Look, we need to talk about wedding food. Because here’s the thing – catering is probably going to eat up (pun intended!) about 30-40% of your entire wedding budget. Yeah, really.
But before you freak out and consider serving everyone pizza (actually, not a terrible idea if done right), let’s break down how to create a delicious menu that won’t leave you eating ramen for the next five years.
The Real Deal: Per-Guest Cost Math
Okay, let’s get nerdy for a second with some numbers. Understanding per-guest costs is literally the difference between staying on budget and wondering where all your money went.
Here’s how wedding catering usually breaks down:
Budget-Friendly: $20-40 per person
- Think casual buffets, limited bar, simple proteins
- Perfect for backyard or casual venue weddings
- Usually includes appetizers + main course + sides
Mid-Range: $50-80 per person
- More variety, better quality ingredients
- Could be nice buffet or basic plated service
- Includes apps, salad, main course, sides, dessert
Fancy Pants: $100-200+ per person
- Multiple course plated dinners
- Premium ingredients (hello, filet mignon)
- Passed hors d’oeuvres during cocktail hour
- Top-shelf open bar
Here’s a simple formula: (Number of guests) × (per-person cost) = your catering bill
So if you’ve got 100 guests and you’re looking at $60 per person, that’s $6,000 just for food. Add bar service? Tack on another $2,000-4,000.
Pro money-saving tips:
- Having a brunch or lunch wedding? You’ll pay 20-30% less than dinner prices
- Weekday weddings can sometimes score you better rates
- Off-season (November-March, excluding holidays) = better deals
- Reduce your guest list by even 10 people = instant savings
Want to see exactly how catering fits into your overall budget? Check out our free wedding budget calculator – it breaks down where every dollar should go, so you’re not guessing.
Buffet vs Plated vs Food Stations: The Great Debate
Alright, this is where couples usually get stuck. Each style has its vibe, pros, and price tag. Let’s break it down like you’re choosing between Spotify playlists.
Buffet Style: The Crowd Pleaser
What it is: Long tables with food, guests serve themselves
Cost: Usually the most budget-friendly ($20-60 per person)
Pros:
- People pick what they actually want (and how much)
- More variety for the same price
- Feels relaxed and casual
- Guests with dietary issues can see what they’re getting
Cons:
- Lines can get long (nobody wants hangry guests)
- Food sits out longer (quality control issues)
- Some people will pile it on, others barely eat (wastage can be weird)
- Not as “fancy” looking
Best for: Casual weddings, barn venues, backyard celebrations, couples who want variety without breaking the bank
Plated Service: The Classic Choice
What it is: Guests pre-select meals, servers bring food to tables
Cost: Mid to high range ($50-150+ per person)
Pros:
- Feels elegant and formal
- Everyone stays seated (better for toasts and timeline)
- Controlled portions = less waste
- Your grandma doesn’t have to stand in line
Cons:
- More expensive (you’re paying for service staff)
- Less flexible with portions
- Meal selection can be a headache (tracking who wants what)
- That one cousin who “forgot” to send their meal choice
Best for: Formal weddings, ballroom receptions, when you want that “fancy restaurant” vibe
Food Stations: The Fun Middle Ground
What it is: Multiple themed stations around the venue (taco bar, pasta station, carving station, etc.)
Cost: Mid-range ($50-90 per person)
Pros:
- Super interactive and fun
- Guests can mix and match
- Great conversation starter
- Feels current and trendy
- Can showcase your personality (Korean BBQ station? Mac and cheese bar? Yes!)
Cons:
- Can get pricey with multiple stations
- Still requires some standing/walking
- Needs more space than traditional setups
- Timing can get tricky
Best for: Couples who want something unique, venues with good flow, foodies who want to showcase different cuisines
Real talk: Mix and match! Do a plated main course with appetizer stations during cocktail hour. Or a buffet for apps and salad, plated for the main. Rules are fake – do what works for YOUR wedding.
Tastings: What to Actually Check (Besides If It’s Yummy)
Okay, so you’ve scheduled your tasting – congrats! This is literally the best part of wedding planning. But don’t just show up hungry and call it research. Here’s what to actually pay attention to:
Before the Tasting
Bring:
- Your fiancé (duh)
- Maybe one trusted person with good taste
- A notebook or your phone for notes
- Your meal preferences/restrictions list
- Pictures of plating styles you like
Don’t bring:
- Your entire family (too many opinions will make you crazy)
- An empty stomach (you need to think clearly, not just devour everything)
During the Tasting: Your Checklist
1. Temperature Check
- Is hot food actually hot?
- Cold items properly chilled?
- Will this hold up during your reception timeline?
2. Portion Reality
- Is this a reasonable amount for a wedding meal?
- Will your guests leave hungry or overstuffed?
- Does it match what you’re paying for?
3. Presentation Matters
- Does it look Instagram-worthy? (Don’t pretend you don’t care)
- Will this photograph well?
- Does the plating match your wedding vibe?
4. The Actual Taste
- Is it seasoned properly or super bland?
- Would you order this at a restaurant?
