Things to consider for food carts and stations at weddings in the Philippines

Fit & Experience

• What food carts/stations do you offer (e.g., coffee, gelato/ice cream, desserts, dim sum, takoyaki, lechon carving, sushi, street food, mobile bar, grazing/charcuterie)?
• How many weddings have you served in the past 12 months, and which were most similar to our guest count, venue, and timeline?
• Do you specialize in cocktail hour only, reception service, or both?
• Are you familiar with our venue and its restrictions (e.g., open flame, LPG, generators, loading access, indoor/outdoor rules)?
• Are you venue-accredited? If not, what corkage or third-party fees should we expect?
• Can you provide recent wedding references or reviews we can contact?
• Do you carry public liability insurance or can you provide a certificate of insurance if our venue requires it?
• Do you have backup vendors/equipment if someone gets sick or a cart fails on the day?

Menu & Customization

• Which flavors/dishes are most popular for weddings in the Philippines?
• Can we create a signature item that reflects our story or region (e.g., kapeng barako affogato, ube/queso ice cream, taho bar, kakanin station)?
• Can you match our theme and color palette with styling, cups, cones, napkins, and signage?
• Do you offer halal, vegetarian, vegan, gluten-free, and low-sugar options? How are these prepared to avoid cross-contact?
• Can items be labeled with allergens (e.g., dairy, nuts, shellfish, soy, eggs, gluten)?
• Are there kid-friendly items? Can you offer non-alcoholic alternatives if we book a bar?
• How many flavors/dishes are included per cart? What’s the fee to add more?
• For interactive stations, can guests customize toppings/sauces? Are toppings unlimited or capped?
• Can we request Filipino-regional items (e.g., Ilocos empanada, sisig tacos, buko sorbet, mango float cups)?
• What is your latest order cut-off for menu changes?

Tastings & Quality Assurance

• Do you offer paid or complimentary tastings? How many items can we sample?
• Where and when do tastings happen? Can we bring our coordinator?
• Will tasting portions reflect event-day sizing and presentation?
• If we like an item from tasting, can we lock that exact recipe/brand (e.g., coffee beans, ice cream brand)?
• How do you ensure consistency in seasoning and temperature for high-volume service?

Capacity, Speed & Portioning

• How many guests can one cart/station serve per hour?
• Do you recommend multiple stations for our guest count and layout to avoid long lines?
• Are portions unlimited or per-guest capped? How do you control portions without dampening the guest experience?
• Do you use stubs/tokens or coordinator-managed distribution to control queues?
• For bars/coffee carts, how many drinks per person can we realistically expect in a 3–4-hour window?
• What’s your plan for peak surges (end of ceremony, start of cocktails, post-program)?

Staffing & Attire

• How many staff are included per cart/station and what are their roles?
• Are staff in uniform or can they wear attire aligned with our theme?
• Are staff Food Safety–trained (e.g., FoodSHAP Basic Food Safety) and do they hold current health certificates?
• Do you provide a dedicated on-site lead we or our coordinator can talk to?

Equipment, Power & Utilities

• What are the exact power requirements per cart (watts/amps, 220V)? Do you provide extension cords/cable covers?
• Do you bring a generator if the venue power is limited? What are fuel/noise considerations?
• For chilled/frozen items, how do you maintain safe temperature during transport and service (freezers, dry ice, insulated totes)?
• Do you need running water? If not available, do you bring potable water and a hand-wash station?
• For hot stations (e.g., frying/torch), do you use induction, butane, or LPG? What are your fire safety measures (e.g., fire extinguisher, spill mats)?
• What are your space and clearance needs (cart footprint, queue area, back-of-house staging)?
• Do you protect floors/grass with mats or drip trays to avoid damage/stains?

Setup, Load-In & Logistics

• How long is setup and breakdown per cart? What is your standard service window (e.g., 3–4 hours)?
• What’s your earliest call time and latest pull-out time? Are standby/idle hours billable?
• What are your load-in requirements (service elevator, ramp access, vehicle clearance)?
• Do you conduct a venue ocular with our coordinator? Is there a fee?
• Who handles parking fees, gate passes, IDs, and security clearances?

Venue Rules, Permits & Compliance (PH Context)

• Do you have a current Sanitary Permit and valid health certificates for all food handlers?
• If using LPG/open flame, can you comply with venue and local fire safety rules (e.g., fire extinguisher on site)?
• Do your carts comply with LGU requirements (barangay/mayor’s permit, BIR registration)?
• For alcohol service, what permits or venue conditions apply? Who secures them?
• Can you provide documents the venue may request (e.g., insurance, permits, safety data)?

Sanitation & Food Safety

• How do you prevent time-temperature abuse (hot/cold holding) during service?
• What is your policy on glove use/handwashing and avoiding bare-hand contact with ready-to-eat food?
• How do you handle allergens and cross-contact (separate tools, color-coded boards, dedicated scoops)?
• How is ice for drinks stored and handled safely?
• What is your pest-prevention practice for outdoor setups?
• How do you ensure potable water for mixing/beverages and handwashing?
• What are your protocols for foodborne illness complaints or guest incidents?

Styling, Signage & Guest Experience

• Do you include cart styling (florals, linens, menu boards, lighting), or should our stylist handle it?
• Can we co-brand cups, sleeves, napkins, stirrers, or bar menus? Lead times and artwork specs?
• Do you provide item tags and allergen labels?
• Can you supply ropes/stands for orderly queues?
• Do you provide eco-friendly cutlery/cups (paper/PLA) on request?

Coordination with Caterer/Planner

• How do you coordinate with the main caterer on power, layout, serving flow, and disposables?
• Who provides plates, cups, and cutlery—your team or the main caterer?
• How do you align with the coordinator’s timeline (ceremony end, cocktails start, program cues)?
• Who manages tokens/stubs if needed (you, planner, emcee)?

