To choose the right caterer, first check what your venue allows, then shortlist caterers who specialise in the cuisine and guest numbers you need. Taste the food, confirm staffing and dietary handling, and get a line-by-line quote. This checklist covers what our team checks for every event.
Key takeaways
- Check your venue's catering rules before shortlisting anyone.
- Ask how many serving staff are included for your guest numbers.
- Get dietary and allergen handling confirmed in writing.
What does your venue allow?
Start with the venue contract. Some venues only allow in-house catering, some have an approved list and some charge a fee for outside caterers. Marquees and dry-hire venues give you the most freedom but need the caterer to bring more equipment.
Ask the venue about kitchen facilities, power, water and access times. A caterer working from a field kitchen needs very different planning from one using a fully equipped hotel kitchen.
If you are planning a marquee wedding, ask the caterer to visit the site. They will want to see where the field kitchen goes, how food reaches the tent and whether a generator is needed.
What questions should you ask a caterer?
Use the same list for every caterer so you can compare fairly. These are the questions we ask on your behalf.
- Have you catered for our guest numbers at a similar venue?
- How many serving staff are included, and for how long?
- How do you handle vegetarian, vegan, Jain and halal dishes?
- What is included: crockery, linen, setup, clearing?
- When are final numbers due and how are changes charged?
- Do you hold food hygiene registration and insurance?
Tip from our team: Ask how long it takes to serve every guest. For a 500 guest reception, service speed can matter as much as flavour.
Want a quote for catering?
Free, no obligation. Tell us your date and venue.
What are the red flags when choosing a caterer?
Be cautious of quotes that are vague about staff numbers or what is included. A low headline price can hide extra charges for service, equipment and clearing.
Other warning signs include no food hygiene registration, no allergen process, reluctance to offer a tasting and poor communication in the early stages. If they are slow to reply now, expect the same closer to the day.
Read reviews and ask for recent events at a similar scale. Catering for 100 guests and catering for 600 are very different jobs, and experience at your size matters.
How should you plan the tasting?
Bring one or two people whose taste you trust, not the whole family. Try the dishes that matter most, such as the main curries, the rice and the dessert. Ask to see how dishes will be presented on the day.
Take notes on spice levels and portion sizes. Asian wedding menus need to suit several generations, so a balanced spice level is usually safest, with extra heat on the side.
Ask to taste vegetarian and non-vegetarian dishes separately, and check how the caterer keeps them apart in the kitchen and on the serving line. For many families this matters as much as the flavour.
How do catering timings work on the day?
Agree timings with your host and venue. Starters are often served after the couple's entrance, mains after speeches and dessert before or after the cake cutting. Live stations need a clear window so they are not competing with performances.
If you are booking a cake or an ice cream cart, make sure the caterer knows so dessert service is planned around it.
Build in a buffer. Speeches overrun and entrances run late, so a caterer who can hold food safely for an extra 20 minutes without spoiling it is worth a great deal.
How far in advance should you book a caterer?
Book six to twelve months ahead for peak wedding dates. Popular caterers are often booked for the whole weekend, especially in summer.
We work with vetted caterers across the UK and for destination events, and we stay your single point of contact throughout.
Want a quote for catering?
Free, no obligation. Tell us your date and venue.
Frequently asked questions
How many serving staff do I need for a wedding?
It depends on the service style and guest numbers. Plated meals need more staff than buffets. Ask each caterer how many staff they include and how long service will take.
Can one caterer cover the mehndi and wedding?
Yes, many caterers cover several events across a wedding weekend. It can make planning easier and keeps quality consistent. Mention all your events when you enquire.
What if my venue has in-house catering?
Some venues require you to use their in-house team, while others allow outside caterers for a fee. Check your contract and ask the venue directly before booking anyone else.
How do caterers handle allergies?
UK caterers must provide allergen information. A good caterer will collect your guests' requirements in advance, label dishes clearly and brief staff before service.
Find your caterer
Share your venue, guest numbers and menu ideas and we will match you with vetted caterers.
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Written by the Party Central events team. Prices mentioned are starting points only. Exact pricing depends on availability, your exact requirements, time on site and location. Party Central is a trading name of Booking Central Ltd.
