# Wedding Food & Drink Checklist

> A wedding catering checklist: book your caterer, finalize the menu and dietary needs, plan the bar, arrange vendor meals and make sure you eat on the day.

Source: https://readytoweddy.com/wedding-checklist/food-and-drink
Publisher: ReadyToWeddy (https://readytoweddy.com) · Last updated: 2026-09-17

Food and drink are often one of the biggest parts of the budget and the guest experience. These tasks cover catering, cake, drinks and the small details, like vendor meals and getting-ready snacks.

## Summary

A wedding catering checklist should cover booking your caterer, any cake or dessert supplier, the menu and tasting, drinks, vendor meals and food for the two of you on the day. [Book your caterer](https://readytoweddy.com/guides/book-caterer) 9–12 months ahead, or confirm the package if your venue provides catering. Finalize the menu about three months out, [plan the bar](https://readytoweddy.com/wedding-checklist/3-to-6-months#plan-drinks) with good alcohol-free options, and send final numbers by your contract deadline, usually 1–3 weeks before.

## Checklist (7 tasks, in order)

### Book your caterer

- When: 8–18 months before (12+ Months Before)
- Category: Food & Drink
- Priority: Essential
- Link: https://readytoweddy.com/guides/book-caterer

Book your caterer 9–12 months before the wedding, after your venue and date are confirmed, comparing complete quotes that include staff, equipment and service charges.

**Why it matters:** 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.

**Steps:**
- [ ] Check venue catering rules and kitchen access first.
- [ ] Decide on a service style that suits your day.
- [ ] Request quotes based on your guest range.
- [ ] Compare staffing, tableware, service charges and taxes.
- [ ] Ask how they handle dietary needs and allergies.
- [ ] Confirm tastings and the final numbers deadline.
- [ ] Read the contract and pay the deposit.

**Helpful questions:**
- “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?”

**Tips:**
- Often forgotten: Couples 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.

**Best done after:** Confirm your date and tell key people

### Book your cake or dessert supplier

- When: 4–11 months before (9–12 Months Before)
- Category: Food & Drink
- Priority: Optional
- Link: https://readytoweddy.com/wedding-checklist/9-to-12-months#book-cake-supplier

Book a cake or dessert supplier about 9 months before the wedding if you want one, after confirming what your venue or caterer already includes and allows.

**Why it matters:** 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.

**Steps:**
- [ ] Check what dessert your venue or caterer includes.
- [ ] Ask about outside-cake, cutting and plating fees.
- [ ] Check venue delivery rules and cold storage.
- [ ] Choose a cake, a dessert table or something else.
- [ ] Book a tasting with one or two suppliers.
- [ ] Confirm servings, dietary options and delivery time.
- [ ] Agree who returns the stand and equipment.
- [ ] Sign the contract and pay the deposit.

**Helpful questions:**
- “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?”

**Optional:** A cake isn’t required. A dessert your families love, or no dessert course at all, works just as well.

### Finalize your menu and tasting

- When: 2–5 months before (3–6 Months Before)
- Category: Food & Drink
- Priority: Essential
- Link: https://readytoweddy.com/wedding-checklist/3-to-6-months#finalize-menu

Finalize your wedding menu about three months before the wedding, ideally after a tasting, including dietary alternatives, children’s meals and any late-night food.

**Why it matters:** 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.

**Steps:**
- [ ] Book a tasting with your caterer or venue.
- [ ] Choose courses, portions, service style and staffing.
- [ ] Agree vegan, vegetarian, allergy and children’s meals.
- [ ] Add vendor meals and any late-night food.
- [ ] Confirm cake service and any cutting fee.
- [ ] Check service times against your timeline.
- [ ] Get menu, pricing and final-count deadline in writing.

