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Wedding Catering:

Everything You Need to Know

One of the most significant decisions you will make while planning your wedding is which wedding caterer will provide the food. But you may be wondering how you even begin to think about looking for a wedding caterer. Or what impacts your wedding catering budget the most? Even simply who are the best wedding caterers in your local area?

With so many wedding catering services available out there, it can seem impossible to find the right match for your big day. Our wedding vendor directory can help connect you with hundreds of wedding caterers. In addition, you can view pictures of the food and drinks prepared by the caterers at past weddings at your wedding venue or in your area, and get in touch with the talented team who created it.

How do you find wedding caterers?

If finding the right wedding caterer is proving to be time-consuming and overwhelming, our online directory can help. There, you’ll be able to find the best wedding caterers who worked on some of the most spectacular weddings in your area. You can rest assured knowing that the caterers listed on our website have been pre-vetted by some of the top wedding planners, or by the couples who hired them for their own weddings. Whether you are looking for international wedding caterers or someone more local, you can search our directory to find the best options near you. No matter where you are located, there is a wedding catering expert perfectly qualified to create the menu for your perfect wedding day.

Another method for locating trendy wedding catering companies is by word of mouth. Think of weddings you’ve attended recently. Was the food great? Did you love the wedding menu? Did the caterer serve something memorable and unique? You may even consider asking your friends about the wedding catering costs—were they reasonable? Many couples love to share their experiences with everything having to do with planning their big day—including wedding catering, if they were thrilled with the company they chose.

There are a few ways to differentiate one wedding caterer from the next when you’re conducting your search. Do you want to have a high-end avante-garde menu fit for foodies, or do you prefer comfort food? Taking a look at a wedding menu sample from the catering companies you are considering will help give you an idea of their capabilities.

Understanding the ins and outs of wedding catering may sound complicated at first, but we’re here to guide you through the process of how to choose a wedding caterer who will be perfect for you, your partner, and your wedding.

It’s also important to consider how to incorporate the wedding catering with the overall planning that is happening for your special day. If you have a wedding planner, he or she may be able to recommend wedding caterers, as well as help you navigate the wedding catering contract to ensure all is in order.

Another important distinction is staffing: How many servers will the company allocate for your event, and how will this affect your guests’ experience and the timing of the event? How would this compare to a restaurant’s staffing? Do they double as bartenders? These are excellent questions to ask wedding caterers when interviewing potential candidates.

How much do wedding caterers cost?

Many people are unaware of wedding caterers prices until they are planning a wedding. And why would they? But that means the average wedding catering cost can come as a bit of a shock at first. Next to the venue, the wedding caterer is one of the event’s main—yet most worthwhile—expenses. However, it’s essential to note that there is a huge range in wedding catering prices, so you should be able to find a great option within your wedding budget.

So, how much does it cost to cater a wedding? To give you some context, it’s helpful to note that the average wedding cost in 2017 was about $33,391. Wedding catering is often broken down as a cost per plate, and at this time was estimated to be $70 per person. Of course, this also varies depending on the location. However, since then, some foods have increased in price, which means there is a possibility when you select your wedding menu that you will be paying more.

Current figures give a range for the average wedding catering price, which runs the gamut from $20 to $200 per plate. You might be wondering why there is such a huge disparity in wedding caterers’ prices? In reality, wedding catering prices depend largely on the location, the caliber of the caterer you’re selecting, and the details of your big day.

Wedding catering costs consist of the food expense, staffing for the event, some rental equipment, the taxes associated with the purchase, the catering company’s overhead, and the availability of suitable facilities. However, there may be added line items to the wedding catering contract if you request extras. Here are some additional reasons your total estimate might be higher than you expect.

