Finding the right caterer for a special event like a wedding can seem daunting. There are so many options to choose from, so many factors to consider, and everyone seems to offer the same things. It can quickly become overwhelming!
So let’s simplify.
From first-hand experience and third-party research, we know that most people searching for caterers look for three primary things:
- Quality of food: A caterer that can provide delicious and memorable food that fits your specific tastes and preferences, while accommodating different dietary needs.
- Professionalism and responsiveness: A caterer that responds promptly to inquiries, is easy to communicate with, and is clear about catering details.
- Pricing and value for money: A caterer who provides a range of options to accommodate different budgets and needs.
Rank this list based on what’s important to you, and assess each caterer against this.
Here's How to Drill Down into each of these areas
Quality of food – topics to consider in this area are:
- Menu preferences: what kind of food do you want?
- Personalization: Do you want specific food or cultural dishes? How important is this for you?
- Dietary requirements: do you have any?
- Local and organic: is this an important consideration for you?
- Sustainability and waste minimization: is this an important consideration for you?
Can the caterer meet your needs as you’ve described them here? Do they offer tastings, so you can sample the food and be sure you love the taste?
Professionalism and responsiveness – topics to consider in this area are:
- Does the caterer respond to your questions promptly? Do they answer your questions clearly?
- Do you understand what is included in the contract, and what is extra (e.g. automatic gratuity, travel fees, overtime charges, additional staff, etc.)?
- What do others think about them? Read reviews on platforms like Google, or wedding-specific sites like The Knot, WeddingWire, and Zola to get an idea of a caterer’s reputation.
As you interact with each caterer, assess whether they make you feel secure that they’ll deliver and will be able to adapt as necessary if plans go awry on the event day.
Pricing and value for money – before you can determine whether you’re getting good value, identify what you want and research the cost of each in your area.
Topics to consider in this area are:
- What’s the going rate for the type of food you want? Beef and seafood are typically more expensive than chicken and pork.
- How much does catering cost for a wedding in your area?
- What services do you want? Buffet, stations, family-style, or plated meal service?
- China and glassware, or disposables?
- Do you need to rent furniture and table linen?
Now that you know your priorities, how do you find caterers?
- Ask friends, family, and colleagues for recommendations.
- Search online.
- Ask your event venue for recommendations.
Once you have a list, assess each caterer against these priorities to create a shortlist of vendors.
- Talk to them to see if they fit your needs.
- If yes, get a quote.
- If you like what you see, schedule a tasting!
Final Tips
- Stay Flexible: Flexibility can be key when working with a caterer, as they may have suggestions that improve the event (e.g., seasonal dishes or changes based on logistics).
- Don’t Wait Too Long: When you find a caterer who is a great fit for you, secure them as soon as possible, especially if the wedding or event is taking place during a busy season
- Budget Realistically: Use our Wedding Cost Calculator spreadsheet to help organizer your budget.
Choosing the right caterer is not just about the food but about creating a memorable experience for your guests. With careful research, a clear vision, and open communication, the right caterer can elevate any wedding or event.