**Helpful questions:**
- “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?”

**Tips:**
- Often forgotten: Vendor 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.

**Best done after:** Book your caterer

### Plan the bar and drinks

- When: 2–5 months before (3–6 Months Before)
- Category: Food & Drink
- Priority: Recommended
- Link: https://readytoweddy.com/wedding-checklist/3-to-6-months#plan-drinks

Plan your wedding bar about three months ahead: choose a drinks package or supplier, add good alcohol-free options, and confirm licensing and service rules with your venue.

**Why it matters:** 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.

**Steps:**
- [ ] Check the venue’s alcohol policy and bar rules.
- [ ] Choose open bar, limited bar, cash bar or a mix.
- [ ] Pick drinks for the toast, meal and evening.
- [ ] Add two good alcohol-free options and water stations.
- [ ] Confirm licensing, insurance and bar hours.
- [ ] Agree glassware, ice, bar staff and any corkage fees.

**Helpful questions:**
- “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?”

**Tips:**
- Often forgotten: Couples 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.

**Note:** Rules vary by location — confirm with the official authority where you marry.

### Arrange vendor meals

- When: 1–3 months before (1–3 Months Before)
- Category: Food & Drink
- Priority: Recommended
- Link: https://readytoweddy.com/wedding-checklist/1-to-3-months#arrange-vendor-meals

Arrange meals for vendors working through the wedding about 4–8 weeks ahead, checking contracts for meal requirements and including them in your caterer’s final numbers.

**Why it matters:** 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.

**Steps:**
- [ ] List every vendor working through a meal.
- [ ] Check each contract for meal requirements.
- [ ] Ask your caterer about vendor meals and dietary needs.
- [ ] Add vendor meals to your final numbers.
- [ ] Agree where and when vendors will eat.

**Helpful questions:**
- “Do any of our vendors need dietary alternatives?”
- “Can vendors eat at the same time as guests?”

**Tips:**
- Often forgotten: Some 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.

### Plan food and water for getting ready

- When: 1–7 days before (Wedding Week)
- Category: Food & Drink
- Priority: Recommended
- Link: https://readytoweddy.com/wedding-checklist/1-week#plan-getting-ready-food

Plan simple food and water for the getting-ready hours in the final week, so you and your helpers eat properly before a long day with little time to stop.

**Why it matters:** 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.

**Steps:**
- [ ] Count who’s getting ready with you and dietary needs.
- [ ] Choose an easy brunch and non-messy snacks.
- [ ] Arrange delivery or ask someone to bring it.
- [ ] Add water, straws, napkins and plates.
- [ ] Include food for the photographer and beauty team.

**Tips:**
- Often forgotten: The 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.

### Make sure you eat your meal

- When: Wedding day (Wedding Day)
- Category: Food & Drink
- Priority: Recommended
- Link: https://readytoweddy.com/wedding-checklist/wedding-day#eat-your-meal

On the wedding day, sit down and eat your meal before greeting guests, and ask your caterer to set aside a plate of anything you miss.

**Why it matters:** 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.

**Steps:**
- [ ] Ask your coordinator for uninterrupted time to eat.
- [ ] Ask your caterer to serve you first.
- [ ] Save table visits until after your main course.
- [ ] Ask for canapés or appetizers to be set aside for you.
- [ ] Request a small late-night plate if you miss anything.

**Tips:**
- Often forgotten: The 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.


## FAQ

### When should you book a wedding caterer?

Book your caterer once your venue and date are confirmed, often around 9–12 months ahead. If your venue has in-house or required caterers, confirm what’s included and when you’ll finalize the menu.

### Do you have to feed wedding vendors?

Some vendor contracts require a meal and break for staff working long hours. Check each contract and tell your caterer how many vendor meals to plan and when vendors will eat.

### How do you handle dietary requirements at a wedding?

Ask about dietary needs and allergies on your RSVP, then share a clear list with your caterer. Mark special meals on [your seating plan](https://readytoweddy.com/guides/create-seating-plan) or place cards so staff serve the right guest.