Meal Format: Your wedding catering cost may be higher for a formal sit-down event than they would be for a buffet.
Rentals: The best wedding caterers can serve up a fantastic wedding menu at the top of a mountain just as well as they can in a banquet hall. However, your wedding catering cost goes up when it becomes more difficult for them to work or they need to bring in additional equipment. The latter is typically the case at an outdoor wedding without a building, which means that the wedding catering services must include construction of a remote kitchen. Additionally, when you are selecting the servingware, you may prefer elegant upgrades rather than the basic choices, which may add up in the end, but will make your big day feel more sophisticated.
Duration of the Event: While most caterers price their services based on the number of dishes prepared, the length of your cocktail hour will affect the cost because hors d'oeuvres get refreshed and continuously served throughout the duration. Additionally, if you are planning to provide an open bar, you can expect that cost to be based on the number of hours for which the bar is open.
Number of Courses: If your wedding menu accounts for passed hors d'oeuvres, a salad course, and desserts in addition to the main meal, you can expect that the cost will be higher than, say, a reception of just passed appetizers. Some couples also want their guests to receive late night snacks or takeaways such as popcorn or cookies, which adds a personal touch—and an additional cost.
Wait Staff: The average wedding catering cost goes up if the wedding caterer has to bring in additional employees because you have a large guest count, or if you want a particularly special experience, like a separate tequila bar or ice cream stand that needs to be manned.
Vendor Meals: You will also need to provide meals via the wedding catering for all of the vendors who are working your wedding. Doing so is a common courtesy, especially if vendors are required to travel to your location.

Catering companies frequently offer wedding catering packages, but it is important to remember that wedding caterers’ prices vary. You can choose to add on extras in a tiered system. If you have any questions or concerns about this, you can always ask your wedding planner for additional information.

Another awkward topic people wonder about is, do you tip the wedding caterer? The general answer is yes. But then that leaves the question of how much to tip your wedding caterer. This will likely be outlined in your wedding catering contract, and will be included as a line item—usually around 18% of the final total. If the tip is not included, you’ll need to add it, so allocate extra money to do so. It is customary to tip 20%. Similar to at a restaurant, the head waiter or host will take the money and divide it. If you prefer not to deal with the money at all, provide your wedding planner with the gratuity envelopes so that they can take over and handle the tipping.

What are the options for wedding catering?

With so many wedding catering options available, finding the right caterer for your big day can feel overwhelming. However, the way to begin is considering what kind of caterer you would like to provide wedding catering services on the day you say your I-dos.

First, you should consider if you want a timeless wedding caterer, like your favorite Italian restaurant for example, or one that follows the philosophy of using seasonal, local ingredients to design meals. Or, you could source your wedding caterer based on the types of food they create, such as specialty local dishes for your wedding, and find one that fits with your wedding aesthetic and theme.

Looking for something unique and informal? Consider food trucks to cater your big day. This is a particularly attractive option if you have a smaller wedding party, and you’re getting married during a time of that year guests will enjoy picking up and eating outdoors.

There are, of course, more traditional options. For instance, you could pick a wedding venue that also offers in-house catering. Some of these venues even offer pastry chefs who can create the wedding cake of your dreams. If you have questions about what wedding catering options your venue has, be sure to ask at the time of booking.

Another option for your wedding catering is to work with a restaurant that caters. Sometimes this may involve also having your wedding at the restaurant (which is a great option, especially because it can mean fewer additional costs), but others will cater weddings off-site as well. These restaurants will likely be willing to work with you to put together a menu that’s perfect for your big day. Some may be able to share a wedding menu sample that you may be able to customize. Or, even though typical restaurant service is plated meals, they may be able to provide buffet wedding catering for larger groups. By selecting a restaurant wedding venue or having your favorite restaurant cater your wedding dinner, you can treat your guests to some of your favorite food.

Do wedding caterers provide the drinks?

Not only is your caterer here to make all of your wedding dinner ideas come true, they’re also available to help you create a drink menu. If you've ever dreamed of having your very own signature cocktail, now is your chance! Your wedding caterer should also provide the beverages for your big day, as they need to be licensed to serve liquor. If wine, beer and cocktails are a priority for you, be sure to work with a wedding catering company that has a liquor license. In addition, during your initial consultation with your wedding caterer, find out if soft drinks are part of the wedding catering cost

Couples have a few decisions to make around the standard bar options. You can choose an open bar with various price levels, a wine and beer only bar, or a cash bar. If you decide to go with the open bar, you should specify with your wedding caterer what tier of liquor you would like to provide (ie top shelf vs. lower priced brands.) Of course, the inclusion of top shelf liquor will likely make your bill higher than the average wedding catering cost. Be sure to discuss this with your wedding caterer beforehand, and make your preferences known.

