How To: Work With A Wedding Caterer

Sharing food and expressing hospitality at an event is a tradition as old as time. And when it comes to your wedding day - a once-in-a-lifetime celebration - you want the food to be just as memorable as the vows.

With catering likely to be one of the biggest expenses of the day, the pressure to get it right can feel overwhelming. From plated dinners to feasting tables, street food stations to classic buffets, there are so many options that it’s easy to feel lost. That’s where we come in!

This blog is your beginner’s guide to working with a wedding caterer - what to expect, what to ask and how to create a dining experience your guests will rave about long after the last dance.

Whether you're planning an intimate gathering of your nearest and dearest or a grand soirée that makes Lady Danbury’s balls in Bridgerton look bland, we’ve got you covered.

Here’s our step-by-step guide to making wedding catering stress-free and spectacular!

Step One: Choosing your wedding caterer

One of the most commonly asked questions is if the venue will do the catering.

First things first - check your venue’s catering setup. Some venues handle catering in-house as part of your package, meaning you’ll need to use their food services. If that’s the case, don’t worry! This guide will still be useful, as it covers key questions to ask their catering team to ensure everything runs smoothly.

If your venue is ‘dry-hire’ (meaning no in-house catering), they may have a partnership with an outside catering company and it's mandatory that you use them. Very often, wedding venues will provide you with a ‘preferred suppliers’ list. Preferred caterers come with a big advantage: they’re tried and tested by the venue, familiar with the kitchen facilities and well-versed in the logistics of service. It’s always worth asking your venue manager or wedding planner for feedback on these suppliers to get a sense of their reputation.

If you have total freedom to choose your own caterer, it’s time for some good old-fashioned detective work! So get yourself a spreadsheet going or grab a notepad and pen and put in the legwork:

Ask for recommendations from friends and family whose weddings you’ve attended.
Use search engines and social media - Instagram, Pinterest, Facebook (especially Facebook Groups) are great for inspiration.
Check platforms like Hitched and other event directories (though not all caterers pay to be listed).

It's usually worth running your choices past your venue - they might have worked with your shortlisted caterers before and can offer insight.

Key Things to Consider When Choosing a Wedding Caterer:

Budget: Do they align with your price range?
Experience: Have they catered at your venue before?
Portfolio: Do they have a strong track record with weddings?
Menus: Do they offer sample menus or customisation?
Dietary needs: Can they accommodate all dietary requirements?
Presentation & Service Style: Does their style suit your vision?

Taking the time to research and ask the right questions will ensure your wedding catering is seamless, stress-free and, most importantly, delicious!

Step Two: Getting in touch

You’ve done your research, narrowed down your options and now it’s time to reach out to your shortlisted caterers. A great caterer will ask the 'right' questions to understand your vision - or, if you’re not sure what you want yet, they’ll help to guide you toward the perfect menu.

That said, the more details you can provide upfront, the more accurate and tailored your quotation will be. Here are some initial questions your caterer will likely ask:

Wedding date (to check availability)
Venue (so they can assess kitchen facilities and logistics)
Guest numbers (even an estimate helps!)
Dietary requirements & allergies (vegetarian, gluten-free, nut-free, etc.)
Number of food ‘servings’ throughout the day (e.g. canapés, main meal, evening snacks)
Drinks & bar setup
Tasting availability (trialling your menu)
Service style & vision (formal, buffet, plated meal, family-style, food stations etc.)

When it comes to pricing, some caterers will quote 'per head', while others provide an overall cost - so make sure you’re comparing like-for-like when making your decision.

Taking the time to ask these questions now will help avoid surprises later and ensure your catering is exactly what you envision for your big day!

Frequently Asked Question - How far in advance should I book my wedding caterer?

Once your venue is secured, your caterer should be one of the first vendors you book. The earlier you reach out, the more time you’ll have to refine your menu, schedule a tasting and lock in your wedding date.

Popular caterers - especially those in high demand during peak wedding season (spring and summer) - can book out a year or more in advance. Some may even take bookings two to three years ahead for prime dates.

Keep in mind that the process of researching, contacting and comparing quotes takes time, so don’t leave it too late! If food is a big part of your wedding vision, securing your caterer early ensures you get the best fit for your day.

Step Three: Organising a tasting & final details

Now that you’ve chosen your caterer and received a quote, it’s time to refine the details and - best of all - schedule a tasting!

The Tasting Experience

A tasting is your opportunity to sample the menu, discuss presentation and make any tweaks before the big day. It’s also a great chance to:

Ensure the flavours, quality and portion sizes meet your expectations.
Discuss dietary requirements and how they’ll be handled.
Confirm how dishes will be presented and served.
Get a feel for the caterer’s flexibility - can they adjust dishes if needed?

Some caterers offer complimentary tastings, while others charge a fee (which may be deducted from your final cost if you book with them).

Finalising the Logistics

Once your menu is set, it’s time to go over the practical details of the day. Things to consider:

Order of the Day - What’s the schedule? How will the catering fit in with speeches, entertainment and other key moments?
Meal Timings - What time will each food service happen? Will there be a gap between courses?
Feeding Your Guests - How many times will food be served? Consider canapés, main meal, evening snacks (for evening guests) and late-night bites (to help soak up the celebrations).
Speeches & Service Flow - Will speeches happen before the meal, between courses or after dinner? This affects service speed and meal pacing.
Special Requests - Any last-minute dietary updates or changes to the guest count?

Your caterer will work with you to ensure everything runs smoothly on the day. Once all these details are finalised, they’ll provide a final timeline so you know exactly what to expect.

With your tasting done and logistics confirmed, you can now relax and look forward to an incredible wedding feast!

Concerto Catering, Wedding Catering in Bromley, London and Kent

Over the past 26 years, we’ve catered hundreds of weddings, experiencing everything from intimate gatherings to grand multi-cultural celebrations, traditional and themed weddings and both indoor and outdoor affairs. While we’ve seen a lot, we always welcome the excitement of new ideas and trends - because in today’s wedding industry, creativity knows no bounds!

Based in Keston, Bromley (Greater London) Concerto Catering proudly serves South East London, Kent and surrounding areas. We’ve built a reputation not only for delivering exceptional food but also for providing seamless event management. Our expert team is here to guide you through every step of the planning process, ensuring your big day is as stress-free and spectacular as possible.

Get in touch with us here.

Learn more about Wedding Catering service here.

View our sample wedding menus here.