Wedding Budget
The Ultimate Wedding Catering Budget Breakdown
18 Apr 2024 •14 min read
Food and beverages are going to be one of your largest wedding expenses. Expect these expenses to make up about 20-30% of your overall wedding budget on catering. In 2023, the average wedding catering cost was around $6,500 - $9,500.
Of course, a wedding catering price varies based on location, guest count, menu customizations, service levels, type of bar, etc.
Below, we have included a wedding catering budget breakdown, and some rough costs of the different types of catering you should consider and keep in mind when building out your catering budget.
- Buffet: $50-90/person
- Cocktail hour: $15-35/ person
- Tray Passed Hors D'oeuvres: $60-85/ person
- Food Station: $50-75/ person
- Food Trucks: $25-35/ person
- Family Style: $120-150/ person
- Plated Dinner: $100-200/ person
Items to Consider
The average catering cost is a major factor in your wedding budget. When planning, it's important to think beyond just the cost of food per person.
Here's a simplified guide that includes some often-overlooked factors that may affect catering costs:
Disposable Goods
Consider what disposable items you'll need, such as plates, cups, and utensils. The choice should reflect your wedding's style and sustainability goals. Wedding catering costs can vary based on your chosen materials and quality, so find a balance that fits your budget and needs.
Garbage Cans
You'll need garbage cans conveniently placed around your venue, particularly near the dining area. Whether the venue provides these or you need to bring your own, ensure they blend with the event's aesthetics and are ample in size to handle the waste generated.
Disposal Service
Check if your caterer handles cleanup and waste disposal. If not, you may need to arrange this service separately. This is also a good time to consider environmental options, such as recycling and composting.
Pro-Tip: When calculating your wedding budget for catering, make sure you budget a 15-20% gratuity for the staff, cooks, and bartenders. This is usually paid in cash on the wedding day!
The Difference Between Venue Catering & An Outside Caterer
When you are interviewing potential wedding venues, it's important to bring up catering. Many venues offer catering, and some even require that you use their catering rather than an external vendor.
If the venue doesn’t offer catering services, you'll need to hire an outside caterer. While you can usually save money by hunting for a cheap caterer, the venue and vendor prices are usually pretty comparable. Still, there are a few key differentiations between the two that you and your partner will need to consider.
Venue Catering
One of the first things you should ask venues is whether they offer in-house catering, as this will affect who you choose to serve food at your cocktail hour and reception.
If your venue has an in-house catering team, you should first ask if you'll be required to use them. Some venues will require you to use their in-house catering team and will include that cost in the wedding catering packages.
If your venue requires an in-house catering team, this can be a total game changer. It means that all your wedding food and catering logistics will be handled at your venue and that you'll work with a seasoned wedding team.
The next step is to work with your venue to coordinate the menu selection, tastings, and other reception needs. However, keep in mind that you may be limited in your food and beverage selections and will probably need to stick to the venue's food parameters.
If the vendor doesn't offer—or at least require you to use—an in-house catering team, you can ask if they have a list of preferred vendors to help narrow down your search. This list will consist of trusted local vendors who have previously worked with the venue.
Outside Caterer
If you plan to bring in an outside caterer, one of the most important details you'll need to establish is where they'll be setting up, prepping, and cooking your meals at the venue.
Some venues will have a designated space for caterers to set up, including a kitchen, while others will require you to bring in an outside kitchen.
What does 'bringing in a kitchen' mean? If there isn't a kitchen on-site, your caterer must bring in all the appliances needed to prepare your food, like ovens, burners, refrigerators, etc. This sounds like an added headache, but don't worry.
This is much more common than you would think, and most wedding caterers know exactly what they'll need. Just remember, bringing in a full kitchen will be an additional cost in the wedding catering package. You'll need to discuss this with your caterer up front.
Another perk of bringing in an outside caterer is that you'll have way more flexibility to design and create a menu that fits your dream wedding. Your caterer will work with you.
Pro Tip: Some in-house venues will charge a fee for bringing outside catering companies.
Important Questions To Ask Before Booking Your Caterer
Since you'll likely spend anywhere from a third to a half of your funds on a wedding caterer, it's essential that you feel like you're getting your money's worth. Wedding reception food, taste, presentation, and service all matter and help make your big day memorable (for all the right reasons).
Before you commit to any catering service business, be sure you're satisfied with their responses to these questions.
Can You Work With Our Budget?
Right from the start, you need to ask caterers if your budget matches what they can provide. Couples often contact caterers with a higher price range than their budget will allow and need to remember to ask this critical question.
Getting the money question out of the way up front helps you narrow your list of caterers you can hire. If they're more than you can afford, move on and look for a caterer who can work with your budget and your food vision.
For example, while you may not be able to afford a formal sit-down dinner, your chosen catering business can offer you a reasonably priced family-style meal.
What's In The Contract?
Sure, contracts seem boring, but they're very important details. They outline everything you will and won't get and how much everything will cost. Ensure you understand all the contents of the contract and ask for clarification (from your wedding planner or the wedding vendors) if needed.
Your contract should outline deadlines for the final guest count, when payments are due, and fees for last-minute changes. Understand how many hors d'oeuvres you'll get for cocktail hour, what desserts you'll have beyond cake, and the alcohol situation.
What Fees Do You Consider To Be Extra?
Not all services are included in the base rate, so be sure to ask your potential caterer what extra fees may be tacked onto your tab, such as corkage fees if you're providing your alcohol or a cake-cutting fee for a cake baked by an outside baker.
