The Ultimate Wedding Catering Checklist: Everything You Need to Know
Are you planning on getting married but worried about catering? Great food has the power to turn an ordinary reception into an unforgettable event, leaving guests raving about the wedding for years to come.
This step-by-step guide will walk us through everything we need to know to create the perfect wedding meal—from setting a budget to those all-important final tastings. Whether you are looking for the best wedding catering options nearby or dreaming up some creative menu ideas, this checklist has got your back!
Set a Budget for Catering
Making a friendly and realistic budget is the perfect first step in getting a wedding catering cost breakdown that aligns with our vision. Since catering can take up a big chunk of the wedding budget, sometimes around 30-40%, it’s super helpful to understand what affects the pricing so we can plan just right!
Things we need to consider:
Guest count: The higher the count, the higher the cost, remember!
Menu choices: Premium proteins, seafood, or custom creations cost more than simpler menus.
Service style: A buffet vs plated wedding dinner will differ in pricing due to staffing and service needs.
Extras: Late-night snacks, dessert stations, and signature cocktails all add to the overall cost.
Having a very clear breakdown avoids surprises, allowing for changes to be added to either the guest list or the menu if necessary. We recommend that you also keep a small buffer to account for unexpected expenses such as menu upgrades or additional rentals. It is nice to have a little breathing room!
A clear breakdown of requirements is enough as the first step. This helps keep the budget in check and adjusts accordingly, while also helping us tweak the guest list or food menu as the budget demands.
Choose a Catering Style
Serving styles shape the atmosphere of receptions, whether you’re hosting an elegant seated dinner or a fun, laid-back gathering with grazing stations. Here are some of our favorite options to choose from:
Plated Dinner: The most formal option, it contains individually plated meals served directly to guests.
Buffet: Guests serve themselves from a beautifully arranged buffet table. Currently, buffet dinners are very popular because it is efficient and reduces chaos.
Food Stations: Interactive chef stations where dishes are made to order, generally they add entertainment value.
Family-Style Dining: Large platters are served at each table for guests to pass and share. However, we only recommend this when the guest list is small.
Cocktail-Style Reception: No formal dinner; yes, you read that right. Instead, let guests interact among themselves and enjoy passed hors d’oeuvres and small bites. This is not a new trend, but their popularity has seen a recent surge.
Every style has its aura, as it directly impacts staffing needs, food costs, and even the flow of the reception, making it very important to match the format with the wedding theme and guest preferences.
Select the Perfect Wedding Menu
What could be a perfect menu? Surely what you consider perfect might not suit guests' preferences. Choosing a wedding menu is like choosing a movie to watch with your friends. But don’t worry, we have some hacks in the pocket for you:
Seasonality: Look for dishes that’ll complement the season in which the wedding is planned, this will enhance flavor while also keeping the budget controlled.
Personal touches: Another great way to maintain a hot menu is to include family recipes or cultural dishes, in fact, including meals from your first date can add significant value to the menu.
Dietary inclusivity: Ensure the menu also supports vegan, vegetarian, and gluten-free options, as day by day people are shifting towards health-conscious options.
On a side note, did you know sub sandwiches are popular lunch items in the U.S. Read more about how Sub Sandwiches became a staple in American lunches.
Accommodate Dietary Restrictions & Preferences
As hosts, you wouldn't want anyone to have less-than-amazing meals based on their dietary requirements. So, delicious options such as vegan salads, gluten-free entrees, and nut-free desserts could be included for inclusion and satisfaction!
To have a little touch of gourmet experience among guests who have dietary restrictions, partner with the catering so you can do just some of the following:
Clearly label dishes that contain common allergens so everyone knows what’s in their food.
Provide a range of protein options, including tasty plant-based choices for our veggie-loving friends.
Ensure the use of separate serving utensils for allergen-friendly dishes to keep things safe and worry-free.
These small yet thoughtful additions play bigger roles, as they make every guest feel welcomed and looked after during their dining experience!
Plan Cocktail Hour & Beverage Options
Time for the biggest showstopper—Cocktail Hour! This is when the party truly starts. Some mind blowing wedding drink menu ideas to include are:
Try getting a signature cocktail named after someone important in your family (optional but capable of enhancing the event).
Local craft beers and seasonal wines.
Zero-proof mocktails for non-drinking guests.
For weddings in colder months, a customized coffee or hot cocoa bar can be delightful.
The bar style matters too:
Open bar: Unlimited drinks on the house (can be super costly).
Cash bar: Guests pay for their own beverages.
Limited bar: Beer, wine, and soft drinks—on the house with guests paying for hard liquor.
Choose the Right Appetizers & Hors d’oeuvres
If you get here, there are so many choices, right? That’s the beauty of weddings—exhausting yet entirely customizable, all designed for your perfect day. Now, let’s get that checklist going!
Cocktail hour can feel stale without appetizers, so never forget them, we know you’d be looking for the best wedding appetizers, and we got you covered. Popular options worth including are:
Mini crab cakes.
Charcuterie cones.
Mini tacos or sliders like Spicy Crispy Crunchy Chicken and Smashballer meatball
These handheld options will prevent the guests from turning nonchalant.
Decide on Dessert & Late-Night Snacks
Plain wedding cake days are now gone for good! These days, people love to get creative with wedding dessert tables. Here are some fun ideas:
A stunning tiered cake paired with a delicious dessert bar.
Mini cheesecake bites, and colorful macaron towers are sure to wow your guests!
And don’t forget those late-night snacks like pizza, fries, and grilled cheese to keep everyone's energy up and spirits high!
Think About Tableware & Presentation
Presentation matters, doesn’t it? For an elegant wedding catering setup, you can opt for:
Classic white china or rustic stoneware.
Crystal glassware or vintage goblets.
Luxe linen napkins and charger plates.
The setup helps define the aesthetic— modern minimalism, vintage charm, or garden party whimsy.
Finalize the Catering Timeline
For big events like weddings, it is important to keep a sense of time to avoid delays. One efficient technique can be to assign a wedding reception timeline like:
Cocktail hour start time.
Dinner service (with plated service, this is crucial).
Cake cutting and dessert service.
Late-night snack drop-off.
Clear timings will keep everything running smoothly.
Schedule a Tasting with Caterer
Not sure about others, but we never finalize a menu without a wedding menu tasting. So never forget to ask your caterers for the tasting sessions. This is your chance to:
Fine-tune seasoning and presentation.
Ensure portions are appropriate.
Confirm dietary accommodations.
Discuss Staffing & Service Details
The right staffing ratio is essential for smooth service. Wedding catering staff requirements as per our recommendation should include:
1 server per 10-12 guests for plated service.
1 bartender per 50 guests for open bars.
Dedicated event manager for seamless coordination.
Plan for Leftovers & Post-Wedding Meals
Some basic yet essential ideas to reduce wasting leftover food can be:
Offering take-home boxes for guests.
Donating leftovers to local shelters.
Having a post-wedding brunch with leftover goodies.
Heads up and Congratulations!
Well, we use this handy checklist when helping customers with our catering services. This helps us make sure we don’t miss a thing while planning the perfect wedding feast! From tastings and timelines to presentation and staffing, catering is key to creating a truly memorable celebration.
If you're on the hunt for the best wedding catering around, look no further than your very own Sessions WCD! We offer customizable menus, gorgeous presentations, and expert service, all designed to make your special day even more delicious and enjoyable.
Check out our catering menu and contact us today—Visit us or order online!