Problems can happen on your special event no matter how professional your chosen caterer is. While obstacles are inevitable, they can be lessened if not totally prevented through utmost preparation. In connection to that, there are pieces of information which you should provide your caterer as your big day comes near.
Give your caterer at least three different contact numbers. If it is six or twelve months out from your wedding and you have locked in a caterer and contracts have been signed, it is difficult to see ahead and to know exactly what is going to happen on the day. If something happens, for example; the chef gets lost or involved in a traffic accident, the caterer will need to be able to contact someone. They will not want to be phoning the bride, groom during the service and add a memory that should not be there.
Check parking availability on-site. This sounds like an obvious one, but it is so obvious that it easily gets missed. Also, a party at a private residence for thirty or more guests, plus a band, plus other entertainment can easily fill the parking spaces up fast. If possible try to save your catering company and other professionals at your event, a parking space nearby, even it is just for loading and unloading only.
Research about amenities on-site. A caterer is bound by certain health and safety laws, such as having running water to wash their hands and many others. The local caterers in your jurisdiction will also be bound by similar laws and regulations. If the catering site is remote then your caterer would need to know if there is electricity, running water, toilets, shelter from the elements and more. All of these potential problems are easily dealt with if your caterer is notified beforehand.
Let your caterer know about the final headcount. Final numbers and late comers are not a problem, as long as the caterer is made aware of it. A simple phone call the day before just to touch base with the caterer is fine. As a procedure, your caterer should include some extra food at no extra cost to the client. This should be in their costings. The amount included extra is dependent on the types of menu and the number of guests. Your caterer should do this for a number of reasons, firstly in case of extra numbers. Secondly they should cater extra food in case of any accidents. As I mentioned before, accidents do happen sometimes and your catering company need to have something up their sleeves. Lastly, if the correct numbers arrive, there are no accidents then you will just be provided with the extra food.