Start planning for your big day with a wedding catering checklist. Our expert tips—and a helping hand from a Modern Moments coordinator—can help you get organized early and enjoy every bit of your celebratory meal.
We’ll look at:
When to start planning your wedding catering
Key steps in choosing a wedding caterer
Wedding catering timeline: Month-by-month planning
Wedding catering checklist: What to confirm before the big day
Tips for a seamless wedding catering experience
Ready, set, start planning!
Stress-Free Wedding Catering Starts Here — Let Modern Moments Handle the Details!
Say your “I dos” in Modern Moments’ charming and versatile event spaces. From outdoor areas accommodating up to 300 guests to indoor venues that can comfortably seat 100 people, there’s plenty of room for your nearest and dearest to celebrate. Add on our professional wedding planning services and trust your big day to the experts.
When to Start Planning Your Wedding Catering
As soon as you get engaged and choose a date, start making plans. The earlier you begin, the more options you’ll have.
Many caterers begin taking bookings for their busy season a year or more in advance. Booking early increases your chances of securing your preferred vendor’s services and allows for greater menu customization. The caterer has enough lead time to order exotic ingredients, practice recipe requests, and bring you in for multiple tastings.
Key Steps in Choosing a Wedding Caterer
Engaged couples wondering how to choose a wedding caterer should remember two things: the importance of research and the power of clear communication.
Here are the steps you should take to make the right choice:
Set a budget. Set a budget you’re comfortable with.
Research local caterers. Ask for referrals, read reviews, and look through caterers’ portfolios to see plating style and setup options.
Request tastings. Schedule food tastings so you can experience each vendor’s cuisine first-hand.
Discuss logistics. Confirm whether the caterer provides rentals, waitstaff, and setup and cleanup services.
Review contracts. Read the fine print to ensure pricing, cancellation policies, and service details are as expected.
Wedding Catering Timeline: Month-by-Month Planning
A structured wedding catering timeline can help minimize stress and keep you organized as you approach your big day.
12 months before: Start researching caterers. Define your budget and consider what type of food you want at your reception.
9-10 months before: Secure your wedding venue. Confirm whether there are any catering restrictions or preferred vendors that could offer you a better deal.
6-8 months before: Finalize your catering plans. Narrow down your menu options, including how you plan to have food serviced (buffet-style, plated meals, food stations, or a combination). Schedule tastings before you sign your catering contract and put down a deposit.
2-4 months before: Turn in your guest count to your caterer, and relay any dietary restrictions.
Final month: Make any last-minute changes to your guest count and menu. Confirm your timeline with your caterer, and arrange for furniture and service-related rentals as needed.
Wedding Catering Checklist: What to Confirm Before the Big Day
As you work through your wedding catering timeline and checklist, ensure you’re checking off these key details.
Carefully review and finalize your guest count.
Confirm your menu, including appetizer stations and dessert options.
Confirm your preferred food service style (buffet, family-style, etc.).
Double-check with your venue and/or wedding coordinator regarding facility access, kitchen setup, and serving logistics.
Relay any specialty dietary needs, including allergies and child-friendly meals.
Verify on-site alcohol policies and coordinate with your caterer/bartending team.
Tips for a Seamless Wedding Catering Experience
Use these expert tips to streamline your wedding catering journey.
Communicate with vendors. Ask questions, answer emails promptly, and get everything in writing to eliminate potential confusion.
Plan for extras. You may want to add a few people to your guest count to accommodate those loved ones who tend to show up without RSVPing.
Factor in timing. Review your timeline to make sure it’s reasonable. You don’t want cold food because your reception started late.
Coordinate with your venue. Plan ahead to ensure setup and cleanup are covered.
From Menu to Setup — We’ll Make Your Wedding Catering Seamless!
With your caterer booked and ready, the rest of your planning will feel like a piece of cake. Modern Moments’ wedding planning services include help with your wedding caterer checklist and overall reception plans. Our experts, including a day-of venue coordinator, will help you with everything from contacting your caterer to cleaning up post-event.