Wedding catering and menu planning: formats, dietary needs and quantities

Food and drink are usually the largest single cost of a wedding, and guests remember them for the right and the wrong reasons. Good planning is less about fancy dishes and more about timing, quantities and looking after everyone's needs.

Choose a service format

• Plated dinner: elegant and predictable, but needs more staff and gives guests less choice.
• Buffet: flexible and generous, but queues can slow the evening and food must be kept at temperature.
• Family-style sharing: relaxed and sociable, with larger tables and more space needed.
• Food stations or street food: lively and informal, good for mixed tastes and standing receptions.

Handle dietary needs from the start

Ask about allergies and diets on the reply form, not at the table. Offer a vegetarian option that is a proper dish rather than a side plate, and check separately for common allergens such as nuts, gluten, dairy, eggs, shellfish and sesame. Tell the caterer early, and ask how they prevent cross-contamination.

Estimating quantities

• Plan for the final number of confirmed guests, plus a small margin for suppliers and children.
• For canapés before dinner, count roughly six to eight pieces a person if dinner follows, more if it does not.
• For drinks, plan a welcome drink, wine or beer with dinner, a toast and soft drinks and water throughout.
• Ask the caterer for their usual portions and what is left over.

Before the tasting

1. 1Send the caterer your guest count, budget, dietary list and preferred format.
2. 2Ask for a sample menu in your season, using local produce where possible.
3. 3Attend the tasting hungry, taste everything and take notes on seasoning, temperature and presentation.
4. 4Agree the timing of each course with your day timeline.

A clear brief and an early conversation about allergies let the caterer do their best work, and let you enjoy the meal.