Planning catering for a wedding is one of the biggest decisions you will make during the entire planning process. The food sets the tone for your reception, and your guests will remember it long after the last dance. Whether you are hosting 50 guests or 500, getting the catering right requires careful planning well in advance.
Here is a step-by-step guide to planning wedding catering that keeps your guests happy, your budget intact, and your stress levels low.
Start With Your Guest Count and Budget
Before you contact a single caterer, nail down two numbers: your estimated guest count and your food budget. Most couples allocate 30-40% of their total wedding budget to catering. For a 150-person wedding in the Vancouver area, expect to budget $8,000-$20,000+ for food depending on the style of service and menu complexity.
Get your RSVPs confirmed as early as possible. Caterers price per head, so every extra 10 guests can shift your total by hundreds of dollars.
Choose Your Service Style
The style of service affects cost, flow, and the overall feel of your reception:
Buffet: Guests serve themselves from a spread of dishes. This is the most cost-effective option and works well for casual or semi-formal weddings. It also accommodates diverse dietary needs since guests choose what they eat.
Plated Service: Each guest receives a pre-selected plate brought to their table. This is more formal and requires more staff, but it creates a polished dining experience.
Family Style: Large platters are placed on each table and guests pass them around. This creates a warm, communal atmosphere and works particularly well for Mediterranean and Turkish cuisine.
Stations: Different food stations around the venue let guests mingle and choose from various cuisines or cooking styles. Great for larger weddings with diverse guest lists.
Consider Dietary Needs Early
Dietary accommodations are not an afterthought — they should shape your menu from the start. Common requirements include halal, kosher, vegetarian, vegan, gluten-free, and nut-free options.
If a significant portion of your guest list requires halal food, choosing a halal caterer for the entire menu simplifies logistics and ensures everyone eats the same quality of food. At Last Summer Catering, our entire kitchen and supply chain is halal-certified, which means your halal and non-halal guests all enjoy the same premium menu.
Book Your Caterer 6-9 Months Out
Popular wedding caterers in Surrey and Vancouver book up fast, especially for summer weekends (June through September). Start reaching out to caterers at least 6-9 months before your wedding date. Request tastings from your top 3 choices before making a final decision.
Questions to ask during the tasting: What is included in the per-person price? Do you provide serving staff and equipment? Can you accommodate late-night snacks or dessert service? What is your cancellation policy?
Plan the Timeline
Work with your caterer to build a food timeline that fits your reception schedule. A typical flow looks like this: cocktail hour appetizers as guests arrive, main course served 60-90 minutes into the reception, dessert or cake cutting after speeches, and optional late-night bites for the dancing crowd.
Do Not Forget the Details
Beyond the food itself, make sure you have discussed: table linens, place settings, and serving equipment (some caterers include these, others do not), bar service and beverage pairing, dietary labels at buffet stations, and cleanup responsibilities.
Wedding Catering in Surrey and Vancouver
If you are planning a wedding in Surrey, Vancouver, Langley, Burnaby, or anywhere in the Lower Mainland, Last Summer Catering offers full-service wedding catering with a menu inspired by Turkish and Mediterranean cuisine. From intimate nikah dinners to large reception halls, we handle everything from menu planning to day-of service.
Browse our wedding catering packages, explore our full catering menu, or contact us for a custom quote. We would love to be part of your celebration.