Wedding receptions are a time to eat, drink and be merry, so of course you’ll need to make some decisions about the “eat” part of the celebration. Will you have a sit-down meal? How about a buffet? Or are you going for a more casual vibe and serving hors d’oeuvres? No matter which food direction you go, you’ll most likely need to hire a caterer.
How Much Do Wedding Caterers Cost?
We’ve said it before and we’ll say it again: know your budget. This free wedding budget planning worksheet is a great way to plan out your budget and know how much you can afford to put toward each part of your wedding. Before you meet with caterers, you need to know your budget and also how many people you’ll be feeding (take a look at your guest list, and be sure to include the wedding party and clergy). Caterers usually charge per person, and the charge varies depending on what is served.
Note: Brunch and lunch wedding receptions will typically serve lighter fare than evening or formal weddings, and usually cost less per person.
Finding a Caterer
If you're getting married in a hotel, banquet hall, or restaurant, you probably won't need to hire a caterer. (But you will still need to plan the menu.) If you do need a caterer, ask your venue if they have a list of preferred providers. If not, start asking friends and family for recommendations. Be sure to get proposals from a few (2-3) caterers before making any final decision.
Do You Need a Fancy Meal?
Nope! There's no right or wrong way to cater a wedding. You can offer the traditional chicken or beef choices for a sit-down meal or have an Italian buffet. Don’t be afraid to get creative with your catering options. Was your first date at a Mexican restaurant? Have a taco bar! Got a thing for food trucks? Go for it! Before contacting caterers, take some time to think about the experience you want for your reception. There are many different types of catering options:
- Full-service
- Restaurant
- Food trucks
- Potluck
- Self-catered
And just because you want to think about a few more things...within those types of catering, there are different service styles:
- Sit-down - A plated meal is served to each guest at their table.
- Family style - Guests at each table share family sized portions of the meal (think Thanksgiving).
- Buffet - The meal is served at a single buffet or several buffet stations, and guests form a line to fill their plates.
- Cocktail style - Rather than serving a formal meal, guests can graze on hor d'oeuvres all evening.
Whew! Ok, you know your budget, and have an idea of what kind of catering you want. Now it’s time to set up some interviews. Try to include a tasting as part of each interview. If that’s not possible, arrange tastings with your top 3 candidates.
Questions to Ask Caterers:
- What service styles do they offer?
- Is the menu fixed or can it be customized? Get menu options, a cost per person for each menu option, service style and fees.
- Will they provide tableware, linens and flatware?
- Ask about menu options and fees for appetizers. Typically you should plan on having four hors d'oeuvres per guest, with half of those being vegetarian options.
- Is alcohol included? Will they provide bartenders? Can you provide alcohol for them to serve? You can save some money on alcohol by offering a limited selection or including a signature cocktail plus wine and beer. You can also serve prosecco (sparkling wine) instead of champagne.
- When do they need final menu choices and headcount? This wedding rentals article can give you information on how to make decisions such as catering options.
Note: You should expect to pay up to a 50% deposit when you retain a caterer.
Remember, there’s no right or wrong way to have your wedding catered. It’s your wedding and you can be as traditional or creative as you like. Just do your research and keep your budget in mind, and a good time will be had by all.
With ten months until your wedding, let's book your photographer and order your wedding dress. Feeling creative? It's time to brainstorm wedding decor ideas!
Follow our Month-by-Month Wedding Planning Guide for more tips for every phase of your planning process. We’ve handpicked our favorite DIY wedding projects too!
For more help planning, download and print these free wedding planner worksheets.
Article written by: Heather Clark
