TL;DR: Most caterers cost $70–$200 per guest all-in (food, staff, rentals, service charge), making catering the single largest line item for most weddings. Book your caterer 9–12 months out, get 3 quotes structured the same way, and confirm exactly what's included before signing.

Direct answer

A wedding caterer is the vendor responsible for feeding your guests — but most also handle staffing, rentals, bar service, and day-of food logistics. For a 100-guest wedding, expect to pay $8,000–$20,000 depending on service style, menu complexity, and whether your venue is full-service or raw space.

The right caterer for you depends on three things:

• Your venue. Full-service venues usually require in-house catering. Raw-space venues (warehouses, parks, backyards) need an outside caterer who handles everything from prep kitchens to trash haul-out.
• Your service style. Plated dinners cost the most (more staff, more china). Family-style and stations land in the middle. Buffets and food trucks are typically cheapest.
• Your guest count. Per-person pricing usually drops slightly above 100 guests but rises sharply for very small weddings (under 40), where minimums kick in.

Practical sections

What a wedding caterer actually includes

A standard wedding catering quote should cover:

• Food — passed apps, dinner, late-night snack if requested
• Service staff — typically 1 server per 15–20 guests, plus a captain
• Rentals — china, glassware, flatware, linens (sometimes a separate line)
• Bar service — bartenders (1 per 75 guests), mixers, ice, glassware
• Cake cutting and service
• Setup, breakdown, and trash removal

If a quote is dramatically cheaper than competitors, one of those line items is almost always missing. Ask.

Typical caterer cost ranges (per guest, all-in)

• Drop-off / buffet: $40–$70
• Standard buffet with staff: $70–$110
• Plated dinner: $110–$200
• High-end plated or multi-course: $200–$400+

Add 20–24% service charge and your local sales tax on top of food and rentals. The service charge is not the gratuity — confirm whether you're also expected to tip staff (usually $50–$200 per server, $100–$300 for the captain).

When and how to book

• 9–12 months out: Start outreach. Peak-season Saturdays book first.
• 6–9 months out: Tastings and contract.
• 60–90 days out: Final guest count, menu lock, dietary accommodations.
• 2 weeks out: Final headcount and seating chart.

Always book a tasting before signing. A good caterer will let you taste your actual menu, not a generic sampler.

Questions to ask every caterer

• What's the staff-to-guest ratio you propose for our event?
• Are rentals, linens, and tableware included in this quote?
• What's your overtime rate if the reception runs long?
• Do you have a backup plan if my chef or captain is sick?
• Are you licensed and insured at our venue?
• What's your policy on dietary restrictions and kids' meals?
• When is the final balance due, and what's the cancellation policy?

Red flags

• No written tasting policy
• Refuses to itemize the quote
• Vague or missing service charge / gratuity language
• No proof of insurance
• Pushes one menu without asking about your guests
• Reviews mention slow service or running out of food

Use the planner to compare quotes

Catering quotes are notoriously hard to compare because every caterer formats them differently. Our vendor comparison tool normalizes three quotes into the same line items — food, staff, rentals, service charge, tax — so you can see the real cost difference.

Compare caterer quotes side by side →

Related pages

• Wedding Vendors Guide
• Wedding Vendor Comparison Tool
• Questions to Ask Wedding Vendors
• Common Wedding Vendor Mistakes
• Wedding Budget Guide

FAQ

How much should I budget for a wedding caterer?

Plan for $70–$200 per guest all-in for full-service catering, including staff, rentals, and service charge. For a 100-guest wedding, that's typically $10,000–$18,000. Catering usually consumes 28–35% of a wedding budget, more than any other category.

When should I book my wedding caterer?

Book 9–12 months before the wedding if you're getting married in peak season (May–October) or on a Saturday. Top caterers in major markets book a year out. Off-season or weekday weddings give you more flexibility — 4–6 months is usually enough.

What's the difference between a caterer and a venue's in-house catering?

In-house catering is included with full-service venues; you can't bring outside food. Outside caterers are required at raw-space venues and give you menu flexibility but require coordinating rentals, kitchen access, and load-in. Outside catering is often cheaper per plate but adds rental costs.

Is the service charge the same as a tip?

No. The service charge (usually 20–24%) covers operational costs and staff wages, not gratuity. Read your contract carefully — some caterers include gratuity, most don't. Plan to tip $50–$200 per server and $100–$300 for the captain on top of the service charge.

Do I need to feed my vendors?

Yes. Photographers, videographers, planners, DJs, and band members who work through dinner expect a vendor meal, typically billed at $25–$45 per person — cheaper than a full guest plate. Check each vendor's contract; many require it. Plan for 4–10 vendor meals depending on your team size.

Can my caterer also handle the bar?

Most full-service caterers offer bar packages, which is usually simpler and cheaper than hiring a separate bartending company. Expect $20–$45 per guest for a standard open bar with beer, wine, and basic spirits, plus bartender labor. Some states require you to provide the alcohol while the caterer provides licensed bartenders.

What if I have guests with dietary restrictions?

Good caterers can handle vegan, gluten-free, kosher, halal, and major allergies — but you need to share the count at least 2 weeks before the wedding. Collect dietary info on your RSVP card. Most caterers don't charge extra for standard accommodations but may add a fee for fully separate kosher or halal preparation.

Sources

• The Knot 2024 Real Weddings Study
• WeddingWire Newlywed Report 2024
• Zola First Look Report 2024
• U.S. Bureau of Labor Statistics — Food Services and Drinking Places

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