You’ve set the date, booked your dream venue, and now one of the most exciting (and delicious!) parts of wedding planning begins: choosing your caterer. Whether your venue provides in-house catering or allows you to bring in an outside team, one thing is for sure—understanding what wedding catering includes is essential.
Catering plays a huge role in shaping your guests’ experience. From the first passed appetizer to the final bite of dessert, the food and service set the tone for your celebration. But wedding catering involves far more than just what’s on the menu. It also includes the behind-the-scenes logistics that make your event run smoothly. This might include staffing, rentals, setup, cleanup, and more.
With so many moving parts, it’s important to have clarity from the start. To help you feel confident and informed, we’ve outlined six key components to discuss with your caterer. These talking points will help you compare options and ask the right questions. You will ultimately be able to choose a catering experience that aligns beautifully with your vision, budget, and values.
Whether you’re planning a multi-course plated dinner or a relaxed buffet with food stations, understanding what wedding catering includes will make all the difference as you bring your celebration to life.
1. Menu Planning
One of the first and most exciting steps in working with your wedding caterer is planning your menu. Most professional caterers will schedule a meeting to sit down with you. You’ll talk through your food preferences, guest needs, and the overall style of your wedding. This is your opportunity to craft a menu that reflects your personality, theme, and taste as a couple.
During this planning phase, it’s important to discuss not just what you’d like to serve, but how you’d like it to be presented. Each element of your menu can be served in a variety of ways, and your choices will influence the flow and feel of your reception. Be prepared to talk through the following details:
- Appetizers – Will you have passed hors d’oeuvres during cocktail hour? Or would you prefer a stationary display or appetizer stations for guests to serve themselves? Consider variety, timing, and guest flow.
- Main Course – Decide whether you’d like a plated dinner, buffet-style service, or food stations. Each option has its own vibe—plated is more formal and streamlined, while buffets and stations allow guests more choice and movement.
- Dessert – Beyond the traditional wedding cake, many couples now offer dessert bars, mini treats, or interactive stations like s’mores or doughnuts. You’ll also want to confirm whether your caterer handles cake cutting and plating.
- Late-Night Snacks – These fun, informal bites come out later in the evening and can be a big hit with guests who’ve been dancing. Think sliders, soft pretzels, mini tacos, or breakfast bites—served buffet-style or passed around.
- Dietary Restrictions & Special Requests – Talk about options for vegetarian, vegan, gluten-free, nut-free, or other allergy-friendly meals. A thoughtful caterer will ensure everyone is accommodated without compromising flavor or presentation.
- Vendor Meals – Your photographer, DJ, planner, and other on-site professionals will likely need a meal, too. Ask your caterer about providing simpler vendor meals and how those are coordinated and served.
By taking the time to review each of these areas, you’ll ensure a smooth dining experience that caters to all your guests while staying true to your personal tastes and event style.
2. Servers
An essential part of your catering service—and one that often goes unnoticed—is the team of servers working behind the scenes to ensure everything runs smoothly. A quality caterer will provide a trained staff based on your guest count and the style of meal you choose.
The number of servers you’ll need depends largely on your service style. Plated dinners typically require more staff, as each course is served directly to each guest. Buffet-style meals or food stations may require fewer servers, but you’ll still need staff to manage food stations, assist guests, refill dishes, and clear plates.
Beyond food service, catering staff often handle additional responsibilities such as:
- Clearing and resetting tables
- Dishwashing
- Trash and recycling management
- Coordinating timing with your planner or DJ to keep the evening on schedule
Experienced servers can significantly elevate your guest experience with friendly, professional service that’s attentive yet unobtrusive. Be sure to ask your caterer how many staff members they typically provide, what roles they cover, and if any additional staff (such as bartenders or attendants for dessert stations) are required.
3. Linens
As Karyn—Drumore Estate’s owner and catering guru—always says, “Linens are the jewelry of your reception.” The right linens can completely transform the look and feel of your event, tying together your color palette, décor, and overall aesthetic.
Some caterers include basic linens as part of their packages. Others may charge an additional fee—or leave linens entirely up to the couple. It’s also important to note that not all linens are created equal. Standard options may include basic polyester tablecloths and napkins in limited colors, while premium upgrades might offer luxe textures, custom colors, and specialty fabrics like satin, velvet, or lace.
If you’re envisioning elegant tablescapes or a cohesive design theme, be sure to:
- Ask what linens are included in your package
- Request to see color swatches or samples in person
- Clarify what’s available for upgrades (runners, overlays, chair sashes, etc.)
- Confirm who is responsible for setup, breakdown, and laundering
Thoughtful linen choices elevate your reception space and create a polished, cohesive look your guests will remember—right down to the smallest detail.
