The Ultimate Checklist for Booking Wedding Caterers Without Regret

When it comes to your wedding, few things are as memorable as the food. Whether you’re hosting a small intimate gathering or a lavish event, your guests will remember the flavours, presentation, and service. That’s why selecting the right wedding caterers is a decision that can make or break your special day. With countless caterers offering various services, from bespoke catering to luxury catering and even dinner party catering, it’s essential to make the right choice.

Use this ultimate checklist to ensure you book the perfect event caterers—and avoid any regrets later.

✅ 1. Define Your Wedding Catering Style

Before you contact any wedding catering companies, think about your overall wedding theme. Are you envisioning a laid-back BBQ with sharing platters or a formal sit-down dinner with five courses? Your choice of caterers should reflect the atmosphere you're aiming for.

Casual or rustic theme? Look for dinner party catering specialists who can provide relaxed, family-style meals.

Elegant affair? Opt for luxury catering with a focus on gourmet dishes and impeccable presentation.

Unique or cultural theme? Seek out bespoke catering services that can tailor menus to suit your background and tastes.

✅ 2. Set a Realistic Budget

It’s easy to get carried away with mouth-watering menus and premium ingredients, but always align your wedding catering choices with your overall wedding budget. Be transparent with your event caterers about how much you’re willing to spend per head.

Ask the following:

What’s included in the quoted price? (e.g. staff, crockery, linen)

Are there any hidden or extra charges?

Can they offer a menu tasting within your price range?

✅ 3. Check for Experience and Specialisation

Not all caterers are created equal. You’ll want someone experienced in wedding catering, not just general event caterers. Weddings have unique timelines, expectations, and emotional weight attached.

Here’s what to check:

Do they have testimonials or case studies from past weddings?

Have they catered for a similar size or style of event?

Can they adapt to last-minute changes?

A good wedding caterer knows that flexibility is key—weather changes, late guests, or unexpected dietary requests can happen.

✅ 4. Review Sample Menus and Flexibility

One of the perks of bespoke catering is having the ability to personalise your menu. Whether you want a vegan tasting menu, cultural dishes, or a combination of cuisines, flexibility is crucial.

Key points to consider:

Do they offer menu tastings before you book?

Are they open to tailoring dishes or mixing menus?

Can they accommodate allergies, vegetarian, vegan, gluten-free, or religious dietary needs?

✅ 5. Verify Licences and Insurance

It might not be the most glamorous part of wedding planning, but ensuring your caterers are fully licensed and insured is vital.

Be sure to ask:

Do they have public liability insurance?

Are they compliant with food hygiene and safety regulations?

Can they provide allergen information in line with UK food labelling laws?

✅ 6. Ask About Staffing and Service Style

Some event caterers provide just the food, while others offer full-service options including waitstaff, bar staff, and even table setting.

Questions to ask:

How many staff will be on-site?

Do they offer plated service, buffet, or food stations?

What is their staff-to-guest ratio?

If you're going for a luxury catering experience, full service with uniformed staff is typically expected.

✅ 7. Inspect the Setup and Cleanup Services

Catering isn't just about cooking food—it’s about delivering an experience from start to finish. Make sure the  Wedding & Event Caterers also handles setup and cleanup.

Ask them:

Who is responsible for setting up tables, cutlery, and décor?

Do they remove waste and clean the venue after the meal?

Can they liaise with your venue manager directly?

This is especially important if you’re hosting at a venue hire location that doesn’t include catering services.

✅ 8. Understand the Cancellation and Contingency Policy

Weddings can be unpredictable, and so can suppliers. Always understand what happens if something goes wrong.

Find out:

What is their cancellation policy?

Do they have backup chefs or staff in case of illness?

Can they offer a contingency plan for weather-related issues if it’s an outdoor venue?

✅ 9. Check Their Equipment and Logistics Plan

Make sure your chosen wedding caterers can physically manage the location and logistics. For example, if you’ve booked a dry venue hire, will they bring their own equipment?

Key considerations:

Do they need access to a kitchen on-site?

Will they provide tables, heaters, or serving stations if needed?

How early will they arrive to prepare?

✅ 10. Get Everything in Writing

Once you’ve finalised the menu, pricing, staffing, and service details, get a formal contract. Your event caterers should provide a clear breakdown of:

All services and fees

Number of guests and staff

Event timeline

Setup and pack-down times

Menu details

Final Thoughts

Your wedding is a once-in-a-lifetime event—don't leave the catering to chance. Whether you're going all out with luxury catering, need a custom menu from bespoke caterers, or want the ease of dinner party catering, taking the time to follow this checklist ensures a smooth, delicious experience your guests will rave about.

With the right planning, your wedding catering can be as unforgettable as the vows themselves.