Need some more ideas for serving cocktails during your big day? Another option is the modified open bar. If you select this, you determine the drinks that the bar will offer. Couples will work with wedding catering services to select their signature drinks. By limiting the choices, you have some control over the cost. Couples who choose restaurants for their wedding dinner have a particularly easy time doing this.

What are the different options for serving food at a wedding?

Whether you’re having a wedding brunch, luncheon or an evening event, there are many different options for ways to serve your wedding meal. The most common options are buffet, family-style, and sit-down dinners. Plenty of wedding catering services will allow the couple to select the serving style for their wedding, so if you have a strong preference, it’s best to mention it early on in the planning process with your wedding caterer.

Of course, there are some exceptions. For instance, the wedding menu will determine the best way to serve your food (if you want to have a pasta bar and a dim sum station, it sounds like you’re probably best just having a buffet in general). In addition, your caterer might have a style of serving that they are known for, such as a raw bar or particularly stunning plating presentation for a sit-down meal.

With so many different options for serving a wedding meal, which is right for you? Consider your individual preferences, your guests, and the food you are serving to make the right choice. If you have questions about the best option, you can always reach out to your wedding planner or wedding caterer for insight. Here are some different options for serving food during your big day.

Passed Hors d'Oeuvres: Typically served during cocktail hours, these bite-size items can actually be quite creative—and delicious. In fact, you could even create an entire wedding dinner menu of passed hors d'oeuvres paired with a couple grazing stations, which is particularly nice for afternoon events in between typical meal times. However if you are planning to serve a main meal as well, it is wise to note that the more hors d'oeuvres you serve beforehand, the more likely it will be that your total bill is higher than the average wedding catering cost (which will also be the case if you choose a wedding catering company that uses expensive ingredients like caviar or gold leaf.)
Grazing Tables: This is an excellent wedding catering option for couples who want to provide guests the opportunity for a quick bite during happy hour. Offer cheeses, meats, and fruits displayed elegantly alongside crackers and other snacks. Not only are they delicious, they beautifully accessorize a simple wedding menu.
Wedding Buffet: Buffet wedding catering is an attractive option because it does lead to a slightly lower than average wedding catering cost. Since wait staff plating and serving meals individually, if you opt for a wedding buffet, your total labor costs will likely be lower. However, you will still have to put together a wedding dinner menu. Having a wedding buffet is an ideal wedding menu format for guests who may have special dietary restrictions and need to to pick-and-choose what goes on their plate—just be sure that all hazardous ingredients are clearly indicated!
Seated Wedding Dinners: If you’re all about tradition, the seated wedding dinner menu is for you. When you think of your dream wedding dinner, this might be what comes to mind. Virtually all wedding catering companies give couples this option, so if you are looking for the best way to serve your guests your wedding menu, the seated wedding dinner may be one of your easiest options to find.
Family Style: An increasingly popular option even at formal affairs, when a wedding dinner is served family style, waitstaff come around and offer to serve protein options, but larger platters of vegetables and sides are passed from guest to guest. This may allow you to provide more side options than you otherwise would with a pre-plated meal—plus it gives guests the option to have seconds!
Pre-Plated Meals: This is your standard, traditional meal where a plated appetizer is served to each individual guest, followed by an entrée that includes a protein and one or two sides. If you are opting for a pre-plated meal, you may want to offer guests the option to choose between two or three protein options (ie, meat, chicken or fish) when submitting their RSVP’s (though that can be a nightmare for staff to serve correctly—plus most guests forget what they ordered months ago).
Food Trucks: Are you having a fun, casual wedding? Food trucks might be the right option for you. The advantage of wedding catering food trucks is the opportunity to maximize the wedding dinner menu with a variety of options from different types of food trucks. The downside is that one truck alone will lead to long lines of hungry guests. Unless you are planning to invite multiple trucks to do the wedding catering, or you have a small wedding, a different option might be a better fit.

