How Far in Advance Should You Book a Wedding Caterer?

Planning your wedding catering can feel like a daunting task, especially when you’re balancing budgets, guest lists, and venue policies. How early should you book? What happens if your caterer cancels at the last minute? In this guide, we’ll answer all these questions and more, ensuring your wedding catering is stress-free and delicious. So, let’s jump right in, how far in advance should you book a wedding caterer?

At a minimum, a caterer should be booked at least 12 months in advance to avoid any disappointment, especially if your wedding falls in peak wedding months (June-August). If you’re having a winter wedding, you may be able to get away with booking a caterer 6-9 months in advance. But, the earlier the better!

Read on for advice on booking catering in advance, if you may be subject to an advanced booking fee, and what to do if your caterer has cancelled on you at the last minute…

 

What Do You Need To Have Organised Before Booking Caterers?

Even if you have a good idea as to which type of food you’d like for your big day, or even a specific caterer in mind, you can’t book them without getting other parts of your wedding planning in order first. Before you approach a wedding caterer, ensure you have:

• A confirmed guest count
• An idea of any allergies & dietary requirement 
• Your venue booked (and that you understand any policies regarding outside catering – as some places don’t allow it)
• A rough schedule of your day in mind
• An approximate budget in mind for food

By having these key details ironed out before booking a wedding caterer in advance, you’ll save any unnecessary back and forth emails between you and other vendors/guests.

If you’re looking for more information on the costs associated with wedding catering, and tips for feeding your guests on a budget, read our helpful blog – How Much Does Wedding Catering Cost?

How Far in Advance Should You Book Wedding Caterers?

There isn’t really a right answer here. If you already have your venue, guest count, and budget set aside (go you!), then there is no reason as to why you couldn’t get it booked as soon as possible. Especially if the caterer you’re going with is quite popular amongst brides and grooms in your area.

However, as a general rule, you should book your caterer at least 12-18 months before your wedding day. Wedding caterers, especially during peak wedding season (June-August), tend to get booked up quickly. By securing your caterer early, you’ll have peace of mind and more time to collaborate on the perfect menu for your big day.

If you’re planning a wedding during an off-peak season or midweek, you may have more flexibility with timing. However, the off-peak wedding season may not actually be off-peak if your chosen catering company also deals with other events like corporate dos, private parties, or Christmas functions, so keep this in mind.

Regardless, the sooner you book, the better your chances of getting your first-choice caterer!

 

Do Wedding Caterers Charge You For Booking in Advance?

This depends entirely on the caterer. Some caterers may not charge an upfront fee for booking in advance but could include clauses in their contracts that allow for price adjustments. For instance, a caterer might specify that the cost of your booking could increase by a certain percentage (e.g., 5%) if there’s a significant rise in inflation or ingredient costs before your event.

The likelihood of such increases grows the further in advance you book. For example, if you secure a caterer two years before your wedding, there’s a higher risk that economic factors or market conditions could lead to increased costs compared to booking closer to your date. Some caterers absorb the cost, and don’t charge anything to book in advance.

Here’s How We Do It

Here at Savery Grazing, we charge something called an advanced booking fee. To ensure that there are no surprise costs further down the line. This is a cumulative 2% fee for every 6 months your catering is booked in advance. Here’s how it works:

• 6 months in advance: 2% of £1000 = £20
• 12 months in advance: 2% of £1020 = £20.40
• Total Advanced Booking Fee: £40.40

This approach benefits both you and us. By booking early, you lock in the price and gain peace of mind knowing your invoice won’t change, even if prices rise. For us, the fee helps offset potential increases in future costs, ensuring we can continue to provide exceptional service on your big day.

What To Do if Your Wedding Caterer Has Cancelled

First of all – don’t panic! Thousands of weddings happen every year, and it’s not uncommon for a few of those unlucky couples to experience vendors getting ill, unreliable vendors accidentally double-booking, or adverse weather conditions that mean certain vendors can’t get to you. 

Here are a few alternatives to try if your wedding caterer has cancelled on you on the run up to your special day:

Ask Your Venue To Provide in-House Catering

If your wedding venue has a restaurant or culinary team, you probably are already aware of their in-house catering services. This should be your first port of call if your external caterer has cancelled on you. 

Your venue should be able to provide a sit down service at the last minute, as well as canapes, evening food, and your morning breakfast. Plus, you know that they have plenty of experience catering to a large group of people, so you are unlikely to be let down again.

Ring Around Other Local Caterers

Reach out to other local catering companies in your area as soon as you learn about the cancellation (ideally by phone, as email can take a few days of back and forth!). Smaller or family-run caterers might be more flexible with last-minute bookings and could save your special day. Be aware, however, that you may have to be more open to menu changes or a slight change in cuisine depending on who’s available.

Don’t forget to check with food trucks or mobile caterers – they may have availability and can provide a fun, casual vibe for your reception.

Order Restaurant Catering

Many chain restaurants, and even some fast-food chains, can cater for you in a pinch, sometimes with as little as 24-48 hours notice. You will likely have to send someone to collect the food before dinner time comes, but sometimes the restaurant can deliver, so make sure to ask when booking.. 

Whilst it might not be a traditional wedding meal, this option ensures your guests are well-fed, and the food will likely be delicious! If you’re in the UK, here’s what we’d recommend: 

• Pret A Manger
• Nandos
• Ottelenghi
• Subway
• Barburrito

For my US friends, here are some popular chains that offer catering services:

• Olive Garden
• Chick-Fil-A
• Chipotle
• Panera Bread
• Wagamamas

Lean on Pre-Packaged or Supermarket Options

Many supermarkets offer catering or large-quantity pre-packaged foods. Stores like Marks & Spencer or Sainsbury’s in the UK and Costco in both the UK and US have extensive options for platters, finger foods, and even desserts that can be served with minimal prep work.

Worst Case Scenario – Team Up With Some Family Members!

If you really can’t find any alternative catering solutions, it’s time to call in the troops! AKA, mums, dads, grandparents, friends – anyone who is willing to help. Organise a potluck-style meal where everyone contributes a dish. Or, if your guest count is on the smaller side, have one or two people team up to create a huge batch of things like chilli con carne, curry, pasta, and other dishes that will easily feed a crowd.

It’s not ideal, but it’ll certainly create a memorable and heartwarming experience for everyone involved. Pair it with a self-serve bar, and your guests will still have a wonderful time!

 

Outside Caterers in Sheffield & The Peaks

If you’re looking for professional outside caterers for your special day, we’d love to help. With extensive experience in weddings, parties, corporate events, and much more, we’ve helped hundreds of customers plan their dream wedding day food. 

At Savery Grazing, we specialise in creating stunning grazing tables, platters, and bespoke menus that cater to a wide range of tastes and dietary requirements. Get in touch with our team today!

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