6 min read
Catering is usually the largest expense after the venue, and it shapes how the reception feels — from a relaxed buffet to a formal plated dinner. Here's how to compare caterers on real total cost and find food your guests will actually remember.
Start with service style
The style drives both cost and atmosphere. Plated service is formal and needs more staff; buffets are relaxed and let guests choose; family-style lands in between and encourages conversation; stations and heavy passed appetizers suit a livelier, mingling reception. Pick the feel you want first, then price it.
Understand what a per-plate price includes
A per-head quote can mean very different things. Confirm whether it covers staff, rentals (plates, glassware, linens), setup and cleanup, and service charges — or whether those are extra. The lowest per-plate number often isn't the lowest total once the add-ons appear.
Always do a tasting
Never book significant catering without tasting the actual menu. A tasting also shows how the food holds up at scale and lets you fine-tune seasoning, portions, and presentation. Bring anyone helping decide, and ask how they handle dietary needs.
Questions to ask
- Is the per-person price all-in, or are staff, rentals and service charges extra?
- How do you handle allergies, and vegetarian, vegan or other dietary needs?
- What's the staff-to-guest ratio, and are gratuities included?
- Do you provide the bar, or is that separate? Can we bring our own alcohol?
- Have you worked at our venue, and do you handle setup and cleanup?
- When do you need the final headcount, and what's the cancellation policy?
Compare on total cost
Add up everything — food, staff, rentals, bar, service charge, and tax — before comparing caterers. And nail down the final-headcount deadline, since that number sets your final bill.
Frequently asked questions
- How much does wedding catering cost?
- Venue and catering together are typically 40–50% of the wedding budget, and catering is usually the biggest line item after the venue. Compare total cost — food plus staff, rentals, bar, and service charges — not just the per-plate price.
- What is the best service style for a wedding?
- It depends on the feel you want: plated is formal, buffet is relaxed and budget-friendly, family-style encourages conversation, and stations suit a lively, mingling reception. Choose the atmosphere first, then price it.
- What questions should you ask a wedding caterer?
- Ask whether the per-person price is all-inclusive, how they handle dietary needs, the staff-to-guest ratio and gratuities, bar options, venue experience and cleanup, and the final-headcount and cancellation terms.
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