Planning Wedding Catering and Drinks: Menus, Quantities and Quotes

A catering quote often looks straightforward: a price per person, plus drinks. In practice, though, many details affect how the day runs and what it ultimately costs. How long will food be served? Are staff, tableware and setup included? What happens if your guest count goes up or down after you receive the quote?

This guide will help you plan food and drinks to suit your celebration. It complements our general overview of additional costs with specific questions to ask when discussing the menu, comparing quotes and giving final approval.

Key takeaways

• Only compare quotes once all caterers have the same guest count, event duration and scope of services.

• Ask about staff, tableware, delivery, setup, breakdown and possible extensions.

• Collect menu preferences and any necessary information about dietary requirements only in the form your caterer needs.

• Get written confirmation of the deadline and calculation basis for your final guest count.

• Plan meal times and drinks service alongside the schedule for the day.

Start with the schedule, not the menu

First, note when guests will arrive, how long the reception and ceremony will last, and what time makes sense for the main meal. If there are several hours between arrival and dinner, you may want to offer a small reception or later snacks. For a shorter celebration, an elaborate midnight snack may be unnecessary.

Consider whether you’ll be using more than one venue and whether children, older guests or people travelling a long way will be attending. The schedule can be the difference between a quote that looks inexpensive on paper and a service that works well on the day.

Plated meal, buffet or food stations?

There’s no one option that suits every wedding. A plated meal gives you set dining times and makes it easier to coordinate speeches and courses. A buffet offers a choice of dishes, but needs enough space and a clear signal for guests to start. Food stations can add movement to the celebration, but require careful planning for layout, staff and waiting times.

For each option, ask: How many stations or serving points will there be? Who will replenish the food? How long will it be available? Are there separate arrangements for special meals? Choose based on your venue, guest mix and schedule—not just the photos.

What information is needed for a like-for-like quote?

• Guests: List adults, children and, if applicable, suppliers separately.

• Services: Specify the reception, main meal, dessert, later food and drinks individually.

• Staff: Confirm numbers, working hours, setup and breakdown, and the terms for any extension.

• Equipment: Check tableware, glasses, furniture, table linen, kitchen facilities and refrigeration.

• Logistics: Coordinate delivery, travel, venue access, electricity and water.

• Changes: Note the deadlines for confirming the final guest count, changing the menu and adding portions.

Put the quotes side by side and mark any missing items. A low price per person isn’t a reliable basis for a decision if staff and equipment are charged extra. Ask for a complete, itemised total based on your specific schedule.

Estimate drinks realistically

Whether a drinks package or pay-as-you-go pricing is the better option depends on the duration, selection and the venue’s terms. So compare not just the price, but also which drinks and time periods are included. Ask about coffee, non-alcoholic options, water on the tables, bar service and how later extensions are handled.

If you’re planning to bring your own drinks or hire an external bartender, check in advance what the venue allows and which services it will still charge for. Designate someone to keep track of the drinks service and any additional hours against the agreed budget.

Communicate food preferences and dietary requirements clearly

Ask guests only for information that’s genuinely needed to cater for them. A general menu selection and a confidential way to share relevant dietary requirements are often more useful than a lengthy free-text form. Confirm with the caterer how and by when they need this information.

Don’t pass on special meal requests as numbers alone. Clear information for the service staff can prevent a guest from being listed but no one at the table knowing which dish they need. Keep the number of people who receive sensitive information to a minimum, and don’t share it unnecessarily after the celebration.

Final approval in three steps

1. Once the RSVP deadline has passed, follow up directly with anyone who hasn’t replied.

2. Confirm the guest count and menu preferences with the venue and caterer.

3. Approve a dated version in writing and agree on how to communicate any later changes.

Keep the confirmation with the quote and final invoice. If the guest count and price change, you’ll be able to see exactly what was agreed and when.

Keep guest numbers and costs in one place. Track responses and compare outstanding amounts with your wedding budget.

Plan your catering budget now

Frequently asked questions

How many portions should we order?

The confirmed guest list and your agreement with the caterer determine the final number. Discuss children, suppliers and contingency portions explicitly rather than assuming a standard allowance.

Is a drinks package always cheaper?

No. Compare the drinks included, the duration, the service and the potential consumption at your celebration. Only a total calculation based on the same assumptions will give you a meaningful comparison.

When should we give final approval for the menu?

Ask your caterer for the firm deadline. You can often choose the general menu and attend a tasting earlier; the final guest count and special meals usually depend on your guests’ responses.

Conclusion

Good catering starts with your schedule and ends with clear approval. When the quote, guest count, service and change deadlines all line up, food and drinks become a dependable part of your celebration rather than a source of last-minute questions.