Caterers And Wedding Invites: Who To Invite?

Wedding planning can be stressful, and there are a lot of details to consider, from the invitations to the food. One question that often comes up is whether to send wedding invitations to vendors such as caterers, photographers, and DJs. While it's not necessary to do so, some couples choose to send invitations to their vendors if they have extras. This can be a nice gesture, especially if the vendor is a friend or acquaintance. However, it's important to be clear about whether they are invited to stay for the reception or simply to complete their wedding-related tasks. Confusion may arise if they interpret the invitation as an invitation to celebrate with you after their work is done.

Should I send my caterer a physical invitation or a digital one?

When it comes to wedding invitations, there are a few options to consider. The traditional approach is to send physical invitations, which can be mailed to your caterer and other vendors. However, it is important to note that this is not necessary and may even cause confusion among your vendors. If you have extra invitations, it can be a nice gesture to send them to your vendors as a reminder and a way to make them feel included in the celebration. Alternatively, you can provide your photographer with a copy of the invitation to capture detail shots or include it in your wedding album.

On the other hand, digital invitations are becoming increasingly popular, especially for couples who prioritize eco-friendliness. While it may not align with traditional wedding invitation etiquette, it is ultimately a personal preference. If you choose to send digital invitations, it is essential to consider your guests' comfort with technology and provide alternative options for those who may be less tech-savvy.

When deciding between a physical or digital invitation for your caterer, there are a few factors to keep in mind. Physical invitations can add a personal touch and be a memorable keepsake. They also allow you to include intricate designs, lettering, and wording that reflects your wedding theme and style. However, they may be more costly and time-consuming, especially if you opt for additional finishes such as calligraphy, deckling, foiling, or wax seals.

In contrast, digital invitations offer convenience and flexibility. They can be designed and customized easily, and you can include interactive elements such as a wedding website or RSVP option. Digital invitations are also more environmentally friendly, as they eliminate the need for paper and printing. Additionally, they can be more cost-effective and simplify the process of collecting RSVPs.

Ultimately, the decision between a physical or digital invitation for your caterer depends on your personal preferences, budget, and the level of formality you wish to convey. Both options have their advantages and can effectively convey the necessary information. Consider your wedding theme, guest list, and time constraints to make the best choice for your special day.

When should I send my caterer the wedding invitation? (6-8 weeks before the wedding)

When should I send my caterer the wedding invitation? 6-8 weeks before the wedding.

It's important to give your wedding caterer enough notice about your upcoming nuptials, and the general rule of thumb is to send invitations 6-8 weeks in advance. This gives your caterer plenty of time to prepare and plan for your big day. It's also a good idea to include some extra details in your invitation suite, such as the appropriate attire for guests, a map to the event location, accommodation options, and any other wedding-related activities.

While it's not necessary to send a separate invitation to your caterer, it can be a nice gesture, especially if you have a good relationship with them. It can make them feel valued and appreciated, and it also ensures that they have all the information they need in one place.

Keep in mind that the 6-8 week timeline is just a guideline, and there may be situations where you need to send invitations earlier or later. For example, if you're having a destination wedding, it's recommended to send invitations 2-3 months in advance to give your guests more time to plan their travel. On the other hand, if you're having a more intimate wedding with mostly local guests, you might be able to send invitations a bit later, around 4-6 weeks in advance.

Ultimately, the most important thing is to communicate clearly and directly with your caterer and other vendors to ensure that everyone is on the same page and has the information they need to make your wedding day a success.

What if my caterer doesn't RSVP?

It is not necessary to send your caterer a wedding invitation. However, if you have extra invitations and want to send one as a nice gesture, you can.

If your caterer doesn't respond to your RSVP, try to contact them through other means, such as calling, texting, or emailing. If you still don't receive a response, it is important to give them a deadline by which they should respond. Inform them that if you don't hear back from them by a certain date, you will assume they are not attending. This will allow you to finalise your plans with a clear headcount. It is crucial to remain polite and calm during this process, even if it is frustrating.

• Send a gentle reminder: Contact your caterer via email or text, politely reminding them of the RSVP deadline. This can be done about a week before the due date.
• Follow up with a phone call: If you still haven't received a response by the deadline, give them a call. This shows that you are serious about needing a headcount for your wedding plans.
• Set a final deadline: Inform the caterer that if you don't hear back from them within a certain timeframe, you will assume they are unable to attend. For example, you could give them 48 hours to respond.
• Assume they are not coming: If you still haven't received a response after your final deadline, it is safe to assume that they are not attending. You can send a final text message informing them of this and wishing them well.
• Finalise your plans: With the caterer's non-response, you can finalise your headcount and make the necessary arrangements for your wedding. It is important to have a clear idea of the number of guests to ensure enough meals, chairs, and other logistics are in place.

Should I include my caterer in other wedding-related activities?

It is not customary to invite your caterer to other wedding-related activities. However, if you have extra invitations and would like to extend an invitation as a token of your appreciation, you may do so.

It is important to note that inviting your caterer may cause confusion, especially if they are not friendors (friends who are also vendors) and are not expected to attend as guests. If you choose to invite your caterer, it is a good idea to clarify that they are only invited to stick around and celebrate after their wedding-related tasks are complete.

Additionally, if you plan to include your caterer in other wedding-related activities, it is essential to consider their availability and whether their participation will impact their ability to perform their catering duties effectively. It is also worth noting that including them in these activities may incur additional costs, which should be discussed and agreed upon in advance.

Ultimately, the decision to include your caterer in other wedding-related activities is a personal one and should be based on your relationship with them and the specific circumstances of your wedding.

Should I invite my caterer to stay for the reception?

There are a few things to consider when deciding whether to invite your caterer to stay for the reception. On the one hand, it might be nice to show your appreciation for their work and include them in the celebration. It could also be a good opportunity for them to network with other vendors and potential clients. However, on the other hand, there are a few potential downsides to consider.

Firstly, it is important to remember that your caterer is a professional who is being paid to provide a service. They may prefer to focus on their work and ensure that everything runs smoothly, rather than joining the festivities. Additionally, if you invite your caterer as a guest, you may feel obligated to provide them with the same level of hospitality as your other guests, such as offering them food and drinks. This could create extra work and expense for you.

Another thing to keep in mind is that your caterer may not want to stay for the reception, especially if they have other commitments or prefer to maintain a professional distance. Including them in the guest list without prior discussion could put them in an awkward position. Therefore, it is essential to communicate your intentions clearly and respect their decision.

Finally, consider the practical aspects of inviting your caterer. If they are working alone or with a small team, stepping away from their duties to enjoy the reception may not be feasible. They may need to supervise their staff, ensure food is prepared and served on time, and handle any last-minute issues that may arise.

In conclusion, while it may be a kind gesture to invite your caterer to stay for the reception, it is not necessary. Ultimately, the decision depends on your relationship with the caterer, the dynamics of your wedding, and their professional preferences. If you do decide to extend an invitation, be sure to do so in a way that doesn't put pressure on them to accept, and respect their choice either way.

Frequently asked questions