Money as a couple: How to plan a wedding catering budget

How do you plan a wedding catering budget?

Start with your guest list and the cost per head, then add drinks, the evening food and service charges. Catering is often one of the biggest wedding costs, because every extra guest adds to it. The style of food you choose, from a plated meal to sharing platters to street food, makes a big difference too. Deciding on a style early helps you compare caterers fairly.

How much does wedding catering cost?

Here's a worked example for 60 guests, in round numbers that work in any currency:

In this example, a plated three-course meal at about 80 a head costs 4,800. A buffet or sharing platters at about 50 a head costs 3,000. Food trucks or street food at about 40 a head cost 2,400. Your own prices depend on the caterer, the menu and where you live.

Which menu styles cost less?

• Plated meals usually cost the most, with more staff and courses
• Buffets and sharing platters often cost less and feel relaxed
• Food trucks or street food can be fun and good value
• Afternoon tea or canapés suit daytime weddings and cost less than a full meal
• Family-style dishes on each table encourage sharing and need fewer staff

Choosing seasonal, local ingredients and simpler dishes also keeps costs down. Ask caterers for menu options at different prices. A tasting session helps you choose dishes that are both affordable and delicious.

Fewer courses

Two courses instead of three, or using the wedding cake as dessert, saves money without guests feeling short-changed.

What about drinks?

Drinks can cost as much as food. A welcome drink, wine with the meal, a toast and an evening bar add up quickly. Ways to save:

• Limit the drinks package to a welcome drink and wine with the meal
• Have a cash bar in the evening, where guests buy their own
• Bring your own drinks, if the venue allows, and check corkage charges
• Serve a signature cocktail or punch instead of a full bar
• Skip champagne for the toast and use whatever's already poured

Asking the venue or caterer what's included in a drinks package, and how many drinks per guest they plan for, avoids paying for more than you need.

Do you need evening food?

If you have more guests in the evening, or the day runs late, some evening food is nice. It doesn't need to be expensive: pizza, a cheese table, bacon rolls or a dessert table can all work. If guests have had a big meal, many won't eat much later. Ordering for about two-thirds of your evening guests is a common way to avoid waste.

Hidden costs to plan for

Service charges, staffing, crockery and cutlery hire, cake cutting fees and tax can add a lot to the menu price. Ask for a full quote, including everything, and compare like with like. Check what happens to leftover food and whether you pay for guests who don't turn up.

Guest numbers

Final guest numbers are usually due a few weeks before the wedding. Every guest you don't invite saves the full cost per head, which is why the guest list is the biggest lever on catering costs.

Dietary needs

Ask guests about dietary needs early. Caterers can usually adapt a menu at no extra cost if they know in advance, but last-minute changes may be charged. A menu with plenty of naturally vegetarian dishes often suits more guests and can cost less.

Can friends and family help?

For smaller weddings, some couples ask relatives to cook or bake as their gift, or host a potluck-style reception. It saves money and feels personal, but make sure helpers aren't overwhelmed on the day. How to host dinner on a budget has ideas for feeding a group.

How do you save for catering?

Divide your catering budget by the months until the final payment and set that aside each month. Caterers often ask for a deposit and the rest close to the date. A sinking fund keeps it separate, and the wedding budget helps you see how catering fits the whole day.

How do you track catering costs in Wealtie?

Add a savings account for the wedding and move money into it as a transfer, which isn't counted as spending. Log deposits and final payments in an events line in your expense categories, and keep a limit in the budget tracker for everyday spending.