Wedding catering checklist

Wedding catering is mostly a sequence of decisions in the right order. This checklist uses milestones rather than fixed dates; your caterer will tell you their own deadlines.

Once the venue is booked

• Find out whether the venue requires approved caterers, has a kitchen, and supplies tables, chairs and linens.
• Set a working guest estimate. It drives every quote.
• Decide the service style: plated, buffet, family style, stations or a cocktail-style reception. See catering service styles explained.
• Set a total food and drink budget, and know whether it includes bar, rentals, staff and service charges.

Choosing the caterer

• Shortlist a few wedding caterers who serve your venue’s area and your guest count.
• Send each the same brief, or use our quote form to reach several at once.
• Ask the questions in questions to ask a caterer, especially about staffing, rentals and the service charge.
• Compare quotes line by line. See how to compare catering quotes.

After you choose

• Sign a written contract: menu, headcount deadline, inclusions, payment schedule, cancellation terms.
• Pay the deposit and note when the balance is due.
• Book a tasting if offered, and decide on courses, sides, desserts and late-night food.
• Decide on bar service: who supplies the alcohol, who holds the licence, and who serves it. Bar service
• Confirm what the caterer brings and what the venue or a rental company supplies.

As RSVPs come in

• Collect meal choices for a plated dinner, and allergies and dietary needs for everyone.
• Count children, and anyone else who needs a different meal.
• Include vendors who will be working through the meal: photographer, band, planner. Ask the caterer how they price vendor meals.
• Share the timeline with the caterer and venue: arrival, cocktail hour, dinner service, speeches, cake cutting, last call.

Final stretch

• Send the confirmed headcount and meal counts by the caterer’s deadline. See planning your catering headcount.
• Send a seating plan with dietary needs marked, if the meal is served at tables.
• Pay the balance on time and confirm whether gratuity is included.
• Agree who the caterer reports to on the day, so the couple is not answering questions.

On the day

• Have your point person meet the catering lead on arrival.
• Decide in advance what happens to leftovers and who takes home any rentals or personal items.