How to Choose a Wedding Caterer (From Someone Who Is One)

I know what you are thinking. A caterer writing a guide on how to choose a caterer. How conveniently self-serving. But hear me out, because I am not going to spend this article telling you to book us. I am going to give you the honest, practical advice I would give my own family - including the stuff that other caterers would rather you did not ask about.

I have catered well over 100 events. I have seen what makes couples happy and what makes them stressed. I have seen what other caterers do well and where they cut corners. And I have heard, too many times, stories from couples who got burned by a caterer they trusted. So here is what I wish every couple knew before signing a contract.

Taste the Food Before You Book

This sounds obvious. It is not. A shocking number of couples book a caterer based on a website, a brochure, and a nice conversation. They never actually taste the food until the wedding day. By then, it is too late.

Any serious caterer will offer a tasting. It might be a formal sit-down meal or a more casual sampling session. Some charge for it, some include it in the package. Either way, do not book without tasting. The menu on paper means nothing if the execution is average.

At the tasting, pay attention to presentation, seasoning, and temperature. Is the meat cooked properly? Are the vegetables vibrant or boiled to death? Does the food look like the photos on their website? If the tasting is a let-down, the wedding will be a let-down. Walk away.

Ask About Staffing

This is the question most couples forget. You have chosen a caterer because you met the head chef and liked them. Great. But will that chef actually be at your wedding? Or will they send a junior team while they are at another event?

Ask specifically:

• Who will be the lead chef on the day?
• How many staff will be on site?
• What is the ratio of kitchen staff to guests?
• How many waiting staff are included, and at what ratio? (Industry standard is roughly 1 per 10-12 guests.)
• What happens if a key team member is ill on the day?

A good caterer will answer all of these without hesitation. If they are vague, that is a red flag. You are not just buying food - you are buying a team to deliver an experience.

I attend every event we cater. That is not a sales line - it is a principle. Your wedding day is too important to delegate to someone you have never met. If a caterer cannot guarantee who will be there, ask why.
- Cai

Understand the Hidden Costs

A per-head quote is not the whole picture. You need to understand what is and is not included. Common extras that catch couples out:

• Travel and accommodation - if the caterer is based far from your venue, this can add hundreds.
• Equipment hire - tables, chairs, tableware, glassware. Some caterers include it, others charge separately.
• Refrigeration - mobile chillers for large events can cost £300-500.
• Waiting staff - sometimes included, sometimes billed per head per hour on top.
• Dietary requirement surcharges - some caterers charge extra for vegan, gluten-free, or halal options. They should not.
• Power and water - if the venue does not have mains supply, generators and water tankers are your cost.

Get a fully itemised quote. If a caterer gives you a single lump sum with no breakdown, ask for the detail. You have a right to know what you are paying for.

Check the Reviews - Properly

Everyone has a few good reviews on their website. That is curated content. What you want is the full picture. Check independent platforms - Hitched, Google Reviews, Trustpilot, Facebook - and read the recent ones, not just the highlights. Look for patterns in the feedback.

Consistent mentions of "the food was cold" or "there was not enough" or "the staff seemed disorganised" are more telling than any single bad review. Consistent mentions of "the team went above and beyond" or "the food was the highlight of the day" tell you something equally important.

Also look at the volume. 5 five-star reviews could be friends and family. 69 five-star reviews with detailed personal accounts from real couples is a different thing entirely.

Trust Your Gut

After all the rational analysis - the tasting, the quotes, the reviews - you should feel genuinely excited about your caterer. Not just satisfied. Excited. This person or team is going to be at your venue from before dawn until after midnight. They will interact with your guests, manage a critical part of your day, and ultimately determine whether people remember the food as exceptional or forgettable.

If something feels off during the consultation - they are too pushy, too vague, too disinterested, or too scripted - trust that instinct. The consultation is a preview of the service. If they cannot be bothered to make you feel special before you book, they will not make you feel special on the day.

Choosing a caterer is one of the most important decisions you will make for your wedding. Take your time. Do your homework. Taste the food. Ask the hard questions. And pick someone who makes you feel completely confident that the food, the team, and the experience will be everything you imagined.

If that happens to be us, brilliant. If it is someone else who ticks every box, also brilliant. The point is your wedding day is right - not who gets the contract.

- Cai