Sometimes, these fees are negotiable, but most of the time, they're not. Still, you need to know what's expected so you're not surprised when you get the bill. That would NOT be a welcome wedding present!
Have You Ever Catered At Our Wedding Venue?
It's not a deal-breaker but a definite bonus if your caterer has previously worked at your venue. They'll know the space's ins and outs and may know the venue staff and site guidelines.
"They will be familiar with the venue policies, the load-in and load-out procedures, the best floor plans, and the workspace setup," says Walsh. That knowledge will allow them to focus on preparing and executing your delicious food."
Where Will The Food Be Prepared?
Depending on where your wedding is, there may or may not be a kitchen or cooking facilities on site. That's why you must ask if the food is prepared at the venue or if it will be cooked before the reception and reheated.
When it is reheated, most food loses its rich taste and overall quality, so you'll have to weigh this in when a caterer mentions they can't cook on the premises. Many venues will provide a work kitchen or prep area for off-site caterers.
Can We Speak To Previous Clients?
This is an important question to ask almost every wedding vendor. You'll want at least two references from couples who had similar menus and guest counts.
By contacting previous clients, you gain their perspective and get a feel for the caterer's attentiveness, expertise, and overall personality. We also suggest checking their reviews online!
Can We Attend A Tasting?
Before you decide what's on the menu, you want to sample the caterer's cuisine. Ask if you can have a tasting before booking.
Some caterers do group tastings for you and other couples to preview their style, while others offer specific custom menu tastings for each couple based on what you'd like for your wedding.
Who Will Be Working Our Wedding?
You need to find out about the staff working at your event.
How many servers will be at the reception? Will your catering manager be your on-site point of contact, or will someone else be filling in? Find out who's cooking, too.
Can We Customize Our Menu?
Ask if your caterer will allow you to customize the menu. Many catering companies offer standard menus, but they'll often do something different if you request it.
Although there should be general trust in their profession, speaking up is important if you have a family recipe or favorite food you want to include in the feast. You'll never know if you don't ask!
Can You Accommodate Any Special Requests?
These days, menus aren't just chicken, meat, and fish. Ask if your caterer can handle nut-free, vegan, dairy-free, and gluten-free requests. Most caterers can handle menus with dietary preferences if you make the request well before the wedding.
Make sure you know you know about any of your guests' allergies so you can ask all the proper questions upfront.
Are You Licensed & Insured?
Check to make sure your caterer is licensed and insured. It's a basic distinction between an amateur caterer and a true professional. Both of these documents will protect you and your guests from any mishaps should anything related to food occur during or after your event.
Don’t forget to ask your venue what their own insurance requirements are for caterers!
Unnecessary Items You Can Cut From Your Catering Bill
A great place to look for savings is your catering and food service estimate, which is likely filled with little charges that are optional to your wedding's overall culinary experience.
Coffee Station
Yes, coffee and dessert are a sweet pair. But if you're having a summer wedding, as many couples do, you can nix the hot beverages. Chances are, people will be dancing (and sweating), which means they'll likely want water, not coffee or tea.
Champagne Toast
Unless you can't imagine your wedding without it, skip having your caterer pour everyone a glass of bubbly. First, bottles of Champagne are easily $40 each on the low end (and even sparkling wines like Cava can be around $10-15). Second, the cost of renting flutes can be around $2-10 each, depending on the style.
Typically, people will only take a sip when toasting you, then discard the drink to enjoy whatever beverage they got from the bar. So, let guests raise whatever glass they have in their hands.
Salt & Pepper Shakers
If you're not having your reception at a restaurant or hotel, chances are you'll need to rent salt and pepper shakers—in fact, your caterer may even include them on your rental bill as a given.
But think about it: If you go with a quality food service provider, will every table need to re-season their food during the meal? (Hopefully not!)
Instead of renting one for every table, rent one or two pairs in the kitchen. You'll have it on hand if someone asks for salt or pepper.
Bread Basket
This is another item that you may have to "rent" along with your other dinner items. If you have many tables, this cost can add up.
Instead, place a mini-baguette at each setting so guests serve themselves the portions they want. Or, you can ask your caterer if a server can dispense rolls to your guests from one large tray, which is a bit fancier. (Also, bread baskets can clutter that beautiful tablescape you worked so hard on!)
Pre-dinner Appetizer Feast
Okay, so your cocktail hour isn't a small charge by any means, but this is certainly an area that can be cut down—and save you a bunch of money.
You may have been to weddings with incredible pre-reception meal offerings, from stations to past appetizers, cheese displays, and seafood bars. Surely you enjoyed them and ate your fill (as you should!). But is essentially having a cocktail before your meal necessary or even expected? Not in the least.
If you're having a real cocktail hour—as in, it's only going to be an hour— a few passed apps or a robust cheese, fruit, and bread station will more than hold your guests over until dinner.
Cake-cutting Fee
Typically, a cake-cutting fee can range from $1 to a couple of bucks a slice. If you'd like to avoid this additional charge, order a token wedding cake for you two to cut and then opt for cupcakes for your guests.
Doing this can also help you cut down on plate and silverware rentals—if you serve cupcakes, guests can grab them by hand from a dessert table or serve them with compostable plates.
As you compile a list of must-haves, whether it be a buffet-style or a family-style dinner, remember to cross out all those extra amenities you don't really need. By the time you complete your catering budget, you'll have saved quite a bit already.
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About The Author
Kellee Khalil is the Founder & CEO of Loverly. She lives in upstate NY with her fiancé and two dogs.
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