Plan your wedding menu from caterer selection and tastings to bar packages, dessert options, and staffing ratios for a smooth dining experience.
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Caterer Selection
Research and contact 3-5 caterers 6-9 months before the wedding
Ask each caterer for sample menus and pricing per head. Full-service wedding catering typically runs $75-$200 per guest depending on the menu style and service level.
Check if your venue has a preferred or required caterer list
Read recent reviews focusing on food quality and service timing
Ask about the caterer's experience with your guest count range
A caterer who regularly serves 50-person events may struggle with 200 guests. Ask how many events of your size they have handled in the past year and request references from similar-sized weddings.
Confirm what is included in the per-person price
Some quotes include linens, tableware, and setup while others charge separately. Ask specifically about plates, glassware, flatware, napkins, table setup, and post-event cleanup. Hidden fees add 15-25% to initial quotes.
Verify insurance, permits, and health certifications
Any professional caterer should carry at least $1 million in general liability insurance. Ask for a copy of their insurance certificate and confirm your venue accepts it.
Tasting and Menu Design
Schedule a tasting appointment 4-6 months before the wedding
Most caterers offer one complimentary tasting for 2-4 people. Additional guests at the tasting usually cost $25-$75 per person. Bring a notebook to rate each dish on appearance, flavor, and portion size.
Taste at least 2 options for each course
Ask to try the exact recipes that will be served, not approximations
Choose a service style: plated, buffet, or family-style
Plated service costs 10-15% more but controls portions and timing precisely. Buffet feeds guests faster and offers variety. Family-style creates a communal feel but requires larger tables to fit serving platters.
Design the menu with seasonal and local ingredients in mind
Seasonal menus cost 15-30% less because ingredients are abundant and at peak flavor. A winter wedding can feature root vegetables and braised meats, while summer menus benefit from fresh salads and grilled proteins.
Plan for late-night snacks if the reception runs past 4 hours
Late-night snacks ($5-$15 per person) keep energy up on the dance floor. Popular options include sliders, pizza, tacos, or a dessert bar. Serve them 2-3 hours after dinner when guests get hungry again.
Dietary Accommodations
Collect dietary restrictions with your RSVP cards
Include a dietary needs line on your RSVP card or wedding website. Expect 10-15% of guests to have restrictions. Common requests include vegetarian, vegan, gluten-free, nut allergies, and kosher or halal.
Create a spreadsheet tracking each guest's specific dietary needs
Confirm the caterer can handle all identified restrictions
Share the full list of dietary needs with your caterer at least 3 weeks before the wedding. Ask about their cross-contamination protocols for severe allergies and whether allergen-free meals are prepared separately.
Plan at least one vegetarian and one vegan option regardless of requests
Even if no guests indicate restrictions, having plant-based options prevents last-minute scrambles. Many guests who eat meat also appreciate lighter vegetarian options during a long event.
Bar and Beverage Planning
Choose a bar package: open bar, limited bar, or consumption-based
Open bar costs $35-$85 per person for 4-5 hours. Limited bar (beer, wine, and 2 signature cocktails) costs $25-$45 per person. Consumption-based billing means you pay per drink served, which works well for lighter-drinking crowds.
Decide on bar duration (cocktail hour through last dance vs limited hours)
Create 1-2 signature cocktails that reflect your style
Signature cocktails cut costs by steering guests away from top-shelf liquor. Name them something personal and display the recipes on a sign at the bar. Batch-mixed cocktails reduce bartender prep time by 30-40%.
Plan non-alcoholic beverage options
Offer at least 2-3 non-alcoholic options beyond water and soda, such as a mocktail version of your signature drink, sparkling cider, or flavored lemonade. About 20-30% of guests will drink non-alcoholic beverages.
Confirm the bartender-to-guest ratio
The standard ratio is 1 bartender per 50 guests for an open bar. For cocktail hour when everyone hits the bar at once, add 1 extra bartender. Each bartender costs $150-$300 for the evening.
Cake and Dessert
Book a cake baker or order from the caterer 3-4 months ahead
Wedding cakes cost $4-$12 per slice on average. A 3-tier cake serving 100-120 guests typically costs $500-$1,200. Ordering from your caterer is often 20-30% cheaper than a specialty bakery.
Schedule a cake tasting to try 3-4 flavor combinations
Consider a dessert table or alternative to traditional cake
A dessert table with 4-5 options costs about the same as a tiered cake but feels more generous. Popular alternatives include cupcake towers, donut walls, pie bars, or a small cutting cake paired with a dessert spread.
Coordinate cake delivery and setup with the venue
Confirm who is responsible for transporting and setting up the cake. Most bakeries charge a $50-$100 delivery fee. The cake should arrive 2-3 hours before the reception and be kept out of direct sunlight and heat.
Staffing and Service Logistics
Confirm the server-to-guest ratio for your service style
For plated service, plan 1 server per 20-25 guests. Buffet service needs 1 server per 35-40 guests plus 1-2 attendants at the buffet line. Understaffing leads to slow service and cold food.
Provide the final guest count to the caterer 7-10 days before
Most caterers require final numbers 7-10 days out and will prepare 3-5% extra meals as a buffer. After the deadline, counts can usually go up but not down without financial penalty.
Plan vendor meals for photographer, DJ, planner, and other staff
Budget for 5-10 vendor meals at a reduced rate of $25-$40 per plate. Most vendor contracts specify a meal break. Serve vendors during the cocktail hour so they are fueled before the reception starts.
Confirm how many vendor meals are needed with each vendor
Discuss gratuity policy with the caterer
Some caterers include an 18-22% service charge in the contract. If this is not a gratuity, plan to tip the catering captain $100-$300 and individual servers $20-$50 each at the end of the night.
Frequently Asked Questions
How much food do I need per person at a wedding?
For a plated dinner, plan one protein (6-8 oz), one starch, one vegetable, bread, and salad per guest. For buffet service, prepare 1.25-1.5 servings per person to account for guests who take extra. Cocktail hour needs 6-8 appetizer pieces per person if dinner follows, or 12-15 pieces for a cocktail-reception-only format. Late-night snacks (sliders, pizza, tacos) should serve 60-70% of the guest count.
When should I book my wedding caterer?
Book your caterer 8-10 months before the wedding. Many venues have exclusive or preferred caterer lists, so confirm your venue's policy before reaching out independently. Schedule tastings 6-8 months ahead — most caterers offer complimentary tastings for weddings over 75 guests. Submit your final guest count and meal selections 10-14 days before the wedding, as caterers order perishables on a tight window.
What is the difference between plated and buffet wedding catering?
Plated service involves servers bringing pre-selected meals to each seated guest — it is more formal and costs $70-$150 per person. Buffet allows guests to serve themselves from food stations — it costs $40-$80 per person but requires 20-30% more food to keep stations looking full. A third option, family-style (shared platters at each table), splits the difference at $55-$100 per person and creates a convivial atmosphere.
How do I accommodate dietary restrictions at a wedding?
Include a dietary restriction field on your RSVP card — typically 15-20% of guests will flag allergies, vegetarian, vegan, gluten-free, or kosher needs. Most caterers can accommodate 3-4 dietary variations without extra cost if given 3+ weeks notice. For buffets, label every dish with common allergens (nuts, dairy, gluten, shellfish). Having one vegan and one gluten-free option available by default covers the majority of restrictions.