If you have any experience of wedding catering at all, you know how quickly the cost can spiral out of control. Fear not soon-to-be newlyweds! For I am here to address your concerns and to offer insider tips on how to save on your wedding day. So let’s dive into the world of wedding catering and explore ways to make the feast magnificent without breaking the bank!
Food is a central part of a wedding celebration. People come for the joy but stay for the food! I have been to many many weddings and in my opinion, the quality of the food can make or break the event. I even remember a wedding I attended where the catering was below average and it wasn’t lost on the guests. In fact, it was the main topic of conversation for weeks after. Something you do NOT want your wedding day remembered for.
The food you serve can set the tone for your entire reception. It’s a memorable part of the day and it is key for a wonderful experience celebrating the couple in question. It will definitely leave a lasting impression on guests. Throughout my career of supplying catering equipment to wedding venues, the most memorable weddings are those where the food compliments the personality of the couple and the theme of the wedding.
Your menu choices can play a big role in the big day. Are you fun-loving? Maybe some food stations would work. Are you more elegant and refined? Maybe a plated dinner would suit you more. You need to find a balance between your budget and your vision.
For instance, one of my catering clients once worked with a couple who were big on travelling. So they created a menu of several of their favourite dishes that they had tasted whilst abroad. It was a hit with their guests, but also unique and specialized to them.
Amazing food can extend your celebration. I have seen firsthand how a well-planned menu can keep guests lingering over coffee and cake, chatting to their neighbours and laughing with strangers. These are the moments that create lasting memories.
I remember a wedding in detail, that served tayto on bread later on in the evening. There were a lot of Americans attending that had never tasted the sandwiches before. They were a big hit and distinctly and uniquely irish!
Now, let's get down to the nitty-gritty. Here are some tried-and-true ways to keep your catering costs in check without skimping on quality.
Looking for money savers? Look no further. One of the big ones I've seen is choosing a venue that caters outdoors. This can save quite a few pennies. I actually once supplied catering equipment to a couple who saved a whopping 40 per cent just by choosing a blank canvas venue and bringing their own caterer.
It is important to note, however, when you’re considering outside catering:
Another way to cut costs (though unpleasant) is to reduce the guest list. Remember, you are paying for each of your guests' meals. My advice would be to be ruthless. Do you really need to invite your second cousin twice removed?
Here’s a strategy that works well:
Buffets will again save more money than plated dinners. It means that you don’t need as much staff as people can just help themselves. It’s more of a relaxed atmosphere. There can be lovely buffet setups that are just as elegant as plated dinners but a lot less costly.
Tips for Buffet:
Choose seasonal, local ingredients as they can also lower your costs. I’ve worked with many caterers who swear by this approach. It is more cost-effective PLUS the dishes are delicious and flavourful.
For instance, if you are having a summer wedding, you might have berries and grilled vegetables on the menu. A winter wedding might have more hearty food such as vegetables, turkey and ham.
I know what you are thinking; disposable dinnerware? I want my wedding to be elegant! What’s elegant about paper plates?! But hear me out. Modern disposable dinnerware can be elegant and eco-friendly. Using bamboo plates or biodegradable cutlery can look beautiful and elegant and can also save a lot of money on rentals.
Eco-friendly disposable options include:
If you are looking to save money on weddings, I would avoid the open bar. This can be a huge expense. Maybe limit the bar to beer, wine and a cocktail. For appetizers, quality over quantity. I have attended several events where there is only a choice of two or three appetizers and the guests were happy enough until dinner.
Bar-saving tips:
Chicken and pork tend to be cheaper than beef or seafood. Then for dessert, you could have a small decorated cake for cutting and sheet cakes to serve guests. This could potentially save you hundreds and the guests would be none the wiser!
Entree ideas:
Be honest with yourselves from the get-go. What is your wedding budget? Even if you ask caterers for their advice, they can often give you tips on how to work within your budget. Experienced caterers have likely worked within a budget before and could offer creative solutions.
When talking about your budget:
Here are a few more ideas to stretch your catering budget:
Food trucks can be a lot of fun! A bonus is that most of the time, they are also cost-effective.I’ve supplied equipment to many food truck weddings and they have been celebrated and enjoyed by guests.
Food truck benefits:
Is that five course meal really necessary? Perhaps a three course dinner would suit you better (and it would certainly suit your wallet better)
Sample three course menu:
Plant Based menus can be a lot cheaper than dinners with meat. They are also more environmentally friendly.
Vegetarian menu ideas:
Good for the environment and incredibly delicious!
I reached out to some industry experts for their take on saving on wedding catering. Here's what they had to say:
Sarah O'Brien, a renowned wedding planner in Dublin, says, One of the best ways to save on catering is to have your wedding on a Friday or Sunday. Many caterers offer discounts for non-Saturday events.
John Murphy, head chef at a popular wedding venue in Cork, advises, Don't be afraid to get creative with your menu. Sometimes, comfort foods like gourmet mac and cheese or sliders can be a big hit and cost less than traditional wedding fare.
