Planning a wedding is exciting, but it can also come with unexpected expenses—especially when catering is one of the largest parts of your budget. The good news: you can create a beautiful celebration without overspending. With a little strategy, you can design a meaningful, memorable event without stretching beyond what feels comfortable.
Below are ten practical tips that help couples save money on their wedding catering in 2026 while still creating a warm, welcoming experience for their guests.
1. Reduce Your Guest Count (The Most Effective Cost Saver)
Your guest count impacts nearly every part of a catering proposal: food, staffing, rentals, beverages, and service time. Even reducing the list by 10–20 people can save hundreds of dollars without changing the heart of your celebration.
2. Choose a Reception Style That Requires Less Staff
Plated dinners require more servers per table and more back-of-house coordination. Buffets, stations, or family-style meals usually require fewer hands and move more quickly. Choosing a less formal service style can help reduce labor costs while still keeping the experience elevated and enjoyable.
3. Focus on Budget-Friendly Food
Passed hors d’oeuvres look elegant, but they require multiple staff members. Self-serve grazing tables, dips, or spreads can offer plenty of variety at a lower cost, especially when avoiding top tier options like beef and seafood. Ask your caterer which appetizer options offer the best value while still feeling special.
4. Pick a Caterer Who Is Transparent About Pricing
Clear pricing makes it easier to understand what’s included and where you can adjust to save money. A transparent caterer will help you identify which parts of the menu are flexible based on your priorities. Upohar does not hide fees, or required gratuity.
5. Select One or Two Signature Drinks Instead of an Open Bar
Open bars add up quickly. Serving a couple of thoughtful signature drinks—or limiting the selection—can lower your beverage bill significantly while still offering a memorable experience.
Offering multiple entrées increases labor and prep time. Many couples choose one main entrée plus a vegetarian option to keep the menu inclusive without increasing overall costs.
7. Minimize Rentals Where Possible
Rentals like linens, décor, plates, and glassware can add hundreds of dollars. If your venue includes these items, use what’s provided. If not, ask your caterer about alternatives or smaller rental packages.
8. Skip Add-Ons You Don’t Truly Need
9. Consider the Venue
Your catering choice is almost as important as the location! Many venues charge rental rates + add ons for linens, event staff, and coordination. Don’t be too quick to dismiss using a local park, or more budget based venue that includes all services into one flat fee.
10. Talk to Your Caterer About Flexible Menu Options
A caterer who offers flexible menus, portion adjustments, and customizations can help you stay on budget while creating something that reflects your vision. Collaboration makes a significant difference, and Upohar will work with you and your wedding day coordinator / logistics to ensure a smooth, perfect day. From initial quote to your last dance, Upohar provides unlimited pre-event support.
Frequently Asked Questions
What is the average cost of wedding catering in Pennsylvania?
Many couples spend between $40–$90 per person depending on the menu, service style, and location. Factors like staffing, rentals, and beverages also influence the total.
Is buffet or plated cheaper for weddings?
Buffets and stations typically require fewer staff members and can be more cost-effective. Plated dinners offer formality but often come with higher labor and timing needs.
Do caterers charge for tastings?
Policies vary. Some caterers offer complimentary tastings for booked couples, while others charge a small fee. Always check in advance so you can plan accordingly.
What is the easiest way to save money on wedding catering?
Lowering your guest count has the biggest impact. After that, simplifying service style and building a menu around seasonal ingredients are reliable ways to keep costs down.
Want help building a menu that fits your budget?
We’re always happy to answer questions or talk through options. If you’d like to explore flexible catering ideas or packages, feel free to reach out anytime.