4. Serviceware
When planning your special day, it’s important to clarify what wedding catering includes—especially when it comes to the types of serviceware provided. This refers to all the flatware, china, glassware, and serving pieces needed to bring your meal presentation to life.
Most caterers will have a standard stock of essentials—plates, forks, knives, water glasses, and wine goblets—but it’s worth asking if their collection can accommodate your guest count and any specialty service needs. For example, if you’re planning a champagne toast, you may need to rent flutes separately. If your menu includes specialty cocktails or multiple dessert items, you might require additional or unique pieces not normally included in the base package.
Here are a few helpful questions to ask your caterer:
- Is all standard serviceware included in the proposal?
- Will we need to rent extras for our guest count?
- Can we upgrade to specialty china or glassware?
- Do you provide serving utensils and buffet equipment?
Making sure you understand what wedding catering includes. Whether your caterer provides or sources the appropriate serviceware—helps keep your event running smoothly and your tables looking beautiful from the first course to the final toast.
Photo by Elizabeth Moore Photography
5. Bar
Bar service is one of the most customizable (and sometimes complex) elements of your wedding catering. It depends not only on the type of alcohol you want to serve but also on your venue’s licensing and policies.
Some venues require you to use a licensed bar service or provide the alcohol through them, while others allow you to bring your own beverages and hire licensed bartenders separately. Your choices will affect both your budget and your bar experience. It’s important to clarify the options early in your planning.
Here are key questions to ask your caterer or venue about bar service:
- Can we bring our own alcohol?
- Do you provide licensed bartenders?
- Can you craft our signature cocktail?
- Can we offer a full bar (beer, wine, and liquor)?
- Is beer on tap available, or can we bring a keg?
- Will the bar remain open during dinner?
- Can we host a champagne toast, and are flutes included?
You’ll also want to confirm who handles setup, service, and cleanup, as well as what barware (glasses, napkins, mixers, etc.) is included. Whether you’re planning a relaxed beer-and-wine offering or a sophisticated cocktail experience, clear communication with your caterer will ensure a smooth and enjoyable bar service your guests will love.
6. Additional Questions to Ask
Every caterer operates a little differently, so it’s important to ask the right questions to understand exactly what wedding catering includes—and what’s not. Beyond the basics of food and service, these details can help you avoid surprises and ensure your caterer aligns with your expectations.
Here are a few important questions to bring up during your consultation:
- Can we create a fully custom menu, or do we choose from a set menu?
Some caterers offer fixed packages, while others specialize in creating bespoke menus based on your tastes, theme, or cultural traditions. - Do you use fresh, local, and seasonal ingredients?
This is a great way to enhance flavor and support local farms or artisans. It can also affect pricing and availability. - Are you licensed and insured to cater events?
A must-ask question to ensure they meet local health and safety regulations—especially important for venues that require proof of insurance. - What happens to the leftover food after the wedding?
Will the caterer box up leftovers for you to take home, donate them, or dispose of them? It’s best to know their policy ahead of time. - Do you offer tastings, and is there a fee?
Many caterers host group tastings or offer private tastings for an additional charge. This is your opportunity to sample the food and finalize your menu.
Asking these questions early will give you peace of mind. It will help you build trust with your catering team and ensure that your wedding meal is every bit as memorable as the rest of your celebration.
Everything You Need, All in One Place
As you can see, there’s a wide range of possibilities when it comes to what your wedding catering. The best approach is to ask thoughtful questions, understand your options, and decide what matters most to you and your guests. Once you’ve gathered all the details, you’ll have a clear picture of what’s included. You also have an understanding of what you may want to customize. From there, you can confidently choose your menu, attend a tasting, and move on to the next exciting steps of wedding planning.
At Drumore Estate, we’re committed to making your wedding day both unforgettable and stress-free. That’s why we proudly serve as your “one-stop shop” for everything you need to celebrate in style. Our all-inclusive packages feature an experienced Event Planner/Facilitator, a dedicated Event Manager, and essential rentals like tables, chairs, linens, china, and more. This is all thoughtfully provided to simplify your planning process.
We handle all the setup and tear-down, so you and your loved ones can focus on enjoying the moment. And if you’re dreaming of something extra special, we offer a variety of custom lighting and décor enhancements to help bring your vision to life with ease and elegance.
Our in-house catering team is equally passionate about crafting an experience to remember. From buffets and food stations to plated dinners and cocktail receptions, we offer flexible options to suit every style. We’re happy to accommodate dietary needs and specialize in custom menus made with care. Join us at one of our annual group tastings, or schedule a private tasting by appointment.
Let us help you design a wedding celebration that’s seamless, stunning, and completely you.