I had the pleasure of speaking with Maria Fitzgerald, owner of Budget Bliss Catering in Galway. She's built her business around providing affordable wedding catering without sacrificing quality. It's all about smart planning and knowing where you can cut costs without impacting the overall experience, she says.
Maria shared some of her top tips:
1. Use family-style serving to create a communal atmosphere and reduce staff needs.
2. Incorporate less expensive 'filler' foods like bread baskets or crudités platters.
3. Offer a dessert bar instead of individual plated desserts.
I have a couple of real-life examples of weddings where couples kept their budget low and still had a wonderful day.
Sarah and Tom, a couple from Dublin, took a more hands-on approach to their big day. They rented my catering equipment and prepared a lot of the food themselves! They served salads, pizzas and desserts. All of the guests really enjoyed themselves and they saved over 3000 euro compared to catering quotes they received.
Emma and James, another couple, decided to have a morning ceremony and a brunch reception. They served breakfast foods such as fruit platters and even had a waffle bar. They saved almost 50 per cent on traditional catering costs, and their guests loved the menu!
The statistics don’t lie:
These numbers show exactly how much catering costs in the wedding budget and shows why finding areas to save in this area is important.
Everyone wants their dream wedding; a day that they never forget. That their guests never forget. But this does not mean that it should cost you an arm and a leg. Choosing cost-saving options will not ruin your big day. You can still have a beautiful, memorable wedding by implementing the tips in this article. It is about smart choices and being creative.
From my years in the catering equipment business, I can tell you that a wedding can be more budget friendly and still be an incredible occasion. It’s the love, laughter and shared moments that make your wedding special. Focus on creating a day that reflects your relationship and personality as a couple.
Here’s to love, laughter, a lifetime of happiness - and delicious, budget friendly wedding feast!
From my experience, some of the most affordable wedding catering options include:
1. Buffet-style meals
2. Food trucks
3. Family-style serving
4. Cocktail-style receptions with heavy hors d'oeuvres
5. Brunch or lunch receptions
6. Potluck-style meals (where local regulations allow)
7. DIY catering (with proper planning and help)
Choosing some of these means that you do not have to hire as much staff and you save money over plated dinners. A signature cocktail can never go amiss either - together with some hors d’oeuvres (I’ve seen couples do this with great success).
There are many ways to do this such as:
1. Choose seasonal, local ingredients
2. Choose less expensive meats like chicken or pork
3. Choose 1 or 2 options but ensure high quality
4. Consider a brunch or lunch reception instead of dinner
5. Negotiate with your caterer for package deals
6. Reduce the number of courses
7. Opt for a smaller, more intimate wedding
8. Choose a venue that allows outside catering
9. Consider alternative service styles like buffet or family-style
10. Limit the bar options
Quality over quantity always. The success is usually about execution rather than expensive ingredients. There are many talented caterers out there who are creative enough to make amazing dishes even with limited funds.
I have experience in providing catering equipment to both plated dinners and buffets. There are several advantages to buffets:
1. Cost-effective: Buffets typically require less staff, reducing labor costs.
2. Variety: Guests can choose what they want and how much.
3. Casual atmosphere: Buffets create a more relaxed vibe, encouraging mingling.
4. Faster service: No need to wait for each course to be served.
5. Flexibility: Easier to accommodate various dietary restrictions.
6. Less food waste: Guests can control their portions.
7. Interactive experience: Can include action stations like carving or made-to-order dishes.
8. Easier to incorporate different cuisines or themes.
Plated dinners can feel more formal and special. The type of dinner depends on the couple in question and their style.
Budgeting for a wedding is an individual preference. It can depend on factors such as menu choice and location. Based on industry averages, here are some guidelines:
These numbers are on average. Costs can be significantly lower if you implement the strategies in this article. It’s also advisable to get quotes from different caterers so you can understand the costs in your area.
Here are some alternatives that will save you money:
1. Food trucks or food carts
2. Themed food stations (e.g., sushi bar, dessert bar)
3. Brunch wedding with a waffle or pancake bar
4. Backyard BBQ style
5. Picnic-style reception with gourmet sandwiches and salads
6. Cocktail reception with heavy hors d'oeuvres
7. Dessert-only reception (for an evening wedding)
8. Global cuisine buffet featuring dishes from countries you've visited
9. Farm-to-table family-style dinner
10. Interactive food experiences (e.g., build-your-own pizza station)
These alternatives can often be more budget-friendly and create a memorable experience for your guests.
Ciaran Kilbride is the CEO and Founder of Caterboss, Ireland's leading supplier of catering equipment. With years of experience in the food and hospitality industry, Ciaran established Caterboss in 2017 to provide high-quality, reliable equipment tailored to the needs of professional caterers. His commitment to innovation and customer service has helped Caterboss grow into a trusted name, known for anticipating industry trends and consistently meeting the needs of its clients.