Pricing, Inclusions & Add-Ons

• Is your pricing per head, per cup/scoop/serve, or per service hour?
• Is “unlimited” truly unlimited within the service window, or subject to stock caps?
• What exactly is included (staff, setup/breakdown, styling, disposables, ice, mixers, toppings)?
• What are common add-ons and rates (extra flavors, premium beans/spirits, custom branding, extended hours)?
• Do you charge separate fees for oculars, early call time, idle hours, or late pull-out?
• Are there minimum headcounts or minimum spend requirements per cart?

Taxes, Receipts & Payment Terms (PH Context)

• Are rates VAT-inclusive? What other taxes/charges should we expect?
• Do you issue BIR-registered official receipts?
• What are your accepted payment modes (bank transfer, credit card, GCash, check)?
• What are your booking/reservation fees, and when are balances due?

Contracts, Changes & Cancellations

• Can we see a sample contract and house rules?
• What is your rescheduling/cancellation policy (including force majeure)?
• What happens if guest count changes close to the event date?
• How do you document final menu, flavors, quantities, service window, and power needs?

Travel, OOTF & Accommodation (PH Context)

• What is your coverage area? Do you serve destination areas like Tagaytay, Antipolo, Batangas, Baguio, Cebu, Davao?
• Do you charge out-of-town fees (OOTF)? What’s included (fuel, tolls, staff meals, accommodation)?
• If accommodation is required, what are your standards (number of rooms, check-in/out times)?

Timeline & Day-Of Operations

• What time will you arrive for setup, and who is your on-site point person?
• When will you open/close service relative to our program?
• How do you handle line build-ups (second cart, roving server, pre-portioning)?
• What is your contingency plan for weather (tenting, wind/rain covers, indoor backup)?
• How will you coordinate real-time updates with our planner/emcee?

Sustainability & Waste

• Can you provide reusable or eco-friendly serviceware on request?
• How do you manage waste segregation and post-event cleanup?
• Do you minimize single-use plastics (stirrers, straws) or offer bamboo/paper alternatives?
• Can excess ingredients be repurposed safely during the event rather than discarded?

Post-Event & Leftovers

• What happens to leftover ingredients or prepared items? Are take-aways allowed (subject to food safety)?
• Who handles pack-out, cleaning of the area, and disposal?
• Can you provide a brief post-event service report (estimated servings, guest feedback, issues)?

Cart-Specific Deep-Dive Questions

Coffee Cart

• What espresso machine (group head count) and grinder do you use? Can it keep up with peak service?
• What beans do you use (origin/roast)? Can we request a local roast (e.g., Benguet, Sagada, Barako)?
• What coffee menu is included (espresso, americano, latte, cappuccino, mocha, iced options, decaf)?
• Do you offer alternative milks (oat/soy/almond) and proper steaming pitchers?
• How do you manage milk safety outdoors (ice baths/refrigeration) and used-milk disposal?
• Can we add a signature coffee (e.g., ube latte, pandan latte, calamansi cold brew)?

Gelato/Ice Cream Cart

• How many flavors are included, and can we add local flavors (ube, mango, queso)?
• Do you scoop from a pozzetti or display pan? How do you keep ice cream at proper temp?
• Do you provide cones, cups, and napkins? Are cones nut-free on request?
• What are the serving caps or expected scoops per guest?
• Do you use dry ice or mechanical freezers during transport/service?

Dessert/Sweets Station (e.g., taho, kakanin, crepes, doughnuts, halo-halo)

• Are items prepared on site or pre-portioned? How do you maintain food safety for dairy/gelatin?
• Can you label desserts with allergens and include local favorites (e.g., bibingka, puto bumbong—seasonal)?
• For halo-halo/taho, how do you keep ice/arnibal/tapioca safe and fresh?
• What is the refilling schedule to keep the display looking full?

Savory/Street Food (e.g., dim sum, takoyaki, sisig/lechon carving, shawarma)

• Are there open-flame restrictions at our venue and how will you comply?
• How do you ensure thorough cooking and hot holding (chafers/induction) to safe temperatures?
• Will strong aromas/smoke be an issue indoors? What’s your ventilation/mat protection plan?
• How are carving and knife safety managed in crowded areas?

Grazing/Charcuterie

• What’s the per-guest gram weight for meats/cheeses/fruit? Is there a replenishment plan?
• Can you supply sealed/wrapped portions for food safety in open-air settings?
• How long will the board safely sit out (and how do you monitor temperature)?

Mobile Bar

• What’s included in “unlimited” (menu breadth, premium spirits, mocktails, shots)? Any stock caps?
• How many bartenders per bar setup and expected drinks/hour throughput?
• Do you bring ice, glassware, and back bar? Are breakage fees applicable?
• Do you offer signature his-and-hers cocktails and custom bar signage?
• What’s your policy on serving intoxicated guests and coordinating with security?

Red-Flag & Clarifying Checks

• If a vendor can’t state power needs, staffing ratio, or servings/hour, how will they prevent long lines?
• If “unlimited” isn’t defined in the contract (hours, flavors, stock), can they clarify in writing?
• If not venue-accredited, can they proactively coordinate corkage and compliance so you don’t get surprise fees?
• If they lack current sanitary permits/health certificates, will your venue allow them to operate?

Finalization

• Can you provide a signed layout showing cart footprints, queue flow, power drops, and back-of-house?
• Will you join the final technical meeting/ocular with venue, lights & sounds, and caterer?
• Can we receive a final service brief one week prior (menu, staff list, timeline, contact tree, contingency plans)?