Questions to Ask Your Wedding Caterer
Key Takeaways
- Get the full per-head price including canapes, wedding breakfast, evening food, staffing, and equipment hire
- Ask how many dietary requirements they can handle simultaneously — weddings often have 5-10 different needs
- Confirm whether staff, crockery, glassware, and linens are included or charged separately
- Book a tasting before signing — food quality varies wildly even within the same caterer's menu range
- Check their cancellation terms and whether you can adjust final numbers close to the day
Food is what your guests will remember most about your wedding — after the ceremony itself. Bad food ruins a good day. Great food turns a good day into a legendary one.
Whether you’re using your venue’s in-house catering or hiring an external caterer for a dry hire space, these 20 questions will protect you from nasty surprises.
Menu and food quality
1. Can we see your full menu options and pricing? Ask for the complete range — not just the premium option. Most caterers offer two or three tiers. You need to see them all to make a fair comparison.
2. Can we book a tasting? A tasting lets you try the actual food before committing. Some caterers offer this free, others charge £30-100 per person (usually deducted from your final bill if you book). Never book a caterer without tasting their food.
3. What’s included in the per-head price? A quote of “£85 per head” might include canapes, a three-course meal, and evening food. Or it might be the sit-down meal only, with everything else charged extra. Get the full breakdown.
4. What service styles do you offer? Options typically include plated service, family-style sharing platters, buffet, bowl food, street food stations, BBQ, and afternoon tea. Each has a different feel and cost.
5. How do you handle dietary requirements? Ask specifically about vegan, vegetarian, gluten-free, dairy-free, halal, kosher, and common allergies (nuts, shellfish, coeliac). A good caterer should handle multiple dietary needs without treating them as an afterthought.
6. Can guests choose their main course in advance? Pre-ordering (where guests pick their main on the RSVP) gives the caterer exact numbers and reduces waste. It costs more to organise but means everyone gets what they want.
Staffing and service
7. How many waiting staff will you provide? The standard ratio is one server per 10-12 guests for a plated meal, or one per 15-20 for a buffet. Understaffing is the most common catering complaint — it makes service slow and plates cold.
8. Is there a head chef on-site during the wedding? For a formal sit-down meal, you want a qualified chef running the kitchen — not catering assistants reheating pre-prepared food. Ask who leads the kitchen team.
9. Do staff costs come included, or are they billed separately? Some caterers include all staffing in the per-head price. Others charge staff separately at £15-25 per person per hour. This can add £1,000+ to the bill for a full day.
10. Will the same team handle setup, service, and cleanup? Cleanup is often where problems arise. Check whether clearing, washing up, and rubbish removal are included — or whether you’ll be stacking plates at midnight.
Equipment and logistics
11. Do you provide crockery, glassware, cutlery, and linens? External caterers at dry hire venues may need to bring everything. Check what’s included and whether there’s a damage waiver for breakages.
12. Do you need access to a commercial kitchen, or can you work from a temporary setup? If your venue has no kitchen, the caterer will need to bring portable equipment. This is standard for barn and marquee weddings, but it affects cost and menu options.
13. What time do you need access for setup? Caterers typically need 3-5 hours for setup depending on the venue and service style. Coordinate this with your venue access times.
Drinks
14. Do you provide bar staff and drinks packages? Some caterers offer complete packages including a prosecco reception, wine with dinner, and a toast. Others handle food only, and you arrange drinks separately.
15. Can we supply our own drinks? If the caterer charges corkage, find out how much per bottle. Compare this against their drinks packages to see which is better value.
Money and flexibility
16. What’s the deposit and payment schedule? Standard deposits are 20-30% at booking, with the balance due 2-4 weeks before the wedding. Some caterers require interim payments. Get the full schedule.
17. When is the final number deadline? Most caterers need final guest numbers 7-14 days before the event. Ask what flexibility you have — can you reduce numbers by 10% without penalty?
18. What’s your cancellation policy? Check what you’d lose at 6 months, 3 months, and 1 month out. Some caterers offer date transfers with no penalty. Others keep the full deposit.
19. Do you have public liability insurance and food hygiene certification? Any professional caterer should have a minimum Food Hygiene Rating of 5 and public liability insurance of at least £5 million. Ask to see both certificates.
20. What happens if there’s a food quality issue on the day? It’s rare, but equipment failure, delivery problems, or ingredient issues can happen. Ask how they handle emergencies and whether they carry backup supplies.
Caterer comparison table
| Question | Caterer 1 | Caterer 2 | Caterer 3 |
|---|---|---|---|
| Per-head price (all-in) | |||
| Service style | |||
| Staff included? | |||
| Equipment included? | |||
| Dietary capability | |||
| Tasting offered? | |||
| Final numbers deadline | |||
| Cancellation terms |
Choosing the right caterer
Shortlist 3 caterers and book tastings with each. Bring a list of your guests’ dietary requirements to the tasting and check the caterer’s response — their attitude toward dietary needs tells you a lot about their flexibility and care.
Ask for references from couples who married at the same venue. What works in a hotel kitchen doesn’t always translate to a barn with no running water.
Frequently Asked Questions
How much does wedding catering cost per head in the UK?
Wedding catering in the UK typically costs £50-150 per head for a three-course sit-down meal with canapes and evening food. Budget caterers start around £30-50 per head, while premium caterers charge £100-200+. The price depends on the menu, service style, and what's included.
When should I book a wedding caterer?
Book your caterer 6-12 months before the wedding. If you're using a dry hire venue, book the caterer as soon as you've secured the venue — popular caterers fill up fast for summer Saturdays.
What is the difference between a sit-down meal and a buffet at a wedding?
A sit-down meal has plated courses served to seated guests by waiting staff. A buffet lets guests serve themselves from a shared spread. Sit-down meals feel more formal and allow portion control. Buffets are more relaxed and often cheaper, but you need more food to ensure latecomers aren't left with empty platters.
Do I need to feed my wedding suppliers?
Yes, feed anyone working at your wedding for more than 4 hours — photographer, videographer, band, DJ, coordinator. Most caterers offer a reduced supplier meal at £15-25 per head. Hungry suppliers don't perform well.