Planning a wedding feels like juggling flaming torches while riding a unicycle sometimes. And catering? That’s often the biggest torch of all. I’ve been through this circus myself & watched countless friends make expensive mistakes because they didn’t ask the right questions upfront. Your caterer will likely consume 40-50% of your wedding budget, so getting this right isn’t just important — it’s absolutely crucial.
Before you hand over that deposit cheque (and trust me, some couples rush into this faster than you can say “I do”), you need to have a proper conversation. Not just about canapes & colour schemes, but about the nitty-gritty details that separate brilliant caterers from the ones who’ll leave you with lukewarm chicken & a hefty bill.
What Exactly Does Your Package Include?
This might seem obvious, but you’d be amazed how many couples assume things that aren’t actually included. I once attended a wedding where the bride discovered on the morning that table linens weren’t part of the “full service” package. Cue panic & a frantic dash to the local hire shop.
Get specifics about everything: crockery, cutlery, glassware, serving dishes, linens, napkins — the whole lot. Does “full service” mean they’ll provide serving staff? How many? What about bartenders? Some caterers include these costs, others charge separately, & a few expect you to sort it yourself.
Also ask about setup & cleanup. Will they arrive early enough to have everything ready before your guests arrive? Do they handle all the washing up, or will you be left with a mountain of dirty dishes? These details matter more than you might think, especially when you’re trying to accomodate elderly relatives who arrive fashionably early.
Can You Taste the Food Before Committing?
Any caterer worth their salt should offer tastings. If they won’t let you sample their food beforehand, that’s a massive red flag waving frantically in your face. I mean, would you buy a car without taking it for a test drive?
But here’s what many couples don’t consider: ask to taste the food as it would be served at your event. If they’re cooking for 150 people in a marquee with limited kitchen facilities, that’s vastly different from preparing a small portion in their professional kitchen. The quality can vary dramatically.
Don’t just taste one option either. Try several dishes from your proposed menu, including any dietary alternatives. Vegetarian & vegan options are often afterthoughts — make sure they’re not serving your plant-based guests sad, wilted salads while everyone else enjoys properly thought-out meals.
How Do They Handle Dietary Requirements & Food Allergies?
This isn’t just about vegetarians anymore. These days, you might have guests with coeliac disease, severe nut allergies, lactose intolerance, or following specific diets for religious reasons. A professional caterer should have robust procedures for handling these requirements safely.
Ask about their kitchen practices. How do they prevent cross-contamination? Can they guarantee that gluten-free meals won’t come into contact with wheat products? What happens if someone has a severe allergy — do they have separate preparation areas & equipment?
I’ve seen too many weddings where guests with dietary needs were left picking at plain rice & vegetables. That’s not acceptable in 2024. Your caterer should be able to create delicious alternatives that don’t make anyone feel like a second-class citizen at your celebration.
Get everything in writing too. “We can accomodate that” means nothing without specific details about what they’ll actually serve & how they’ll prepare it safely.
What’s Their Backup Plan for Disasters?
Disasters happen. Ovens break down, delivery lorries get stuck in traffic, key staff members call in sick. The best caterers have contingency plans that would make military strategists weep with joy.
Ask what happens if their head chef becomes ill on your wedding day. Do they have qualified backup staff? What if their main oven dies during service? Some caterers have relationships with nearby venues or hire companies that can provide emergency equipment.
Weather contingencies are particularly important for outdoor weddings. If it’s absolutely tipping it down, how will they transport hot food from their kitchen to your marquee? What about serving logistics if your garden party suddenly moves indoors?
The caterers who make me nervous are the ones who brush off these questions with vague reassurances. The professionals? They’ll have detailed backup plans & insurance policies to match.
What Are All the Additional Costs?
Here’s where things get tricky. That initial quote might look reasonable, but wedding catering has more hidden costs than a budget airline. Service charges, corkage fees, overtime rates, equipment hire — these can add hundreds or even thousands to your final bill.
Corkage is a big one. If you’re planning to provide your own wine (often much cheaper than caterer markup), what will they charge to serve it? Some caterers charge £3-5 per bottle, others might charge per person. These fees can quickly spiral if you’re having a proper celebration.
What about overtime? If your party runs late (& honestly, the best weddings usually do), what’s their hourly rate for keeping staff on? Some caterers build buffer time into their quotes, others start charging extra after a specific time.
Travel costs, equipment delivery, cake cutting fees — ask about everything. A reputable caterer should provide a comprehensive breakdown that doesn’t leave you guessing about surprise charges later.
Can You See References & Recent Reviews?
Don’t just rely on their website testimonials. Anyone can write glowing reviews about themselves (& sadly, some do exactly that). Ask for recent references — couples who’ve used their services within the past six months.
But here’s a tip from someone who’s learnt the hard way: call those references. Don’t just send a quick text. Speak to them properly about their experience. Was the food served hot? Did staff arrive on time? Were there any problems, & how were they handled?
Check multiple review platforms too. Google, Facebook, wedding planning sites — look for patterns in the feedback. One bad review might be an anomaly, but if several couples mention cold food or rude staff, that’s concerning.
Also ask to see photos from recent events similar to yours. If you’re having a marquee wedding for 120 people, their photos from intimate garden parties won’t tell you much about their ability to handle your event.
What’s Their Cancellation & Payment Policy?
Nobody wants to think about cancelling their wedding, but life happens. What if there’s a family emergency, illness, or (heaven forbid) another pandemic? Understanding their cancellation policy could save you thousands if circumstances change.
Payment schedules vary enormously between caterers. Some want 50% upfront, others prefer smaller deposits with staged payments leading up to your wedding. Be wary of anyone demanding full payment months in advance — that’s not standard practice & could leave you vulnerable if they run into financial difficulties.
What happens if they cancel on you? It’s rare, but caterers do occasionally go out of business or have major emergencies. Do they have professional indemnity insurance? What guarantees do they offer?
Get everything documented in a proper contract, not just an email exchange. The contract should specify menu details, service levels, timings, costs — everything you’ve discussed. If they’re reluctant to put agreements in writing, walk away. Seriously.
The Bottom Line
Choosing your wedding caterer isn’t just about finding someone who can cook decent food (though that’s obviously important). You’re hiring a team who’ll be responsible for feeding your guests, managing a significant portion of your celebration, & hopefully making your day run smoothly.
Take your time with these conversations. The right caterer will welcome detailed questions & provide comprehensive answers. They’ll understand that you’re making a major investment & want everything perfect. The wrong caterer? They’ll make you feel like you’re being difficult for caring about details.
Remember, this is your wedding. You have every right to ask thorough questions before handing over your deposit. The caterers who earn your business will be the ones who make you feel confident, informed & excited about your wedding feast.
