What this vendor does
Plans, prepares and serves food and beverages, with staffing, equipment, hygiene and clean-up responsibilities defined by contract.
Typical planning timeline
Questions to ask before booking
- What is included in the price per plate?
- How and when is the minimum guarantee finalised?
- How are dietary needs, allergens and food safety handled?
- Who supplies serviceware, water, gas, counters and clean-up?
- What substitution and leftovers policies apply?
Budget considerations
Calculate per-event guaranteed covers plus service, equipment, transport, staff meals, taxes and overtime. Ask how children and vendor meals are charged.
Contract checklist
- Legal or trading name and current contact details
- Exact events, locations, dates and service hours
- Named lead, staffing and subcontracting terms
- Itemised deliverables, quantities and exclusions
- Fees, taxes, deposits, payment dates and receipts
- Overtime, travel, meals, power and access requirements
- Postponement, cancellation, substitution and refund terms
- Delivery, damage, liability and usage rights where relevant
Warning signs
- No tasting or itemised menu
- Unclear kitchen or hygiene responsibility
- A guarantee that ignores venue capacity
Comparison checklist
| Approach | Planning consideration |
|---|---|
| Plated | Controlled service and presentation; higher staffing |
| Buffet | Menu variety; requires queue and replenishment planning |
| Live stations | Guest experience; needs power, ventilation and space |
| Traditional service | Culturally appropriate; confirm staffing and sequence |
Practical tips
- Ask for complete work or service examples comparable to your scale.
- Give cultural and ceremony notes directly; do not expect the vendor to define family traditions.
- Keep one written decision log and confirm price-changing requests.
- Assign one event-day contact who is not the couple.
Printable booking check
Before paying a deposit
Helpful answers
Frequently asked questions
When should we book a wedding caterer?
A useful planning target is 6–12 months before, but availability depends on location, season, scale and complexity. Compare written scopes before paying.
How many quotations should we compare?
Compare enough written proposals to understand scope and market differences. Use the same event details and inclusions so the comparison is meaningful.
What should be written into the contract?
Record dates, locations, hours, named services, quantities, staffing, fees, taxes, payment dates, overtime, cancellation, postponement, substitutions and delivery obligations.
Is this a vendor recommendation?
No. ShaadiGuide does not list, rank or endorse businesses. This page is educational preparation for your own checks and decisions.