Do wedding catering services include dessert?

If you haven’t already considered the types of desserts you’d like to have at your reception, it’s time to get thinking. Have you always dreamed of a giant tiered wedding cake for your big day? What about serving cupcakes, an updated take on the tradition? Are there any additional desserts you’d like to have?

Some wedding catering services offer wedding cakes, however, some simply craft desserts and leave the baking to a specialized wedding cake bakery. Most of the time your wedding catering can include some form of dessert, so be sure to discuss what you’d like that to be with your wedding caterer. Remember: when it comes to perfecting your wedding menu, it is best to be upfront with your team regarding any wedding catering ideas you might have.

Even if your wedding catering company offers the option of wedding cakes, you might opt for a specialized wedding cake bakery. If you have unique wedding food ideas, or have a particularly ornate wedding cake design in mind, you might be better off leaving it to a baker whose mission it is to create the perfect cake for your big day. It’s important that you are confident about the baker you choose—whether you find them separately, or through your wedding catering services. If you are looking for trendy wedding cakes and desserts, choosing a dedicated wedding cake vendor might be the safer choice. Alternatively, you can ask your wedding catering service to see previous work similar to what you’re looking for.

If you are looking for additional unique wedding desserts, you can ask your wedding caterer or cake bakery what other options are available. Or, you can skip cake-based desserts altogether and opt for an ice cream stand or donut bar. It’s your special day, so you can customize the dessert wedding menu as you see fit!

What else should you know when choosing a wedding caterer?

Wedding catering services are a huge part of making your special day memorable, which is why it’s so important to mention any wedding catering ideas you have to them as part of the interview process. In addition, there are several steps you or your wedding planner can take to effectively communicate with the wedding caterer. This will reduce the chance that any mishaps will occur during the big day. If you are curious how you can avoid problems with your wedding catering services, here is what you need to know:

When you are selecting the right vendors for your big day, you should prepare a list of your favorite dishes to discuss with potential wedding catering companies. The best wedding caterers will make an effort to incorporate these dishes into the menu. In addition, you should schedule a wedding catering tasting—which is one of the most fun parts of wedding planning! A wedding menu sample will be shared with you in advance, and you will choose several dishes that you would like to try. This is a key meeting to have early in your search because if you are unhappy with the presentation or taste of the food, you will still have enough time to seek out another wedding catering company. When you meet with your wedding caterer regarding the wedding menu sample, tasting as many food options as possible will ensure the highest quality.

Additionally, if you are unsure of where to start with your wedding menu, you can ask your wedding planner or wedding catering company for some ideas. One of these, for example, might be using local produce that is in-season, or a dish that the chef is particularly skilled at.

On the other hand, if you do have some pre-existing wedding catering ideas, you might need to make modifications if your favorite food is not in season. While brainstorming unique wedding food ideas, you should also be mindful of any dietary restrictions that you or your guests have. The best wedding caterers are happy to accommodate any dietary restrictions, so don’t hesitate to mention this during your initial consultation. In addition, you can also ask your questions regarding wedding catering services upfront. You might be wondering, does the price include the wait staff, the furniture rentals, or dessert? Is there an opportunity to upgrade glassware or linens? What will the wait staff wear on the day of the event? When you meet with your wedding caterer, you can ask all of these questions. It’s best to ask them early on rather than later so you can ensure that your wedding vision is aligned with what your caterer can bring to the table.

How do you get in touch with wedding caterers?

Our directory is the easiest way to find the best wedding catering services in your area. Carats & Cake simplifies the process of finding your dream wedding caterer by providing you with all of the resources you need to make your wedding catering decision. Not only will you learn more about the wedding catering companies, you’ll also have the opportunity to peruse photographs from past weddings to get a better understanding of what each vendor may offer. Building your dream wedding—and finding the right vendors to help you—has never been easier.

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