Planning a wedding feels like juggling flaming torches while riding a unicycle. And honestly? The catering might just be the most important torch of all. I’ve been to weddings where guests still rave about the food years later, & I’ve witnessed disasters where people snuck out for McDonald’s. Trust me, you don’t want to be the latter.
Your caterer isn’t just feeding people — they’re creating memories, setting the mood, and frankly, keeping your Great Aunt Mildred from complaining for the next decade. But here’s the thing: not all caterers are created equal. Some will go above & beyond, whilst others… well, let’s just say they might leave you with more questions than answers.
So before you sign that contract and hand over your hard-earned pounds, you need to ask the right questions. The kind that separate the pros from the amateurs. The ones that’ll save you from wedding day disasters.
What’s Actually Included in Your Package Price
This seems obvious, right? Wrong. I once attended a wedding where the couple thought they were getting linens included — turns out that was an extra £300 they hadn’t budgeted for. Awkward doesn’t begin to cover it.
Ask your caterer to break down exactly what’s covered. Service staff? Cleaning? Equipment hire? Some caterers include everything from tables to cutlery, while others provide just the food and expect you to sort the rest. There’s no right or wrong approach, but you need to know upfront.
Don’t be shy about asking for a detailed written breakdown. If they’re legitimate professionals, they’ll appreciate your thoroughness. If they get cagey about specifics, that’s a red flag bigger than a double-decker bus.
Staff-to-Guest Ratios and Service Style
Here’s something most couples never consider: how many staff will actually be working your event? The difference between having one server per 20 guests versus one per 40 guests is MASSIVE. Your guests will notice if they’re waiting ages for drinks or if dirty plates pile up.
Also, clarify the service style. Are we talking about formal plated service, buffet style, or something in between? Each requires different staffing levels & equipment. A buffet might seem cheaper initially, but factor in the queue management and you might prefer the elegance of plated service.
Ask about the experience level of their staff too. You want servers who know the difference between a fish fork and a dessert spoon, not teenagers who’ve never worked a formal event before. (No offense to teenagers, but your wedding isn’t the place for on-the-job training!)
Menu Flexibility and Dietary Requirements
Your future mother-in-law is gluten-free, your best mate’s gone vegan, and your Uncle Bob has approximately seventeen food allergies. Welcome to modern wedding catering! The question isn’t whether you’ll have dietary requirements — it’s how many.
A good caterer should handle common dietary needs without breaking a sweat. But what about the more unusual requests? Can they accomodate someone who’s allergic to nightshades? What about kosher or halal requirements? Some caterers are brilliant at this stuff, others treat it like you’ve asked them to perform brain surgery.
Don’t just ask if they can handle dietary requirements — ask HOW they handle them. Cross-contamination procedures, separate preparation areas, labelling systems. The devil’s in the details, & your guests’ wellbeing depends on getting this right.
Tasting Sessions and Menu Finalisation
If a caterer won’t let you taste the food before booking, run. Seriously, just run. Would you buy a car without a test drive? Of course not. So why would you hire someone to feed 100+ people without trying their food first?
But here’s what most people don’t ask: when do you finalise the menu? Some caterers want decisions months in advance, others are more flexible. What happens if you change your mind? Are there fees involved? Can you swap dishes closer to the date if you spot something amazing on their seasonal menu?
Also worth asking: will the tasting menu be exactly what your guests receive? Sometimes caterers serve premium versions during tastings then switch to cheaper alternatives for the actual event. Bit sneaky, that.
Equipment, Setup, and Venue Requirements
Not all venues are created equal, & your caterer needs to work within whatever constraints your chosen location presents. Does your venue have adequate kitchen facilities? What about electrical capacity for warming equipment? Some country barns look gorgeous but have the electrical capacity of a garden shed.
Find out what equipment your caterer brings versus what they expect the venue to provide. Who’s responsible if something breaks? What’s their backup plan if their refrigerated van breaks down on the motorway? (Yes, these things happen!)
Setup and breakdown times matter too. Some venues charge by the hour, so you need to know how long your caterer needs. Will they be finished and gone by midnight, or will you be paying venue fees until 2am because they’re still washing up?
Pricing Structure and Hidden Costs
Ah, pricing. The bit where everyone gets a bit uncomfortable and starts shuffling their feet. But you absolutely MUST get clarity here, because catering costs have a nasty habit of multiplying like rabbits.
Is the pricing per person or per plate? Sounds like the same thing, but it isn’t. Some caterers charge per person regardless of what they eat, others charge per plate served. If you’re having a cocktail reception with passed canapés, this distinction becomes crucial.
What about service charges? Gratuities? Travel costs if your venue’s in the middle of nowhere? Some caterers include everything upfront, others add fees that can bump your bill up by 20% or more. Ask for the total, all-in price — and get it in writing.
Also, clarify the payment schedule. When are deposits due? Final payments? What happens if you need to reduce numbers at the last minute? (Spoiler alert: you probably will!)
Experience with Your Venue Type
Here’s something I learned the hard way: a caterer who’s brilliant at hotel receptions might struggle with outdoor marquee weddings. Different venues present different challenges, & experience matters enormously.
If you’re getting married in a historic manor house, you want someone who understands heritage buildings and their quirks. Outdoor wedding? You need someone who’s dealt with British weather (i.e., expects the worst but hopes for the best). Modern hotel? Different skill set entirely.
Ask for references from similar venues or event types. A caterer should be excited to share success stories that match your situation. If they seem hesitant or can’t provide relevant examples, that tells you something important.
Contingency Plans and Problem Resolution
What happens when things go wrong? And trust me, something always goes wrong — it’s just a question of how visible it is to your guests. The mark of a professional caterer isn’t that they never encounter problems; it’s how smoothly they handle them when they arise.
Ask about their backup plans. What if a key staff member calls in sick? What if their primary supplier lets them down? How do they handle equipment failures? The best caterers have contingencies for their contingencies.
Also worth discussing: what’s their communication protocol on the day? Who’s your point of contact? How will they coordinate with your wedding planner or venue coordinator? Clear communication prevents most problems before they become disasters.
Final Thoughts
Choosing your wedding caterer isn’t just about finding someone who can cook — though obviously that helps! It’s about finding a partner who understands your vision, works within your budget, and can execute flawlessly under pressure.
Don’t be afraid to ask tough questions. Any caterer worth their salt will appreciate your thoroughness and answer honestly. The ones who get defensive or evasive? Well, that tells you everything you need to know, doesn’t it?
Remember, this is YOUR day. You’re not just buying a service; you’re investing in peace of mind. Choose someone who makes you feel confident, not anxious. After all, you’ve got enough to worry about without wondering if your guests will actually get fed!