Choosing a Wedding Caterer
As a wedding venue, we’ve seen it all when it comes to wedding catering, everything from backyard barbecue buffets to five-course plated dinners. And trust us, when the food is good, guests remember it. When it’s not? Well...they remember that too.
Choosing the right wedding caterer is a huge part of creating a smooth and memorable day for you and your guests. Food sets the tone of the reception, affects your timeline, and plays a big role in your overall budget. So how do you find the right caterer for your wedding? And what questions should you be asking to make sure they’re a good fit?
Let’s break it down with some helpful advice and the must-ask questions to bring to your tastings and consultations.
Step 1: Know Your Wedding Venue's Catering Rules
Before you reach out to any caterer, the first step is knowing your venue’s catering policy.
Some venues (like us!) offer a list of preferred or approved vendors caterers who are familiar with the space, have worked weddings here before, and meet all licensing and insurance requirements. Other venues might have in-house catering you’re required to use.
If your venue allows outside catering, make sure to clarify:
Do they need a licensed and insured caterer?
Are there kitchen or prep facilities onsite?
Can your caterer bring their own staff?
Is there an exclusive vendor list you’re required to choose from?
It’s a lot easier to narrow down options once you know the parameters.
Step 2: Decide on Your Style of Service
Are you dreaming of a plated dinner? Casual buffet? Interactive food stations? Family-style service with shared platters?
Different caterers specialize in different service styles. It’s important to figure out what kind of dining experience fits your vision, guest count, and vibe.
Here’s a quick breakdown:
Plated Dinner: Formal, structured, more expensive per person.
Buffet: More relaxed, efficient, often more budget-friendly.
Stations: Trendy, fun, offers variety, great for mingling.
Family-Style: Warm, communal, requires more tabletop space.
Knowing your preferences will help you choose a caterer that fits your style and your budget.
Step 3: Questions to Ask Potential Wedding Caterers
Now, let’s get to the good stuff: the questions you actually want to ask when interviewing caterers.
Here’s a handy list you can take to tastings and consults:
1. Are you available on our wedding date?
Simple but crucial. No need to go any further if they’re already booked.
2. Have you catered at our venue before?
If they have, that’s a big plus they’ll be familiar with the layout, timing, and kitchen setup.
3. Do you provide full-service catering or just food delivery?
Some caterers offer everything: staff, rentals, bar service, and cleanup. Others might only drop off the food. Make sure you know exactly what’s included.
4. What does your pricing look like, and what’s included?
Ask about:
Per-person cost
Service charges or gratuity
Setup and breakdown fees
Travel fees (especially if your venue is remote)
5. Do you offer custom menus or just set packages?
Some caterers are flexible and love to personalize your menu. Others may offer pre-set options. Decide what works for you.
6. Can you accommodate dietary restrictions and food allergies?
You’ll want a caterer who can handle gluten-free, vegetarian, vegan, nut-free, and other common requests with ease.
7. Do you offer tastings, and is there a fee?
Most caterers offer tastings, but not all include them in the booking price. Clarify how many people can attend and whether you get to try multiple options.
8. How do you handle leftovers?
Will they box up extra food for you to take home? Do they donate it? Toss it? Knowing ahead of time helps manage expectations.
9. What is your cancellation and refund policy?
Always important to ask especially if you're booking far in advance.
10. Do you have references or reviews we can check?
A great caterer will have plenty of happy couples willing to vouch for their food and service.
Step 4: Don’t Forget About the Bar
If your caterer also provides bar service, ask:
Do you need a liquor license?
Do they provide bartenders and glassware?
Can you bring your own alcohol (and do they charge a corkage fee)?
Some venues (like ours) require licensed bartenders no matter what, so make sure your caterer meets all requirements.
Step 5: Think Through the Logistics
Once you’ve narrowed it down to your top choice or two, it’s time to get into the nitty-gritty. Here are a few more things to consider:
Timeline: Ask when they’ll arrive, how long service will take, and when they’ll clean up.
Staffing: Make sure they’re bringing enough people to serve and bus tables.
Rentals: Do they provide plates, flatware, linens, and serving equipment—or will you need a rental company?
Cleanup: What’s their responsibility vs. yours? You don’t want to be taking out the trash in your wedding dress.
Step 6: Trust Your Gut (and Your Taste Buds)
Yes, professionalism, licenses, and pricing are all important—but so is the vibe. If the food is delicious, the team is kind and communicative, and they genuinely care about making your day special, that’s a win.
Don’t be afraid to ask questions, take notes, and compare options. And if you’re torn between two caterers, consider the one who truly “gets” your vision.
Final Thoughts From Your Friendly Wedding Venue
At the end of the day, choosing your wedding caterer is about more than just food it’s about trust, experience, and service. As a wedding venue, we can’t stress enough how much a good caterer can elevate the flow and energy of the whole evening.
If you're planning a wedding with us or looking at venues in Tennessee with lake views, wooded ceremony spots, and barns full of charm, we’re always happy to recommend some of our favorite local caterers. They know the space, they know the vibe, and most importantly, they’ll make sure your guests are well-fed and happy.
Because good food and good company? That’s what weddings are all about.
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