ask…” covers a series of helpful topics covered in the form of questions you should remember to ask! We hope you enjoy these, and as always - please let us know if you have any topics you’d like us to cover in the months to come!
In this edition of “Questions You Should Ask…” we are going to talk about one of our favorite and most popular subjects: Food and Beverage. Here’s a list of questions that might help you get a much clearer understanding on how this all works.
Getting thirsty? Guests LOVE coconuts - don’t miss adding these to your private event food and beverage plans; Courtesy of Sea & Love Wedding Films
Here’s our list of questions you should be asking to get you started:
What are their different ways to serve food? Buffet, family style, individual plates, live stations? Understand the differences and discuss what you think might be most comfortable for you and your guests. If planning an early 2021 wedding, will the resort be able to offer a Server Assisted Buffet to provide a more hygenic experience?
Do they provide in-house Indian catering? If not, do they have a preferred list of caterers? Most of our partner Resorts have an Indian Chef on site. Resorts that don’t will typically have a partner restaurant in destination that they’ll allow catering from for your private events. Make it a priority to understand your choices here and cost implications of those choices.
Will the resort print a menu at the start of the buffet line? Will each item have a placard with the name of the dish and the dietary needs it meets (Vegetarian, Gluten Free, etc.)? How irritating would it be if guests couldn’t immediately and easily recognize what the dish is or what it contains? Avoid that trouble by being very clear about your requirements for the labels used for each item on the buffet line and definitely consider asking for a full menu to be presented at the start of the Buffet Line so guests know what to expect.
Site inspections and planning trips are great opportunities to get great engagement shots like this, but more importantly allows you to try all the food and beverage ahead of time! Courtesy of Federico Salmeron Photography
What does the venue provide for drinks with the meal? Is it just soft drinks? Is an open bar included in the cost of the food menu? If the service is for a lunch, can a deduction in price be made to reflect the alcohol-free nature of most post-wedding lunches?
Can they accommodate special diets? Some of your guests may present a few allergies or special diets (e.g. gluten free, vegetarians, vegans, nut free). How will the Resort be taking care of them? Are there special meals they can order at the different restaurants? Who is responsible for collecting dietary restrictions from guests and by when?
How many choices can you offer your guests for meals? Vegetarian, non-vegetarian, etc. It’s important for you to know that your guests will have plenty of options to choose from regardless of their dietary needs. Don’t forget to also review your appetizer choices to make sure you have multiple options early on in the evening as well!
How many wait staff will be provided? Make sure you have plenty of staff to take good care of your guests. You often don’t realize you didn’t plan this well enough once it’s too late! In destination, most resorts do a great job on service, so it’s less of a concern - but, it can’t hurt to at least ask this upfront and know who to talk to on the day-of if you feel like you need a service boost!
We are all about loading the reception table with glasses before guests arrive - it provides a complimentary and meaningful boost to your decor look! Courtesy of Sweet Caribbean Photography
Can the resort provide a wedding cake? Is it included? What does it look like? Can you upgrade it if you wanted to? Do they have any preferred bakers that can offer the style you’d like? Many resorts will include a wedding cake in the package, but it’s typically a one-tier simple cake which needs to be upgraded. In almost all cases, third party vendor cakes will be more beautiful - so definitely ask if that’s an option without a steep vendor fee!
Where and how will the cake be displayed during reception? Do they include a cake knife and server kit? Is there a cake table included? Should you bring your own cake topper? Is there a cake stand they can provide? Every wedding planner will tell you the knife is often forgotten! Avoid the confusion and mad dash by making sure a knife is on the to-do list!
Are Jain, Swaminarayan, or Halal meals available for guests who require these? It’s important to be sure that Jain, Swaminarayan, and Halal meals can be provided for those guests who need them. Try to ask your wedding planner about how the resort F&B team can pre-plan for these needs at restaurants for the entire wedding weekend as guests will inevitably be eating across different restaurants daily.
