Coordinating catering logistics requires careful planning. A clear timeline lets you avoid last-minute scrambles and ensures your caterer delivers exactly what you want. Here’s a suggested schedule to keep things running smoothly.
1. 6-9 Months Out
Research caterers, read reviews, and set up tastings. This window also allows enough time to finalize your menu theme—casual BBQ, multi-course gourmet, or family-style comfort food.
2. 4-6 Months Out
Lock in your caterer and discuss contract details. Finalize menu choices, including any specialty stations like a raw bar or sushi display. Ask about staffing ratios, especially for large guest lists.
3. 2-3 Months Out
Review the service style—buffet, plated, or stations—and confirm your timeline for meal service. If you have multiple courses, ensure you and your planner have set durations for toasts or entertainment.
4. 1 Month Out
Provide your caterer with an estimated headcount. Discuss seating arrangements if servers need to navigate tight spaces. If children’s meals or vendor meals are needed, finalize those details now.
5. 2 Weeks Out
Confirm your final guest count and dietary restrictions. Your caterer will use this number to order ingredients and schedule staff. Last-minute changes can be accommodated, but aim to keep revisions minimal.
By following this timeline, you’ll give your caterer enough lead time to prepare flawlessly. Planning ahead means your wedding meal will be served smoothly, letting you and your guests savor every bite.