Strategies To Cut Wedding Catering Costs Without Sacrificing Fun

Wedding catering can be expensive, and the cost often depends on the number of guests, the type of food and drink, and the location of the wedding. The average cost of wedding catering is $85 per person, but this can vary depending on various factors. For those on a tight budget, there are ways to save money on catering, such as choosing a less expensive menu option, opting for a buffet-style service, or considering a food truck.

Food trucks

First, food trucks typically only provide the food and the truck itself. You may need to hire additional vendors to handle set-up, beverage service, dessert, and clean-up. This can add to your overall costs, so it's important to factor that into your budget. Additionally, food trucks may not be able to accommodate a large number of guests, so you may need to book multiple trucks to avoid long wait times.

Another thing to consider is the type of food being served. Food trucks are great for interactive and creative dishes, but they may not be suitable for more formal or traditional weddings. The food served from a food truck is typically less expensive than a plated meal, but it's important to compare quotes from different vendors to get an accurate idea of the cost.

When booking a food truck, be sure to ask about their limits and what they provide. Find out if they can prepare full meals or only snacks, and how long it will take them to cook the food. Discuss where the food truck will be parked, as this will impact your venue setup.

Overall, food trucks can be a great option for wedding catering, but it's important to do your research and plan accordingly to ensure a smooth and enjoyable experience for you and your guests.

Buffet-style

If you're looking for ways to cut costs on your wedding catering, a buffet-style meal is a great option. It's one of the more affordable service styles, and for good reason: it requires less staff and, therefore, less labour.

• Tacos: these were a hit at one wedding, where virtually every attendee added one to their plate.
• Mini cake shooters: small confections can make a big impression. Offer these in a variety of flavours, such as lemon curd and chocolate truffle.
• Local cuisine: one couple served Italian food at their micro-wedding, including a kale salad, Sicilian-style pizzas, and grilled vegetables.
• Brunch classics: if your wedding is in the morning or early afternoon, offer breakfast foods like casseroles, toasts, frittatas, scrambled eggs, hash browns, grits, and French toast.
• Grazing station: set out crackers, breads, and gourmet cheeses during the cocktail hour.
• Food from your culture: one couple included a grill station with dips, flatbreads, and salads to honour the groom's Middle Eastern and Mediterranean heritage.
• Farm-to-table fare: source your wedding food from local farmers to support your community and ensure the freshest possible meal.
• Two salads: dress them up with decorative vines for some organic flair.

Pick a cheaper venue

Picking a wedding venue is often one of the most expensive parts of planning a wedding. However, there are many ways to save money on your venue. Here are some ideas to help you find a cheaper option:

Opt for a non-traditional venue

Spaces like museums, libraries, schools, community centres, and even Airbnb rentals can be surprisingly affordable options for weddings. These venues often have unique features that can add a memorable twist to your special day.

Choose a venue that's off the beaten path

If you're open to a destination wedding, consider looking beyond big cities like New York and Los Angeles. Venues in smaller towns and rural areas tend to be more affordable.

Keep an eye out for all-inclusive packages

Some venues, like hotels and resorts, offer all-inclusive wedding packages that bundle the ceremony, reception, catering, and even accommodations for the wedding party. These packages can save you money and simplify the planning process.

Be flexible with your date and time

Venue prices can vary depending on the day of the week and time of year. Opting for a weekday wedding or choosing an off-peak season could significantly reduce the cost of your venue.

Pick a venue that suits your guest list

The number of guests you invite will impact the size and cost of your venue. A smaller guest list opens up more affordable options, so consider trimming your list if you're working with a tight budget.

Ask about discounts and negotiate

Don't be afraid to ask venues about any available discounts or promotions. You may be able to get a better deal, especially if you're flexible with your date. It's also worth negotiating on the price and seeing if the venue is open to waiving certain fees.

Combine the ceremony and reception venue

Choosing a venue that can accommodate both the ceremony and reception will save you money on rental fees and transportation costs. Look for spaces with multiple areas or a hall attached, like a legion hall or a church.

Consider a courthouse wedding

Civil ceremonies held at city halls or county clerks' offices are usually very affordable, with fees typically under $100. This option can be a great way to save money and create an intimate atmosphere for your nuptials.

Remember, your wedding venue doesn't have to break the bank. With a bit of creativity and flexibility, you can find a venue that fits your budget and your vision for your special day.

Pick a less popular date and time

Picking a less popular date and time for your wedding is a great way to save on catering costs. Here are some tips to help you do that:

• Opt for a weekday wedding: Choosing a weekday, such as a Friday or Sunday, is a great way to save money on catering and other vendor services. These days are typically less in demand, so vendors tend to charge lower rates.
• Have a morning or afternoon wedding reception: Hosting your wedding at an earlier time of day can also help you save. A brunch or afternoon reception is usually less expensive than an evening reception, as catering costs for dinner are typically higher.
• Choose an off-peak season: The wedding season typically spans from May to October, so consider having your wedding outside of these months. An off-peak season wedding can help you secure better rates from caterers and other vendors.
• Be flexible with your menu: Opt for comfort foods like chicken or pasta instead of gourmet dishes. Familiar favourites are often more affordable and will still make your guests happy.
• Consider a buffet-style service: Buffet-style food service is usually the most cost-effective option. It gives your guests more flexibility, ensures there's enough food, and doesn't require additional service fees for waitstaff.
• DIY your appetizers: Consider creating your own grazing table or charcuterie board for appetizers. This can be a more affordable and customizable option, especially if you have guests with dietary restrictions.
• Design a dessert table: Instead of a large wedding cake, purchase a smaller cake for cutting and photos, and supplement it with a variety of affordable desserts like cupcakes, donuts, or cookies.
• Ask for deals: Some caterers may offer special pricing during the wedding off-season, so don't be afraid to inquire about any promotions or discounts they may have.

Remember, when choosing a less popular date and time, it's important to communicate this clearly to your guests through your invitations. This will help them plan accordingly, especially if they need to take time off work or make travel arrangements.

DIY grazing table

A grazing table is a great way to provide food for your wedding guests without the high cost of traditional catering. It can be used as a replacement for canapes, late-night snacks, or even individual puddings.

Grazing tables are typically made up of meats, cheese, olives, fruits, bread, and dips, but you can get creative and add things like chocolate-covered pretzels, seasonal flowers and decorations, or small sandwiches.

• Choose a location for your grazing table. A sanitized countertop or large table is a great option. You can use butcher paper, parchment paper, or nothing at all as a base.
• Decide on your ingredients. A typical grazing table includes a variety of meats, cheeses, fruits, vegetables, crackers, dips, and nuts. You can also add more substantial items like small sandwiches or pizza.
• Plan your portions. For a group of 40 people, the shopping list provided in the sources should be enough for heavy appetizers or a light dinner. If you are serving a separate meal, cut the list in half.
• Arrange your table. Add height and visual interest by using serving plates, trays, or wood boards. Place bowls for dips and nuts, and don't forget the cheese knives and spoons! Arrange your ingredients in a way that looks appealing, adding height and colour where needed.
• Prepare and time your grazing table accordingly. Remember that cheese can sit out at room temperature for about 4 hours, and most cured meats are okay at room temperature for up to 2 hours.

Frequently asked questions