Planning your wedding means making hundreds of decisions. The catering choice might be the most important one – your guests will remember great food long after the flowers fade.
I’ve catered weddings from intimate 20-person gatherings to 200-guest celebrations across Southern California. Here’s what I’ve learned works.
1. Set Your Catering Budget Early
Before you fall in love with a menu, know what you can spend. Wedding catering typically runs 25-35% of your total budget.
Share this number with your caterer right away. We can design a menu that fits your budget. Whether that means fewer passed appetizers or a buffet instead of plated service, we can make it work. Honest numbers help us create something beautiful within your reality.
2. Get Your Guest Count Right
Send invitations early and track RSVPs closely. Your headcount drives everything. From the food quantities to staffing needs and music, this needs to be considered at the very beginning of planning your wedding.
Even a 10% swing changes the plan. We need accurate numbers at least two weeks before your date to source ingredients from our local farms and prepare properly.
3. Take Dietary Needs Seriously
Your college roommate’s gluten intolerance matters. So does your uncle’s vegetarian lifestyle and your cousin’s shellfish allergy.
Collect this information with your RSVPs. We build dietary accommodations into the menu from the start. Everyone deserves food that’s thoughtfully prepared, not just “safe to eat.”
4. Never Skip the Tasting
This is where you’ll taste what your guests will experience. Schedule it 2-3 months before your wedding.
Come hungry. Come with your partner. Bring your parents if they’re involved in decisions. We’ll walk through each course, adjust seasonings, and refine the menu until it feels exactly right. There’s usually a cost associated with this, hence tip #1, set your catering budget early.
The tasting also shows you our execution standards. You’ll see how we plate, present, and serve.
5. Build Your Menu Around the Season
Southern California gives us incredible ingredients year-round. But strawberries taste different in June than December. Stone fruits peak in summer. Citrus shines in winter.
I source from local farms I’ve worked with for years. Armstrong Ranch, JR Organics, and others across Orange and Riverside Counties. When you build your menu around what’s actually in season, every bite tastes better. Your guests notice the difference.
Learn more about our approach to wedding catering and how we customize each menu.
6. Plan Drinks That Match Your Style
Your bar should reflect your taste, not a generic package. We’ve done everything from signature craft cocktails to simple wine-and-beer setups.
Consider offering a welcome drink when guests arrive. It sets the tone and keeps people happy during photos. Make sure you have creative non-alcoholic options as well, not just soda and water.
We can coordinate with bartenders who understand timing and service flow.
7. Confirm Your Venue’s Catering Rules
Some venues have kitchen restrictions. Others require specific insurance or permits. A few have preferred vendor lists.
Ask these questions before you book anything:
- Can we use any caterer or only approved vendors?
- What kitchen equipment is available?
- Are there noise restrictions or time limits?
- Who handles setup and breakdown?
I’ve worked in hundreds of Southern California venues. These details matter for smooth execution.
8. Create a Detailed Day-of Timeline
Your caterer needs to know when cocktail hour starts, when you’re cutting the cake, and when the venue requires breakdown.
We’ll build our timeline around yours. Coordinating with your photographer, DJ, planner (which we do as well), and all participants of the event. This prevents cold food, rushed service, or gaps where guests are waiting.
Good timing means your guests stay engaged and well-fed throughout the celebration.
9. Remember That Presentation Matters
You taste with your eyes first. Beautiful plating and thoughtful presentation make every dish more memorable.
We think about how food looks on the plate, how the buffet flows, and how servers present each course. These details add polish without adding pretension.
Your wedding should feel special, and the food presentation plays a big part.
10. Communicate Everything Clearly
Tell me about your vision. Share your concerns. Ask questions until you feel confident.
I’ve learned that great catering starts with great communication. The couples who have the smoothest weddings are the ones who told us exactly what mattered to them. Whether that’s accommodating their grandmother’s dietary needs or making sure the groom’s favorite dessert is on the menu, we want to make sure we covered everyone’s needs.
If something changes or you think of a new detail, reach out. We’re here to adapt.
Your Wedding Deserves More Than Generic Catering
You’re planning one of the most important celebrations of your life. Your food should reflect that significance with ingredients sourced from local farms, menus customized to your story, and execution backed by a decade of experience serving everyone from intimate family gatherings to championship athletes.
Ready to start planning your menu?
Schedule a free wedding consultation with Chef Bill Blackburn. We’ll discuss your vision, walk through seasonal options, and create a custom proposal that fits your style and budget.
Let’s create something your guests will talk about for years.