When it comes to wedding planning, two of the most significant expenses you'll encounter are the venue and catering. Understanding how these elements fit into your overall budget is crucial for a seamless planning experience.
Industry experts suggest that the combination of venue and catering typically accounts for approximately 50% of your total wedding budget. This encompasses not only the rental fees but also food, beverages, and associated rentals like tables and linens.
However, this percentage can vary based on factors such as location, guest count, and the specific services included. For instance, some venues offer in-house catering, which might streamline costs, while others require hiring external vendors.
Timing is everything. To ensure you secure your preferred caterer, it's advisable to start the booking process 12 to 18 months in advance, especially if you're planning a wedding during peak seasons like May-June or September-October.
Booking early not only guarantees availability but also provides ample time for menu planning, tastings, and accommodating any dietary restrictions your guests may have. Additionally, early bookings can help lock in current pricing, shielding you from potential future cost increases.
Selecting a caterer goes beyond just the menu. Here are some key considerations:
Before signing any contracts, ask:
The number of guests affects almost every line item in your catering estimate—food, beverages, staffing, rentals, and more. You don’t need a final headcount to get started, but you do need a realistic estimate. Padding your initial count slightly can help avoid sticker shock later.
Buffet, plated, family-style, stations—each has pros and cons. Plated meals may seem more elegant but can require more staff. Buffets can be more cost-effective but may need extra rentals and setup time. Ask your caterer to walk you through how each style impacts both flow and cost.
Linens, flatware, dinnerware, glassware, serving equipment—these aren’t always included in your base package. Some caterers offer full-service rentals, some coordinate through third-party vendors, and others may expect you to handle that separately. Clarify early.
Catering quotes often don’t include bar service unless you ask. You’ll want to understand:
This can have a major impact on your overall budget and logistics.
A $10,000 quote doesn’t always mean $10,000 total. Many couples are surprised by the additional 20–30% in taxes, gratuities, and service or staffing fees. Ask for an out-the-door estimate early on, so you’re working with the full picture.
Items like:
Don’t forget your photographer, planner, DJ, and other vendors. Many caterers will offer a “vendor meal” option, but those meals still need to be accounted for in your final count and invoice.
If your caterer is flexible and creative, you can often save money by working with what’s in season or locally sourced. Ask if there’s a way to build a beautiful menu that aligns with your taste and your budget.
Some couples expect a full tasting before committing. But many caterers only offer tastings after a deposit is made—or charge a fee to attend. In some instances, that fee is later applied to your booking, but not always. Be sure to clarify when and how tastings work.
Choose a caterer you feel comfortable talking to and asking questions. Your caterer is a huge part of your day—they’ll coordinate with planners, venues, and timelines. Great food is important, but great communication is essential.
Planning a wedding comes with a lot of paperwork— and your catering contract is definitely an important document you’ll encounter. Before you sign on the dotted line, do yourself a favor and take the time to read it thoroughly.
You are responsible for understanding the information your catering company provides. This includes payment schedules, service expectations, cancellation policies, and any additional fees for things like rentals, staffing, or overtime. It’s not just fine print—it’s the foundation of your event’s food and beverage experience.
In most cases, misunderstandings around billing, final guest counts, or catering requirements stem from couples not thoroughly reading their contracts or skipping a follow-up conversation with their catering salesperson.
We understand this may be your first time planning a wedding—and it’s normal not to know what questions to ask. That’s why we always recommend reviewing the estimate on your own first, then setting up a call to walk through the details and ensure everything is fully understood before signing.
When you sign a catering contract, you're doing more than reserving food—you're reserving a team, a calendar date, and a high level of service. That means the caterer is turning away other interested couples for your date, even if the event is still months away. While the cooking and service may not happen until your wedding day, the commitment begins the moment the contract is signed. Understanding that opportunity cost—and respecting the space you’re holding—is essential.
Taking the time to understand the details up front prevents surprises later and builds trust with your vendor team. A little diligence now = peace of mind later.
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Featured Photographer: Oh Miss Meghan Photography
Venue: Magnolia Hill Farm
Caterer: Hudson’s Edge Catering & Events LLC
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In support of our local community, Hudson’s Edge proudly offers a unique and satisfying dining experience in the comfort of your home with a carry-out menu of take & bake and fresh items that we open up for the Thanksgiving, Christmas and Easter holidays.
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