Photo (top, l. to r.): Photo & Catering: J&M Catering / Catering: Silverspoon - Photographer: Elke van den Ende / Photo & Catering: KTCHN
Word of mouth
Are you drawn to a caterer, but don’t know them yet? Don’t be afraid to ask for a reference. Happy couples are a caterer’s calling card; they’ll gladly pass their names on to you. How did other couples experience working with your caterer?
At Insieme, it’s all about that personal connection. “You should be able to see your caterer as a ‘food bestie’. Someone you can always call with questions, and with whom you build a strong bond of trust in the months leading up to the wedding.” That connection ensures you can truly let go on your wedding day. “You have to feel: I dare to entrust the most beautiful day of my life to them. That trust makes the difference.” The dynamic within the couple also plays a role. “Often, one person dreams of atmosphere and details, while the other mainly wants an amazing party night. Those two worlds have to come together.” According to Insieme, that’s exactly where the added value of a good caterer lies. “It’s not just about what’s on the plate. It’s about everything around it. The calm, the trust, and the guidance.”
Also good to know:
Has your caterer worked with your wedding venue before?
What is their maximum capacity in terms of number of guests?
How far in advance does the final guest count need to be confirmed?
High tea, tasty (cold) bites, dessert buffet, classic dinner, walking dinner or barbecue? Whatever you choose, for the most delicious wedding catering, work with a caterer who has experience in your type of cuisine if you want culinary fireworks. The better you describe your wishes, the more targeted your caterer can think along with you.
Jarne from Roots Catering notices that having a clear direction in advance really helps: “If couples already know what concept they want— a multi-course menu, sharing or walking dinner— that immediately gives us the right foundation to build on.” Input about atmosphere and preferences also makes a big difference. “Special requests, international influences, or certain dishes ensure we can tailor the menu even better to what you expect.”
Ask a bit further about:
Can your caterer also take care of the wedding cake? Is your Pinterest-worthy cake achievable?
Can you plan a tasting session, to sample the menu for your wedding celebration in advance?
How do you handle any vegetarian guests at the celebration, pregnant guests, or people with allergies?
Nette from Fruy Catering shares which questions she recommends asking your caterer: “It’s always good to know how many guests one waiter serves and until what time service is included. Also ask what is included in the quote: kitchen, furniture, drinks,... and whether there is an additional charge for a different type of meat or a vegetarian dish. Sometimes couples think vegetarian alternatives cost extra, but with us that’s not the case at all. We are always happy to provide a full-fledged veggie dish, at no extra cost.”
Drinks
One of the most overlooked topics when it comes to questions for your caterer is drinks. Do they work with a package price, per consumption, or via corkage if you provide your own drinks? Also ask about the options for special drinks.
For example, ask:
Which options are available: package price, per consumption, or corkage?
Can the caterer offer cocktails or mocktails?
Are coffee, tea, and digestifs included in the price?
Budget
Discuss in advance what your wishes are, and which package or approach your budget can handle. An experienced caterer usually has a few tricks up their sleeve—based on your priorities, they can certainly make a suitable proposal. Always ask for a clear quote stating exactly what is included. Does your caterer work with specific pricing formulas? Are logistics and staff included in the price?
Lies from Ma Kwizien notes that good preparation really makes the difference here: “To create a correct tailored quote, it’s important that couples already have an idea of the number of guests and the type of catering they want.” More and more, couples even come by before they fix a venue, to determine a realistic budget. “That helps you make more targeted choices afterwards and avoid surprises.”
Also discuss:
Does your caterer require a deposit?
Do you pay extra for broken or missing glasses, plates—or silver cutlery?
Are the prices inclusive or exclusive of VAT?
Can the venue staff dress according to your theme? (for example: with suspenders, black tie, with a bow tie).
Alexander from Skinny Chef continues: “These are questions you should definitely ask your caterer: what exactly is included in the quote? Does that include staff, tableware and transport? How much flexibility is there in terms of menu and timing? How do you deal with allergies or vegetarian guests? How does the service run on the day itself? (Timing is everything!) What if the weather changes? And very important: what’s in the fine print? Will unexpected costs show up on the final invoice afterwards?”
Niki from Very Food Catering adds: “What falls under the word catering isn’t always clear. Is it only about food? We also provide the drinks, for example, and can further relieve couples in terms of furniture. It pays to ask very clearly what is exactly included and which choices impact the price.”
Isabel from Great Traiteur also agrees: “It’s important to understand very well what is included in the caterer’s quote. A caterer doesn’t only take care of the food, but also the service and everything around it. So don’t hesitate to ask very concretely what exactly is included. One of our strengths at Great Traiteur: our team listens to and ‘understands’ couples and their celebration as a whole. We form one team with the other suppliers to achieve a shared goal together: the couple’s dream wedding.”
Timing
Your wedding day consists of several moments: reception, dinner, evening party. It’s important that the caterer aligns their timing perfectly with your run-of-show.
Isabel from Great Traiteur explains: “When it comes to timing, we notice couples don’t always realize how important it is to stick to the schedule. Everything is worked out down to the smallest detail in advance and although we of course adapt, changes can have consequences. The caterer is present at the wedding venue all day and evening. It’s important to align well in advance about our role and responsibilities.”
Ask these questions:
How does the caterer schedule the different moments?
How many staff members will they bring to the celebration?
Can the caterer switch flexibly if speeches or dances run over?
Unexpected circumstances
An important but often forgotten question for your caterer: what happens if something goes wrong? Ask how they handle unexpected situations, so you can be sure your celebration can always continue.
For example, ask:
What if the chef gets sick?
How are delayed deliveries handled?
Does the caterer have partners or backup plans ready?
FAQ – frequently asked questions for your caterer
1. How early should you book a caterer for your wedding?
Ideally, you book your wedding caterer 9 to 12 months in advance, especially if you’re getting married in peak season. Popular caterers are often fully booked quickly.
2. Can we schedule a tasting session with the caterer?
With most caterers, you can schedule a tasting session or tasting to sample the menu for your wedding celebration in advance. Sometimes this is included in the price; sometimes you pay a small additional fee.
3. What does catering for a wedding celebration cost on average?
Indicative prices for wedding catering range from €50 to €150 per person, depending on the package, service, and number of courses. Always request a tailored quote.
4. What if the number of guests changes last minute?
Ask your caterer by when you need to confirm the final guest count. With most caterers, that’s 2 to 3 weeks before the wedding date, so they can prepare the catering properly.
5. How do I avoid hidden costs in catering?
Always ask what exactly is included in the quote. Think transport, service, equipment rental, and VAT. That way you keep control of your budget.
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