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How to Choose the Perfect Wedding Caterer

Planning your dream wedding can be exciting, but it also comes with its fair share of challenges. One of the most crucial aspects of any successful event is finding the perfect caterer. They can literally make or break the event! I’ll never forget one of the first weddings I worked, the caterer came, served and left (I was a newbie planner so I didn’t think to arrange bussing beforehand) . They didn’t buss any tables and by the end of the night, I looked around and there was trash EVERYWHERE! So, there I was, a single person cleaning trash left by 200 people. You can bet I never made that mistake again. All that to say, whether you're organizing a wedding, corporate event, or a milestone celebration, the right caterer can elevate the experience for you and your guests, no trash left behind. But with so many options out there, how do you choose?


wedding salad with oranges

Determining your catering needs and budget

When you hire a caterer, you're not just paying for the food; you're investing in their expertise and experience. They have the knowledge and skills to handle various aspects of catering, such as menu planning, food presentation, and efficient service. Your guests are hungry, they don’t want to wait an hour for their turn to go through the buffet!

Finding the perfect caterer may require some time and effort, but trust us, it's well worth it! The right caterer will not only satisfy your guests' taste buds but also create a memorable dining experience that reflects your wedding's vibe.


So, take the time to research and choose wisely, and you'll be rewarded with a flawless catering experience.

Okay, so you know you need a good caterer, but how the heck do you know how much you should budget? Well friend, when it comes to budgeting for catering, it's important to be realistic. Catering costs can vary widely depending on factors such as the type of cuisine, the complexity of the menu, and the level of service required. Take into account not only the cost of the food but also any additional charges for staff, equipment, and rentals. If your budget it pretty tight, here are some ideas for how you can cut some costs:

  • Opt for budget-friendly foods: Strategic menu selections can ultimately help you save the most money on your catering bill. Choosing entrees like chicken, pork, pasta, or, if you live in Texas, Tex-Mex over the much pricier steak and lobster options can help save you a lot of money.

  • Skip the plated dinner service: Many caterers will offer different styles of service options for you to choose from, and some services are much more budget-friendly than others. With a plated dinner service, the catering staff will pre-plate every meal for each guest. This option can be one of the more expensive ones because it will require more staff and potentially more plates and flatware.

Keep cocktail hour casual: Consider having platters or dips and skipping on the passed hors d’oeuvres. After all, who doesn't love a good charcuterie board!? Cheese and crackers is much more budget friendly than bacon wrapped shrimp and will require less staffing!


wedding pasta with cream sauce

Researching and shortlisting potential caterers

When it comes to finding potential caterers, there are several avenues you can explore. Start by asking your wedding planner as they will be able to suggest caterers that best fit your budget. You can also ask your married friends for recommendations, check out the vendor guide on local wedding websites, ask your venue or other booked vendors for their preferred lists, or ask your favorite restaurant if they do catering. Their firsthand experiences can provide valuable insights and help you create a shortlist of caterers to consider!



wedding dessert with chocolate mousse

Menu planning and customization options

After shortlisting potential caterers, it's time to evaluate their experience and expertise. Look for caterers who have a proven track record in successfully catering weddings similar to yours. Experience in handling events of a similar scale and style gives them an edge in understanding and meeting your specific requirements.


One good way to make sure that the caterer you’re inquiring about will be the perfect fit is to check out their reviews. Their client testimonies are a good way to see how well they perform for weddings that are similar to yours!

In today’s age, finding a caterer to handle dietary restrictions and special requests is crucial. Make sure that they are able to accommodate guests with dietary restrictions such as gluten free, nut free, etc. A skilled caterer will have experience in accommodating various dietary needs and will work with you to create suitable menu options.



wedding menu with green salad


Tasting sessions and food quality assessment

The menu is the heart and soul of any catering experience. When choosing a caterer, pay close attention to their menu options and customization capabilities. A good caterer will offer a wide range of menu choices that can be tailored to your preferences and theme.

Consider the type of cuisine you want to serve and whether the caterer specializes in it. If you're looking for a specific regional cuisine or fusion dishes, make sure the caterer has the expertise to deliver authentic flavours. Discuss your menu ideas with the caterer and ask for their suggestions based on their experience and knowledge.


Customization is key when it comes to creating a unique catering experience. A great caterer will work closely with you to understand your vision and incorporate personal touches into the menu. Whether it's a signature cocktail, a family recipe, or a dessert bar, discuss your ideas with the caterer and see how they can bring them to life.



wedding charcuterie board

Scheduling tasting sessions

Once you've narrowed down your options and are satisfied with a caterer's expertise and menu offerings, it's time to schedule tasting sessions. Tastings allow you to sample the caterer's food and assess its quality, presentation, and flavours.

During the tasting session, pay attention to the freshness and quality of the ingredients used. The food should be well-prepared, visually appealing, and reflect the caterer's attention to detail. Take note of the portion sizes, as they should be sufficient to satisfy your guests' appetites. Be sure to also ask if the presentation and portions you are seeing today are what your guest will see on the event or wedding day, or if they have been modified for the tasting.

Use this opportunity to ask questions about the ingredients, preparation methods, and any special requests you may have. A professional caterer will be happy to address your concerns and provide explanations.

Some companies will even let you set up a private tasting where you can create a custom menu. While there is most likely a fee for this, you may be able to apply it as a credit to your final bill if you end up booking with them. If they offer it, attending a group tasting or going to an event that they are catering will save you some money. Whenever you go to a tasting, be sure to arrive HUNGRY! Many caterers will prepare the dishes the way that they will be presented the day of your wedding, which means lots of food! Enjoy!



wedding food in silver bowl


Finalizing your decision and booking the perfect caterer

Effective communication and collaboration with your chosen caterer are vital to ensure a smooth and successful event. Clearly communicate your expectations, preferences, and any changes that may arise. Provide the caterer with all the necessary information, such as the wedding timeline, venue details, and any specific setup requirements. Regularly touch base with the caterer to confirm the final guest count, menu choices, and any last-minute adjustments.

Before finalizing your decision, carefully review the contracts and pricing structures provided by the caterers on your shortlist. The contract should outline all the agreed-upon details, such as the menu, services provided, staffing, equipment, and any additional charges. Look for any hidden fees or charges that may arise during the planning process or on the day of your wedding. It's essential to have a clear understanding of what is included in the price and what may incur additional costs.

Collaborate with the caterer on other aspects of your wedding, such as table settings, decor, and overall ambiance. A skilled caterer can offer valuable insights and suggestions to enhance the overall dining experience. If there are any discrepancies or concerns, don't hesitate to communicate with the caterer and seek clarification. A reputable caterer will be transparent and willing to address any questions or concerns you may have.



wedding churro dessert


To make your catering journey a little easier, we've created a FREE downloadable questionnaire! Click Here to grab yours.




wedding menu with salad

We hope this helps you begin or narrow down your search for your perfect catering match! When you choose the right vendor to cater for your wedding we promise that it will be one of the fine details that your guests will for sure be talking about for years to come!


Photos by Amy Maddox Photography, Food prepared by Lisa Hedrick's Catering & Events

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