- How’s the quality of ingredients?
5. Dietary Substitutions
- Ask to see/taste the vegetarian option
- What about gluten-free?
- Are these afterthoughts or actual good alternatives?
Questions to Ask:
“What does this exact meal cost per person, all-in?” (Get the REAL number)
“What if someone doesn’t submit their meal choice?” (This will happen)
“How long can food sit before service and still taste good?”
“Do you have backup plans if something goes wrong?”
“What’s included in this price? Cake cutting? Coffee service? Tables and linens?”
“Can we see photos from actual weddings you’ve done?”
Red flags to watch for:
- Caterer seems annoyed by questions (run!)
- Food tastes “meh” even at the tasting (it won’t get better)
- They can’t accommodate basic dietary needs
- Pricing is super vague
- No photos of their actual work
Want to plan out when your tasting should happen in your overall timeline? Use our free wedding timeline generator to keep everything on track!
Dietary Needs: Vegan, Halal, Allergies & Everything In Between
Real talk: It’s 2024. Your wedding will probably have guests with dietary restrictions. This isn’t a pain – it’s just part of planning. Handle it right, and everyone eats well. Handle it wrong, and your vegan cousin is eating plain lettuce while crying inside.
Getting the Info
On Your RSVP, ask clearly: “Please list any dietary restrictions or allergies:” [Text box]
Don’t use checkboxes – people’s needs are specific. One person’s “vegetarian” includes fish. Another’s doesn’t include eggs. Just let them write it out.
Create a master list with:
- Guest name
- Restriction/allergy
- Severity (life-threatening allergy vs preference)
- Table number
Share this with your caterer ASAP.
Common Dietary Needs & How to Handle Them
Vegetarian:
- Should be easy for any caterer
- Make sure it’s not just “the regular meal minus the meat”
- A good veggie option: stuffed portobello, vegetable risotto, or roasted vegetable tart
Vegan:
- No meat, dairy, eggs, honey, or animal products
- Check: Is the pasta made with eggs? Butter in the vegetables?
- Good options: Vegetable curry, grain bowls, vegetable paella
- Watch out for sneaky non-vegan items (caesar dressing, many breads)
Gluten-Free:
- No wheat, barley, rye
- Cross-contamination matters for celiac (separate cooking surfaces)
- Most proteins and vegetables are naturally GF
- Rice, quinoa, or potatoes for sides
- Warning: soy sauce, many sauces, and marinades contain gluten
Halal:
- No pork products
- Meat must be halal-certified
- No alcohol in food
- Find a caterer who either specializes in this or works with halal suppliers
- Don’t assume regular meat is okay – it’s not
Kosher:
- Requires certified kosher caterer
- Meat and dairy can’t be mixed
- Specific preparation rules
- Usually needs dedicated kosher facility
Allergies (Nuts, Shellfish, Dairy, etc.):
- Take these SERIOUSLY (like, legal liability serious)
- Tell your caterer explicitly
- Consider avoiding the allergen entirely if it’s severe
- Have the venue/caterer mark these meals clearly
- Brief your servers specifically
Kid Meals:
- Most kids don’t want fancy food
- Simple options: chicken tenders, pasta with butter, grilled cheese
- Usually cheaper ($10-20 per kid vs full adult price)
- Don’t forget about this when counting heads!
Pro Tips for Dietary Accommodations
1. Work with your caterer early The earlier you mention dietary needs, the easier (and cheaper) accommodations are.
2. Don’t make alternative meals look sad Nothing worse than everyone getting fancy plated dinners while your vegan friend gets plain steamed veggies. Make alternative meals equally appealing.
3. Label buffet items Little cards that say “contains nuts” or “vegan” or “gluten-free” help people navigate without asking servers 100 questions.
4. Have a point person Assign someone (coordinator, MOH, or venue contact) to handle day-of dietary questions. You’ll be busy.
5. Order a couple extra alternative meals Someone will forget to mention their restriction. Budget for 1-2 extra special meals.
6. Consider making the whole menu inclusive Can your main dishes be naturally gluten-free or have vegan options available? Makes everything easier.
What to Say to Your Caterer
“We have [number] guests with dietary restrictions. Here’s the list. Can you create alternative meals that match the quality and presentation of the main options? What’s the additional cost, if any?”
Most caterers won’t charge extra for basic accommodations (veggie, GF) if you give them enough notice. Specialized catering (kosher, halal) might cost more or require outside vendors.
Late-Night Snacks & Dealing with Leftovers
Here’s something nobody tells you: around 10 PM, your guests will be hungry again. Yeah, they just ate dinner. But dancing, drinking, and celebrating = needing more food.
