The Ultimate Guide to Booking A Wedding Caterer

When it comes to planning your wedding, booking a wedding caterer ranks among the most important decisions you’ll make. After all, you have to feed your guests!

Yet, navigating through the myriad of wedding catering packages can prove daunting, leaving many couples uncertain of where to begin. While enlisting the expertise of your wedding planner can streamline this process, not every couple has this luxury. We’re here to offer our expert guidance to empower you in your quest for the ideal wedding caterer. Read on for 5 indispensable tips to steer you through your search.

Consider Their Experience

Don’t leave your wedding catering to chance; ensure you select a caterer with ample experience. Look for a caterer with a proven track record of successful weddings.

Pay attention to their specialization. Not all caterers are created equal, so it’s crucial to find one with expertise in weddings specifically. Catering a wedding is a different ball game compared to other events like backyard graduation parties or retirement celebrations. Wedding menus often feature more elaborate dishes and presentation, and impeccable table manners and service etiquette are paramount. Don’t assume that just because a restaurant offers catering services, they’re suitable for your wedding.

A potential red flag is a catering company with extensive experience in non-wedding events but lacking in weddings. It’s essential to inquire about their experience specifically with weddings. Having an outdoor wedding? Find out if they have experience with catering tents.

During your search for potential caterers, always ensure they are certified and have liability insurance.

Bonus tip? Seek recommendations from your wedding venue for wedding caterers. Knowing that a caterer has an established relationship with your venue can alleviate potential logistical issues on your big day. In some cases, your venue may even offer catering services as part of their additional offerings.

What’s Included?

When securing a wedding caterer, it’s crucial to understand precisely what your investment covers—and what it doesn’t. Many catering companies offer various packages and tiers to accommodate different budgets.

Anticipate the structure of your event and consider the level of detail you desire for each course. Inquire with your potential caterer about additional costs for hors d’oeuvres (passed or stationary) or non-alcoholic beverages, as these expenses can escalate quickly.

Keep your guests’ preferences and dietary restrictions top of mind when crafting your menu. Ensure you offer options for children, vegetarians, vegans, and those with dietary restrictions such as gluten intolerance or nut allergies. Depending on your guests’ needs, you may opt for a fully customized menu for your wedding.

Prioritize scheduling a tasting session before finalizing your menu. While not all caterers offer complimentary tastings, it’s worth budgeting for this experience. A responsive caterer will collaborate with you to create the perfect menu tailored to your wedding theme and preferences. If they show disinterest or reluctance, it might be wise to explore other options.

Although we recommend you order your main wedding cake from a dedicated baker, many caterers offer smaller wedding cakes or alternative dessert options.

Ensure your cocktail hour runs smoothly by confirming whether your venue provides bartending services. Some wedding caterers offer bartending services if your venue doesn’t have an on-site bartender—always double-check to avoid any last-minute surprises.

Don’t overlook the finer details! If your venue doesn’t offer table settings, inquire whether your caterer provides them. After all, a delicious menu deserves to be presented on proper plates!

Contingency Plans

Following the Covid-19 pandemic, many couples gained a profound appreciation for understanding a company’s cancellation policy in meticulous detail. While most couples don’t anticipate canceling their wedding, life’s unexpected twists can require adjustments.

Prior to finalizing a contract, ensure you grasp your caterer’s cancellation policy thoroughly. What are the provisions for refunds in case of cancellation? Moreover, ask about their protocol for rescheduling should the need arise.

The global pandemic underscored the importance of food safety measures.
Do they have contingency plans in place if a staff member falls ill? Are they committed to stringent protocols ensuring proper food storage and immaculate cleanliness of serving utensils? These inquiries hold significance when vetting a caterer.

Be prepared for unexpected guests; unforeseen plus-ones or overlooked RSVPs from distant relatives might occur. A reliable caterer will accommodate potential fluctuations in guest count, recognizing that final numbers aren’t always set in stone. It’s prudent to have a buffer of extra meals on hand to address such surprises.

Don’t forget – You have to feed your vendors, too! Your band/DJ, photographer, videographer, wedding planning team, etc. are likely on-site for many, many hours and will need to eat. Depending on the type of food service you choose (seated, buffet, family-style, food trucks, etc.), don’t forget to consider your vendor team in your final count as well.

Once you’ve made your choice, ensure that every detail is documented in writing. This safeguards your interests in case of any eleventh-hour alterations or cancellations.

Let’s Talk Cost

Many couples fall into the trap of assuming that higher catering costs equate to superior food quality; however, this assumption isn’t always accurate. Conduct thorough research and read online reviews from past couples who have worked with the catering company. Simply because a caterer boasts higher prices doesn’t automatically make them the best choice for your wedding. Don’t hesitate to explore various options to gauge reasonable pricing that falls within your budget.

Wedding catering often comes with a hefty price tag, underscoring the importance of establishing a budget beforehand. Gather quotes from multiple caterers and determine a comfortable spending threshold for your wedding feast.

Once your budget is set, maintaining discipline is key. Resist the temptation to incorporate unnecessary menu items simply because they’re available. Stick to essentials and select dishes that resonate with your guests while steering clear of potential extra charges.

Do Your Research

Before finalizing your decision to hire a caterer, ensure you will be able to have a tasting session to sample their offerings prior to finalizing your menu. While positive reviews from other couples are valuable, personal taste can vary greatly. Everything looks and sounds delicious on the menu, after all! Tasting the cuisine yourself provides insight into what to anticipate on your wedding day.

Client feedback on a caterer’s service can serve as a helpful tool in eliminating unsuitable vendors from your consideration. Reviewing photos can also offer cues about the quality of the catering staff, beyond just the menu offerings. Selecting a wedding caterer entails more than just the food itself—it encompasses the entire dining experience.

Ultimately, it’s vital to feel confident and at ease with your chosen wedding caterer. Adding unnecessary stress on an already bustling day can be avoided by selecting a caterer you trust. Conduct thorough research, seek recommendations, and trust your instincts. With careful planning, you’re certain to discover the perfect caterer to elevate your big day.

Keep in mind – Not all caterers have restaurants. This means you are unlikely to sample their food before hiring them. That’s why research, reviews, and recommendations are so important when making your decision.

Cheers to Booking a Wedding Caterer!

Let’s raise a glass to discovering the ideal caterer while staying within your budget! Stick to these “Ultimate Guide to Booking a Wedding Caterer” tips and you’ll uncover the perfect catering company for your wedding. With a touch of research and careful planning, you will design the wedding of your dreams—and savor every bite!

Image Credits

1. Planning + Design: Events by Sorrell // Photography: K. Engle Photography // Catering: Aldworth Manor

2. Planning + Design: Events by Sorrell // Photography: Kate McElwee Photography // Catering: Capers Catering

3. Planning + Design: Events by Sorrell // Photography: Kate Preftakes Photography // Catering: Chef Joe’s Catering

4. Planning + Design: Events by Sorrell // Photography: Kate Preftakes Photography // Catering: Inn at Pleasant Lake

5. Planning + Design: Events by Sorrell // Photography: Kate Preftakes Photography // Catering: Chef Joe’s Catering

6. Planning + Design: Events by Sorrell // Photography: Kate Preftakes Photography // Catering: Chef Joe’s Catering