Before meeting with your wedding caterer, prepare answers about your venue, guest count, menu preferences, bar service, rental needs, and serviceware choices. Walking into a catering consultation with these six details ready saves time, prevents miscommunication, and helps your caterer build an accurate proposal for your big day.
You are engaged! Now you have to plan one of the most important days in your life, and the thought of missing something can feel overwhelming. The good news: planning your wedding catering CAN be enjoyable when you know what to prepare in advance. Have Party Will Travel has helped couples across the Wasatch Front plan stress-free wedding receptions for over 30 years. Here is the checklist our event planners recommend before your first consultation.
What Should You Prepare Before Meeting With Your Wedding Caterer?
There are six key details every couple should have ready before sitting down with a wedding caterer: venue confirmation, estimated guest count, menu direction, bar service preferences, rental requirements, and serviceware choices. Preparing these in advance allows your caterer to provide an accurate quote and realistic timeline during the first meeting.
1. Venue Selection and Outside Catering Policy
Your venue choice directly affects your catering options. Before booking a caterer, confirm whether your venue allows outside catering or requires you to choose from a preferred vendor list. Some venues include basic catering in their rental fee, while others provide only the space.
If your venue allows outside caterers, you gain the flexibility to choose a team that matches your style and budget. Have Party Will Travel operates a custom-built mobile kitchen, which means we can set up and cook fresh food at virtually any venue along the Wasatch Front, from mountain lodges in Park City to garden receptions in South Jordan.
2. Guest Count and Event Structure
Your guest count is the single biggest factor in your catering budget. But it is not just one number. Consider whether your ceremony and reception have the same headcount or different totals. Many couples host a smaller seated dinner for ceremony guests and then a larger open-house reception afterward.
Sharing this structure with your caterer early helps them plan staffing levels, food quantities, and service timing accurately.
3. Menu Direction and Dietary Needs
Think about the flow of food across your event. Will you serve appetizers during the cocktail hour while you take photos? Will there be a seated dinner for ceremony guests? Will the reception feature a buffet, food stations, or passed hors d’oeuvres?
You do not need a finalized menu before the consultation. A general direction, such as BBQ, Italian, Mexican, or Thai, gives your caterer a starting point. Our executive chef prepares all food from scratch using fresh, local ingredients, and every menu is customized to fit the couple’s preferences and budget. Dietary accommodations for vegetarian, vegan, gluten-free, and allergy-sensitive guests are handled with the same care as the main menu.
4. Bar Service and Beverage Planning
If you plan to include a bar, estimate how many guests will drink and decide what you want to serve. Options range from a simple champagne toast to a full open bar with cocktails, beer, and wine. A hosted bar with selected drinks is a popular middle ground that controls costs while keeping guests happy.
Have Party Will Travel provides insured, state-certified bartenders as part of our full-service wedding catering packages. Your event planner will help you estimate beverage quantities based on your guest count and event duration.
5. Rental Needs: Tables, Chairs, and Linens
Check what your venue provides and what you need to bring in. Some venues include tables and chairs in the rental, while others provide an empty space. Common rental items for wedding receptions include dining tables, cocktail tables, chairs, linens, glassware, and serving equipment.
Have Party Will Travel handles rental coordination as part of our service, so you do not need to manage a separate rental vendor. We also offer floral design, décor, and themed accents to bring your vision together.
6. Serviceware: China or Disposable?
The choice between china and disposable serviceware affects both the look and the cost of your reception. China creates a more elegant, formal atmosphere, while high-quality disposable options offer convenience and faster cleanup. There is no wrong answer; it depends on your event style, venue, and budget.
Your event planner can walk you through the options and help you choose what fits your reception best.
What If You Do Not Have All the Answers Yet?
If you do not know the answers to all six questions, that is completely normal. Most couples are still working through these details when they first reach out to a caterer. A good wedding caterer does not expect you to have everything finalized; they help you work through each decision step by step.
At Have Party Will Travel, our event planners Colin and Laura walk every couple through the full planning process, from initial consultation to day-of execution. Head Event Manager Mindy coordinates every detail on the wedding day itself, so you and your family can be fully present for the celebration.
Frequently Asked Questions About Wedding Catering
How far in advance should you book a wedding caterer?
Most couples should book their wedding caterer 6 to 12 months before the wedding date. Popular dates during peak wedding season (May through October in Utah) fill up quickly, so earlier is better. Booking early gives your caterer enough time to plan a custom menu, coordinate rentals, and align with your venue’s requirements.
How much does wedding catering cost per person in Utah?
Wedding catering costs in Utah typically range from $30 to $100+ per person, depending on the menu style, service level, and event format. A buffet-style reception costs less than a plated multi-course dinner. Bar service, rentals, and staffing add to the total. Request a custom quote based on your specific event details for an accurate estimate.
What is the difference between a buffet and a plated dinner at a wedding?
A buffet allows guests to serve themselves from food stations, offering variety and a more casual atmosphere. A plated dinner is a sit-down service where each guest receives a pre-selected or chosen entrée, creating a more formal experience. Buffets are typically more cost-effective for larger groups, while plated dinners suit smaller, upscale receptions.
Can a wedding caterer accommodate dietary restrictions?
Yes. A professional wedding caterer should be able to accommodate common dietary needs including vegetarian, vegan, gluten-free, dairy-free, nut-free, and other allergy-sensitive requirements. Share your guest list’s dietary information with your caterer at least three weeks before the event so the kitchen team can prepare with the same quality and care as the main menu.
Start Planning Your Wedding Catering Today
Wedding planning does not have to be stressful. When you walk into your catering consultation with the right details prepared, the process becomes collaborative and even enjoyable. Have Party Will Travel has been helping Utah couples plan unforgettable wedding receptions for over 30 years, with fresh, scratch-made food and full-service event management at any venue.
Contact us today at (801) 269-8400 to schedule your wedding catering consultation.
“Invite Your Guests … We’ll do the Rest!”
