How to Pick a Wedding Caterer
Choosing the right caterer is pivotal for your reception. Great food leaves a lasting impression and so does bad service. Here’s how to ensure your wedding menu is memorable for all the right reasons.
When to Start Researching and Booking
It’s recommended to start researching caterers 9-12 months in advance of your wedding date. Especially if you’re interested in a well known caterer. Popular caterers get booked a year out, so you must secure them as soon as possible. In general, you should book between 8-10 months in advance of the wedding date to allow time for tastings and menu planning.
What to Consider
1. Service Style
Do you want a plated dinner, buffet, food stations, or family-style service? Make sure your caterer offers your preferred style and has experience executing it for weddings.
2. Menu Flexibility
Can they accommodate dietary restrictions, allergies, or special requests? Do they offer custom menu options or only pre-set packages?
3. Budget Transparency
Ask for a detailed breakdown of what’s included in the per-person cost. Be clear on additional fees for staffing, rentals, cake cutting, late-night snacks, or overtime.
4. Tasting Policy
Is a tasting included before booking, or is it an added cost? A tasting is key to ensuring quality and presentation match your expectations.
5. Staffing and Service
How many servers will be provided? What is the ratio of staff to guests? Will they handle setup, service, and cleanup?
6. Alcohol and Bar Service
Does the caterer provide bar packages, or can you bring in your own alcohol? What are their policies on bartenders and liability insurance?
7. Rentals and Extras
Are dishware, glassware, linens, and tables included? Or will you need to source these separately?
8. Vendor Meals
Do they offer vendor meal options for your photographer, planner, DJ, etc.? What do those meals include, and what’s the cost?
9. Reviews and Reputation
Check past client reviews, especially regarding service quality, timeliness, and professionalism at weddings.
10. Contract Clarity
Ensure the contract clearly outlines everything from menu details to cancellation policies, staffing, timing, and cleanup responsibilities.
Red Flags to Watch For
Lack of a written contract or clear pricing
Limited experience with weddings
Unwillingness to accommodate dietary needs
Poor reviews about service staff or punctuality
Questions to Ask
Are you available on my wedding date?
Are you working any other events that day?
How many weddings have you done?
Have you catered events at my venue/location before?
Does your company have liability insurance and a food license?
Do you offer plated meals, buffet service, stations, or all of the above?
What’s included in your per-person pricing?
Do you accommodate dietary restrictions?
Are menus fixed or can we create a custom menu?
How many servers are included per guest count?
Do you provide vendor meals? If so, what do they consist of and how much do they cost?
Are tastings included in the package? If not, does the cost of tastings go toward the final balance if booked?
How many people can I bring to the tasting?
How is the food prepared on the day of the wedding?
What things do you require to cater at our venue?
How much time do you need to set up and clean up?
Do you handle cake cutting or late night snacks?
Do you offer bartending services? If so, what is your alcohol policy? Do you have a liquor license? Can we provide our own alcohol?
Are non-alcoholic beverages included in the food package?
Are tableware, linens, and glassware included?
When do you need the final headcount?
When do you need my final menu decisions?
What's the deposit, cancellation, and refund policy?
Is gratuity or service charges included in your pricing? Are there additional fees I need to know about?
Can leftover food be packaged for guests or donated?
Pro Tips
Always do a tasting, even if it costs extra.
Ask about setup and cleanup timelines.
Clarify if rentals (like dishware, linens, etc.) are included.