Wedding catering: what to know

What the job involves, what changes the price, and what to ask a pro.

What wedding catering is

A wedding caterer prepares and serves food for your wedding, working with you on the menu, the service style and the timing from cocktail hour to the final course. Couples hire one to feed the guests well and keep the meal on schedule while the couple focuses on the day.

Signs you need it

  • Your guest count is large and the meal must be served to every table on time
  • You want a cocktail hour with passed or stationed food before the reception
  • The guests have a mix of dietary needs, such as vegetarian, gluten free or allergies
  • The venue has no kitchen or limited kitchen access for a full wedding meal
  • You want the meal, the staff and the cleanup managed by one team

What the pro does

  • Meets the couple to set the menu, the service style, the guest count and the timeline
  • Plans a tasting so the couple can approve each dish before the wedding
  • Confirms the timing with the venue, the band, the photographer and the planner
  • Prepares the food at a permitted kitchen and transports it to the venue
  • Sets up the buffet, stations or plated service and the serving staff
  • Serves each course on schedule, clears the tables and cleans the food area

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Guest count and the number of courses or food stations
  • Service style, such as plated, family style, buffet or stations
  • Number of servers, bartenders or cooks on site
  • Menu complexity and the dietary options needed
  • Rental equipment such as china, glassware, linens and chafing dishes
  • Tasting sessions, cake cutting or late night food add ons

What a written quote should spell out

  • Guest count, the menu by course, and the portion size for each dish
  • Service style and the number of staff by role and their hours
  • Equipment included, such as china, glassware, linens and serving pieces
  • Tasting sessions included, and how many people may attend
  • Setup, service and cleanup times, and the kitchen where the food is prepared

Questions to ask before you hire

  • Can I taste the menu, and how many people can attend the tasting?
  • How do you handle guests with allergies or special diets, and how is it labeled?
  • Where is the food prepared, and what permits does that kitchen hold?
  • How many servers will be on the floor, and how do you keep the courses on time?
  • What happens if the final guest count changes after the deadline?
  • Who cleans up and who takes the leftovers?

Red flags

  • Will not let you taste the menu before the wedding
  • Cannot say where the food is cooked or which permits the kitchen holds
  • Has no plan for guests with severe allergies
  • Does not confirm the serving staff and their hours in writing
  • Wants all payment before the menu and the staff are confirmed

What you can do yourself

A couple can host a small wedding dinner at home with a buffet of food they cook or order from a trusted kitchen, using clean serving pieces and keeping hot food hot and cold food cold. Hire a wedding caterer for a large guest count, a plated meal, a venue without a full kitchen, or a day where the food must be timed to a schedule the couple cannot manage.

Licenses and permits

Food businesses commonly need a health permit or a food handler card from the local office that oversees food safety. Caterers may also need a business license. Ask for the permit and staff cards in writing, and check the rules for the venue where the food is served.

Wedding catering questions

How far ahead should we book a wedding caterer?

As early as you can, especially for a popular date or season. A caterer needs time to plan the menu, the staff and the tasting.

Can the caterer work with our venue's kitchen?

Possibly. Ask the venue about its kitchen rules and access, and ask the caterer whether it needs to cook off site and bring the food in.

Do we need a tasting?

A tasting is useful for the main dishes and the cake or dessert. Ask whether the tasting is included or charged separately, and how many people may attend.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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