The Inside Scoop on Catering

The Ultimate Guide to Wedding Catering: What Every Couple Should Know

When it comes to creating an unforgettable wedding, food plays a starring role. Whether you’re planning an elegant plated dinner or a laid-back family-style feast, your catering choices shape the full experience in big ways. As wedding planners in Indianapolis with a background in catering, we’ve helped couples navigate every kind of menu – from luxe plated dinners to late night snacks – and we’re here to spill all the best-kept secrets.

Here are the most surprising, helpful, and budget-friendly things to know about wedding catering – straight from the experts.

6 Surprising Facts You Didn’t Know About Wedding Catering

When people think “wedding food,” they often picture chicken vs. fish and a basic open bar. But catering has come a long way (Even here in Indiana). Here are a few things most couples don’t realize:

  1. It’s your second biggest investment. After the venue, catering is usually the largest cost and often will take up 30 – 40% of your total budget.
  2. Buffets aren’t always cheaper. They may require fewer staff, but you’ll need more food to account for second helpings and make sure you don’t run out. Additionally you can’t always control the portion sizes your guests will take with a buffet.
  3. Your menu can be personalized to you. Incorporate meaningful dishes – like lobster rolls from your first trip together or your favorite comfort food.
  4. Presentation matters. Guests remember how the food is served just as much as what is served. