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How to plan wedding catering and the menu

3 min read

Begin with a realistic guest count, the venue's catering rules and the function's timetable. Build a manageable menu, taste the proposed dishes, ask exactly what the per-head quote includes and agree how final numbers, service and leftovers will be handled.

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Estimate guests before choosing dishes

Combine both families' lists and remove duplicate households. Separate invited guests from confirmed attendees and ask how the caterer counts children, vendor meals and late additions. Do not turn every uncertain invitation into a guaranteed meal without discussing the budget. Agree the deadline for final numbers and who may approve a change.

Set a food allocation in the wedding budget

Choose a menu structure that suits the function

There is no compulsory menu for a mehndi, baraat or walima. Family and regional customs differ, and venue rules may affect what can be served. One practical structure is a main dish or dishes, rice or bread, suitable accompaniments, drinking water and dessert if wanted. A shorter menu can be easier to coordinate than many dishes with different service needs.

  • For a mehndi, consider how food service fits around activities and guest movement.
  • For a baraat, coordinate the meal with arrival and the venue's cut-off time.
  • For a walima, plan for the confirmed guest list and the chosen lunch or evening schedule.
  • Ask about vegetarian needs, allergies and other dietary requirements without promising a dish is safe before checking.

Match service to the walima planning guide

Taste and ask how food will be served

At a tasting, discuss portion sizes, spice levels and whether the same recipes will be used for your event. Ask who manages food preparation, transport and temperature control. Check how buffet queues will be arranged and whether guests who need assistance can be served at their seats. If allergies are involved, ask about ingredients and cross-contact; do not assume a separate label solves every risk.

Understand the per-head quote

Costs vary by city and season. Ask whether the quoted figure covers serving staff, crockery, water, drinks, setup, transport and cleanup, and request any service charges or applicable taxes separately. Clarify the minimum commitment, how extra guests are counted and whether unused portions affect the bill. Compare the same menu and service level across quotes rather than just the lowest headline number.

  • Confirm the final headcount deadline and payment schedule.
  • List substitutions that require your agreement.
  • Record arrival, setup, meal start and clearing times.
  • Name one family contact who can approve changes.

Plan leftovers before the event

Ask who owns any remaining food and who can pack it. Discuss containers and prompt collection with the caterer, including whether the food can be handled and stored safely. Avoid leaving cooked food out while deciding what to do with it. If considering donation, first check what a receiving organisation can accept and arrange safe handling; do not assume every leftover can be redistributed.

Frequently asked questions

How many dishes do we need for a wedding?

There is no fixed requirement. Choose a menu that fits your guests, budget, service capacity and family preferences, while checking any venue or local restrictions.

What should a per-head catering quote include?

Ask for an itemised explanation of food, staff, tableware, water, setup and cleanup, plus any additional charges. Packages differ, so get the inclusions in writing.

Can we send leftovers home with guests?

Discuss this beforehand with the caterer and confirm safe packing, transport and storage arrangements. Do not offer food that the team cannot confirm has been handled safely.

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General information only, not legal, financial or religious advice.

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