Catering Mistakes Most Couples Make (And How to Avoid Them)
- jennalschlager
- 2 days ago
- 5 min read
Every couple wants their wedding meal to be unforgettable – the kind of food guests rave about long after the last dance. But even the most well-intentioned planning can lead to a few catering missteps. Between balancing budgets, pleasing picky eaters, and managing timing, it’s easy to overlook the small details that make a big difference.
The good news? Most common catering mistakes are completely avoidable with the right insight, planning, and partnership. So, here’s a guide on the most frequent catering pitfalls and how couples can steer clear of them.
1. Waiting Too Long to Book a Caterer
In today’s wedding world, caterers are booking faster than ever. Couples often underestimate how quickly top catering teams get reserved, especially during peak seasons.
Waiting until the last few months to make a decision can mean fewer menu options, higher prices, or even missing out on the preferred caterer entirely.
How to avoid it: Book early. Once a venue and date are secured, the next call should be to the caterer, ideally 9–12 months in advance. Early booking not only locks in a great team but also gives plenty of time for tastings, revisions, and thoughtful menu planning.
2. Ignoring the Venue’s Catering Policies
Here’s a sneaky one that catches couples off guard: not all venues have the same catering rules. Some require the use of in-house catering, while others allow outside vendors for a fee. Overlooking these details can lead to unexpected costs or limited options later in the process.
How to avoid it: Before falling in love with a venue, review the catering policy carefully. If the venue includes catering, ask about menu flexibility and customizations. If outside caterers are allowed, confirm logistical details like kitchen access, serving space, and any additional fees. A five-minute conversation upfront can save hours of frustration later.
3. Not Scheduling a Tasting (or Rushing Through It)
Tastings aren’t just a fun pre-wedding perk; they’re essential for ensuring the food matches the couple’s vision. Yet, some couples skip the tasting to save time or assume what they see on the menu will taste exactly as expected. Others rush through it without providing detailed feedback, which can lead to missed opportunities for adjustments.
How to avoid it: Treat the tasting like a mini event. Take notes, ask questions about portion sizes, and pay attention to presentation. If something feels off, too salty, too spicy, too sweet, say so. A good caterer welcomes feedback and can adjust recipes to taste. This is the moment to make sure every bite on the big day will be perfect.
4. Forgetting About Timing and Temperature
One of the most common (and least glamorous) catering mistakes? Not considering how timing affects food quality. If the dinner service is delayed or photos run long, dishes meant to be hot can cool quickly, and delicate items like salads or seafood can wilt or dry out.
How to avoid it: Work closely with the wedding planner and caterer to create a realistic timeline. The caterer should know exactly when the couple will enter the reception, when speeches begin, and when dinner is served. A professional team will build flexibility into the schedule to ensure food stays fresh and perfectly timed.
5. Trying to Please Everyone
It’s a classic trap: wanting every single guest from the adventurous foodie to the fussy eater to love the menu. While it’s important to consider dietary restrictions and preferences, trying to cater to every possible palate can make the menu feel disjointed and overwhelming.
How to avoid it: Focus on balance, not perfection. A mix of comforting, familiar dishes with a few creative options usually keeps everyone happy. And always include a strong vegetarian or vegan choice; it’s a thoughtful gesture that guests will appreciate. A well-planned menu tells a story, and it doesn’t have to have something for absolutely everyone to be successful.
6. Overlooking the Beverage Plan
Couples sometimes spend hours crafting the perfect meal and then rush through beverage planning. Whether it’s running out of wine mid-dinner or offering a bar that doesn’t match the vibe of the menu, drinks can easily become an afterthought. We love Buffalo Bartenders or The Mobile Bar from Hartman's Distilling-these guys are the pros when it comes to all things cocktail related.
How to avoid it: Coordinate drinks with the food. If the menu includes rich, hearty dishes, pair them with full-bodied wines or bold cocktails. Lighter fare calls for crisp whites, sparkling rosé, or refreshing mocktails. And don’t forget water stations; hydrated guests are happy guests.
7. Not Accounting for Dietary Restrictions Early
Few things are more stressful than discovering last-minute that several guests need gluten-free or allergy-safe meals. Not only does this create extra work for the caterer, but it can also lead to awkward situations at dinner.
How to avoid it: Collect dietary information on the RSVP card or wedding website. Share this list with the caterer at least a month before the wedding, giving them time to plan substitutions and label meals clearly. Today’s caterers excel at crafting inclusive menus, it just takes clear communication upfront.
8. Skimping on Staffing
Even the best food can fall flat if it’s not served well. Understaffing is a common mistake that leads to long buffet lines, delayed courses, and empty drink glasses. Guests notice and it can affect the entire flow of the evening.
How to avoid it: Listen to the caterer’s staffing recommendations. They know how many servers, bartenders, and bussers it takes to keep things running smoothly. Investing a little extra in service ensures guests feel attended to, plates stay clear, and the couple can relax and enjoy their night.
Partner with Professionals
Most catering mistakes don’t come from bad planning; they come from trying to juggle too many details alone. The best way to avoid them is to work with a caterer who understands the flow of a wedding, communicates clearly, and treats the event like their own.
When couples trust their caterer, they gain more than good food, they gain peace of mind. And when everything runs smoothly, from cocktail hour to dessert, guests walk away with full hearts and happy stomachs.
Because at the end of the day, wedding catering isn’t just about the menu, it’s about creating a meal that feels like love, shared around the table.
Be sure to use our trusted checklist when you are interviewing potential caterers. Not sure where to start looking for pro caterers who give your guests the best flavor AND service? Click HERE to check out our Directory
