One of the biggest things people remember about an event is the FOOD! Whether it’s a wedding, special celebration, or corporate event, choosing the right caterer can elevate the experience of your guests, while the wrong one can cause unnecessary stress. But with so many catering options out there, how do you choose the perfect one for your big event?
To help make this process easier, I have put together a step-by-step guide to choosing a caterer, covering everything from budget to questions you should ask before signing a contract.
Start with Your Budget
Before you start reaching out to caterers, it’s important to determine your budget. Catering costs can vary widely based on the type of meal service, the number of guests, and menu choices. Here are some things to consider when you’re setting your budget:
- Plated Dinners vs. Buffets: Plated dinners often cost more money due to the service being served by staff and the presentation of the dinner, while buffets tend to be a more budget-friendly choice.
- Food Choice: Premium meats, seafood, and specialty ingredients can increase the cost.
- Guest Count: Guest count can largely affect your budget. The more guests you have, the larger your food bill. Be realistic about your guest list to avoid overspending.
- Bar & Beverages: Some caterers provide a drink service, while others require you to hire a separate bartending vendor.
Knowing your budget and what you can afford to do upfront will help narrow down your options and prevent you from falling in love with a caterer that’s out of your price range.
Check What Your Venue Requires
Before committing to a caterer, check your venue about their catering choices. Some venues:
- Require you to use their in-house catering and do not allow outside vendors.
- Have a Preferred Vendor List with caterers they trust and work with regularly that they require you to use.
- Allow outside caterers but may charge a kitchen or service fee.
- Require licensed caterers with liability insurance, rather than allowing homemade or self-catered meals.
Understanding these requirements ahead of time will save you time when researching caterers, ensuring you only consider those that meet your venue’s policies.
Research and Compare Catering Options
Once you have a budget and venue requirements in mind, start researching local caterers. A great place to start is:
- Venue Recommendations: If your venue provides a Preferred Venue list, like The Hidden Abbey does, start there! Your venue has worked with those caterers. The caterers know the venue’s policies and are trusted vendors.
- Online Reviews: Check Google, Yelp, and wedding groups for customer feedback.
- Word of Mouth: Ask recently married friends or event planners for recommendations.
- Social Media & Websites: Look at photos from their past work and menu options.
Once you’ve found a few potential caterers, reach out to at least three for quotes to compare pricing, service styles, and menu options.
Questions to Ask When Contacting Caterers
When reaching out to caterers, here are some helpful questions you should ask when inquiring about their services:
Menu & Customization
- Do you offer a set menu, or can we create a custom menu?
- Can you accommodate dietary restrictions (vegetarian, vegan, gluten-free, allergies)?
- Do you offer tastings, and is there a fee for them?
Pricing & Packages
- What is your pricing structure? (Per plate, per guest, or package pricing?)
- What is included in your price? (Food service, linens, plates, utensils, gratuity, setup, cleanup?)
- Are there any additional service fees or hidden costs?
Service & Staffing
- Do you provide a waitstaff, or do we need to hire separate servers?
- If we’re having a buffet, do you provide staff to help serve food and keep the buffet stocked?
- How do you handle bartending services?
Venue & Logistics
- Have you catered at our venue before?
- Do you need access to a kitchen, or can you prepare the food off-site?
- Do you handle setup and cleanup?
Booking & Policies
- What is your deposit policy, and when is the final payment due?
- What is your cancellation policy?
- How far in advance do we need to book you?
Taking time to ask these questions will help ensure you understand exactly what each caterer offers and avoid surprises later during the planning process.
Schedule a Tasting
Never book a caterer without tasting their food first! Many caterers offer tastings so you can sample their menu options and get a feel for their presentation and flavor. Here’s what to keep in mind:
- Try different dishes from their menu to get a variety of tastes.
- Pay attention to presentation—does the food look as good as it tastes?
- Consider how well they accommodate dietary restrictions.
- Don’t be afraid to ask for adjustments if you prefer a different seasoning, portion size, or side dish.
A tasting gives you peace of mind that you’ll love the food on your event day!
Read the Contract Carefully
Before signing any contract/agreement, carefully go through the caterer’s contract. Make sure all details, including menu choices, costs, payment terms, and cancellation policies, are clearly outlined. If anything seems unclear, ask for clarification before committing. You want to avoid any last-minute surprises that could through off your event plans.
Confirm Final Details Before the Event
As your event date approaches, check in with your caterer to confirm all the details:
- Final Guest Count (most caterers require a headcount about 2 weeks prior to the event).
- Arrival time and setup details.
- Special dietary accommodations for guests.
- Payment confirmation so there are no last-minute issues.
A final walkthrough ensures everything is set up for success and reduces stress on the big day.
Final Thoughts: Finding the Right Caterer for YOU!
Choosing a caterer is one of the most important parts of planning an event, and the right choice can make a huge impact on your guests’ experience. By setting a budget, checking venue requirements, asking the right questions, and scheduling a tasting, you can confidently choose a caterer that fits your vision and ensures your guests leave happy and well-fed.
That is why here at The Hidden Abbey, we provide you with a list of amazing local vendors that provide great service and food. Some of the most popular caterers that come to The Hidden Abbey are the following:
The Hidden Abbey Event Center is a locally owned and operated business. We sincerely hope to encourage couples to learn more about planning a wedding locally. We want to give a special thanks to some amazing wedding venues across the United States who inspire us and help support our venue. We are also thrilled to support other wedding venue owners from around the country with a shout out in each of our blogs. You can find locally owned wedding venues featured on this wedding venue map.