Our bride Ruchi enjoying the Grey Goose at her upgraded bar at her reception in Costa Mujeres! Courtesy of Andre Gouin Photography
Can a restaurant be privatized for a group meal? If so, how much is the charge for that? Privatizing a restaurant is always a good idea for the after-ceremony lunch (though very few resorts actually allow for this). If they do allow it, we do recommend hosting a lunch one day; if not offered, we definitely recommend to skip lunches as wedding guests will likely be making a bee-line to the beach where they’ll bask in the sun with a pina colada and some guac!
What drinks are included in the pricing? Is it the same brands as what’s included at the All Inclusive bars? Are there options to upgrade the entire bar (ie - a Premium Bar menu) or perhaps certain brands? Make sure you get a list ahead of time! If your favorite brands aren’t there, it gives you time to figure out if getting a couple of bottles from outside will be a good idea! Are there any upgraded brands they offer? How much would you have to pay in order to get these at all of your events?
Nirali Shah Events made sure to have this beautiful Signature Cocktail menu printed and set-up ahead of time so guests would have a stress-free and delicious beverage without much thought; Courtesy of Andre Gouin Photography
Is there a corkage fee if you bring special bottles? How much would it be per bottle? Any extra fees involved? Can the resort provide the bottles you are thinking about bringing, if so, what would the cost difference be between both options? We’ve certainly organized our fair share of Costco and Sam’s Club runs in Cancun to get our clients (and their parents) the brands they desire!
Does the venue offer extra bartenders if needed and is there an extra charge for it? After you find out how many staff members are provided by the resort by default for your guest count, can you request a special number of servers and bartenders? How much would you need to pay if you wanted to go in that direction?
Where will the bars be set-up? Are there any existing bars in the venue or will they need to be set-up? What upgrade options are there to the bar itself? We find that many couples just assume the placement of the bars will be done correctly without intervention - it’s our experience, however, that the placement of bars are done best when we specifically dictate their location. Make sure to spread them out in the venue and definitely ask the decor company for a catalog and pricing of upgraded options that will match your decor theme for the night better than the included bar tables the resort sets up.
Can they add a water cup and sparkling wine cup to the table before guests arrive? More cups = better looking tables!!!!
Tajin rim for the win! We love a little spice with every sip; courtesy of Button Up Photography
What are the venue mixologists favorite drinks? Get a list and try them out!!!! Might help you figure out what to recommend to your guests + it helps you select signature cocktails for each event! We find that the best mixology drinks tend to be at the lobby bar. That’s a great place to start when it comes to your beverage research as you plan your signature cocktails.
What glass options do they have for the signature cocktail? Get some pictures in!!! Select your favorite. Every detail counts and this is a great way to control the first impression your guests have.
Will a full bar be set up in the cocktail hour location? Can you count on a full bar or just signature drinks passed? Very important question to figure out!!! Recently, we noticed a venue didn’t set-up a bar for the cocktail hour but rather was planning on having servers just pass the signature cocktail. The benefit of having experts on-site around the clock is extra eyes to make sure everything is set-up just right!
What after-party bars are open after my event ends? Where should we direct guests once the evening is over? Just because the party is over doesn’t mean the party is over! There should be a few bars open where your MC can direct guests to head once the event is over that will serve guests additional food and/or beverage.
A seat and a shot? Love this unique way to let guests know what their table number is while getting the liquid courage started right from the moment they enter the evening’s festivities! Courtesy of Federico Salmeron Photography
Shaadi Destinations is the premier, award winning, modern-day destination wedding travel agency for South Asian couples seeking a streamlined process, incredible experiences, and a party friends and family will never forget! We save our couples thousands of dollars while throwing them the wedding festivities dreams are made of.
We live and breathe destination weddings - with just one consultation, you will be light years ahead in your destination wedding planning process. In less than one week, Shaadi Destinations will find you the most perfect resort that meets your needs, your budget, and your desires. With our vendor relationships and pre-negotiated exclusive perks at resorts across Mexico and the Caribbean, we are confident we can find exactly what you are looking for. You'll find we have the best rates, best incentives, and best booking experience.