Why Late-Night Snacks Are Actually Genius
1. Keeps the party going Hungry guests leave early. Fed guests stay and dance.
2. Helps with drinking More food = less sloppy drunk guests (and safer rides home)
3. Creates a fun “second wave” of energy It’s like intermission at a concert. People refuel and get hyped again.
4. Gives non-drinkers something to do While everyone’s at the bar, food gives people another gathering spot.
Budget-Friendly Late-Night Snack Ideas
Under $5 per person:
- Pizza delivery (yes, really – people LOVE this)
- Donut wall or boxes
- Soft pretzels with dipping sauces
- Popcorn bar
- Cookies and milk station
- French fries in paper cones
$5-10 per person:
- Slider station
- Taco bar
- Mac and cheese bar
- Grilled cheese and tomato soup shots
- Waffle or pancake station
- Chicken and waffle bites
$10-15 per person:
- Breakfast foods (always a hit)
- Nacho bar
- Loaded tots or fries
- Ramen bar
- Poutine station
- Wings and things
Free/Nearly Free:
- Leftover appetizers from cocktail hour (ask caterer to save some)
- The bottom tier of your cake (cut and serve later)
- S’mores station if you have a fire pit
- Coffee and dessert bar with cookies you baked
Timing Late-Night Snacks
Best time to bring them out: 2-3 hours after dinner service
So if dinner is at 7 PM, roll out snacks around 9-10 PM.
Put someone in charge (coordinator, venue staff, or reliable friend) of telling the caterer when to bring them out. You’ll be too busy dancing to remember.
The Leftover Situation: Real Talk
You WILL have leftover food. Here’s how to handle it:
Before the wedding, arrange:
1. Donation Some caterers will pack leftovers for local shelters or food banks. Ask in advance – many health codes make this tricky, but some venues have partnerships set up.
2. Guest takeout Have to-go containers available. Let your DJ or coordinator announce at the end that guests can take food home.
3. Next-day brunch Hosting a post-wedding brunch? Use the leftovers! Tell your caterer this is the plan.
4. Designated takeaway crew Assign your wedding party or close friends to take specific items. “Sarah, you’re on pasta duty. Mike, you’re taking the chicken.”
What you probably CAN’T do:
- Take it to your hotel (no fridge, no way to keep it safe)
- Keep it for days (most food needs to be eaten within 24-48 hours)
- Leave it at the venue (they’ll toss it)
Pro tips:
- Bring a cooler in someone’s car for transporting food
- Have aluminum pans or containers ready
- Ask your caterer what they can pack up safely
- Don’t forget about leftover cake (definitely assign someone to take this home for you)
- Flowers can be shared too – have vases ready for guests to take centerpieces
The Vendor Meal Situation
Quick thing that’ll save you money: ask your caterer about vendor meals.
Your photographer, DJ, videographer, coordinator, etc., will be at your wedding for 8+ hours. They need to eat. But they don’t need your $80 plated dinner.
Most caterers offer “vendor meals” at $15-30 per person – basically a simple, filling meal. Budget for this separately.
You typically need to feed:
- Photographer(s)
- Videographer(s)
- DJ/Band
- Wedding planner/coordinator
- Sometimes hair/makeup if they’re staying all day
Ask your vendors what they prefer – many are totally fine with a simple meal away from guests.
Wrapping It All Up: Your Catering Game Plan
Okay, let’s bring this all together with your actual action plan:
12-10 Months Before:
- Set your overall wedding budget (use that wedding budget calculator!)
- Allocate 30-40% to catering
- Research caterers and venues (some venues require specific caterers)
- Start your wedding timeline to see when meals should be served
10-8 Months Before:
- Schedule tastings with top 3 caterers
- Decide on service style (buffet/plated/stations)
- Get detailed quotes in writing
- Book your caterer
- Ask about dietary accommodation policies
6-4 Months Before:
- Finalize your menu
- Send invitations with dietary restriction questions
- Plan late-night snacks
- Confirm vendor meal arrangements
2-1 Month Before:
- Compile final dietary restrictions list
- Give caterer final guest count estimate
- Confirm all details in writing
- Plan for leftover handling
1-2 Weeks Before:
- Give caterer final guaranteed guest count
- Provide detailed dietary restrictions list
- Confirm timing with venue and caterer
- Assign someone to coordinate food on the day
Day Before/Day Of:
- Your caterer should handle everything
- Your coordinator manages timing
- You just show up and eat delicious food!
The Bottom Line
Look, wedding catering doesn’t have to be stressful or cost your entire life savings. It’s about finding that sweet spot between delicious food your guests will remember and a price that doesn’t make you want to cry.
Remember:
- Do the per-person math early (surprises suck)
- Pick the service style that matches your vibe and budget
- Actually pay attention during tastings
- Take dietary needs seriously (it matters to your guests)
- Late-night snacks = party extender
- Plan for leftovers before the wedding day
And honestly? Your guests will probably remember if the food was terrible, but they won’t remember if you served chicken or beef. They’ll remember the vibe, the love, and that they had a great time celebrating with you.
Focus on good quality food that fits your budget, make sure everyone can actually eat something, and don’t overthink it.
Now go book that tasting and eat some cake samples. It’s basically your job at this point.
Need help organizing all these details? Check out our free wedding timeline generator to keep your planning on track, and use the wedding budget calculator to make sure your delicious menu doesn’t derail your sane budget.
Happy planning! 🍽️
