Wedding Food & Drink Checklist

Food and drink are often among the largest costs, and they scale with every guest. A caterer also needs to work within your venue’s kitchen, rules and timings. Booking early gives you choice, time for tastings later, and a clear picture of what’s included, so you can budget properly for staff, tableware, service charges and any extras.

• Often forgottenCouples often forget that cake cutting, corkage or late-night food may carry separate fees.
• Ask whether vendor meals are available and how they’re priced.

• “What’s included per guest, and what’s charged separately?
• “When do you need final numbers?
• “How do you manage allergies and cross-contact?
• “Is a tasting included?

Popular bakers take a limited number of orders each weekend. Some venues and caterers include dessert, charge a fee for outside cakes, or have rules about delivery and storage. Checking first avoids paying twice, and booking early gives you time for a tasting and to plan dietary options such as gluten-free or vegan desserts.

• “Does the venue charge to cut and serve an outside cake?
• “How will the cake be kept cool before it’s served?
• “Can one tier be made for guests with dietary needs?

The menu is one of the biggest line items and one of the things guests remember most. Settling it now gives your caterer time to order ingredients, plan staffing and confirm service times. It also lets you add meal choices and dietary questions to your invitations, so you collect everything you need in a single round of RSVPs.

• Often forgottenVendor meals and late-night food are easy to leave off the menu until the final invoice arrives.
• Eat something small before the tasting so you judge the food, not your hunger.
• Take photos of each dish to remember presentation.

• “How do you label and serve allergy-safe meals?
• “When do you need final meal choices and numbers?
• “What happens to leftover food at the end of the night?

Drinks can shift your budget significantly depending on the package, hours and guest count. Planning now lets you compare options, check whether the venue allows outside alcohol, and make sure a licensed service is in place where one is needed. Thoughtful alcohol-free choices also help every guest feel included, whatever their reasons for not drinking.

• Often forgottenCouples often forget to plan water and ice for outdoor or summer weddings.
• A signature cocktail with a matching alcohol-free version keeps things simple.
• Keep water easy to find all evening, especially in warm weather.

• “Can we bring our own drinks, and is there a corkage fee?
• “Who is licensed to serve alcohol at our venue?
• “How do you charge if we run over time?

Photographers, musicians and coordinators often work long days with little chance to eat. Planning their meals keeps them energized and focused. Some contracts require a meal, so arranging this now avoids surprises and makes sure the caterer includes them in counts and timings.

• Often forgottenSome vendor contracts require a meal, and it is easy to miss until the day.
• Serve photographers when guests start eating, so they’re ready for speeches.

• “Do any of our vendors need dietary alternatives?
• “Can vendors eat at the same time as guests?

Getting ready can take several hours, and many couples realize late in the afternoon that they haven’t eaten. Low energy makes nerves worse and can leave you lightheaded during the ceremony. Planning easy, non-messy food and plenty of water keeps everyone comfortable and in good spirits.

• Often forgottenThe hair and makeup team and the photographer are often there for hours without a meal.
• Straws help you drink without disturbing lipstick.
• Avoid foods that stain or crumble near your outfits.

Many couples reach the end of the night realizing they barely tasted the food they spent months choosing. Guests will want to say hello, and it’s easy to give up your meal to chat. A long day with little food can leave you tired and lightheaded. Eating first keeps your energy up for speeches and dancing, and you still get to enjoy the menu you chose.

• Often forgottenThe two of you often miss the appetizers entirely while photos are being taken.
• Keep a snack and water in your trusted person’s bag for photo time.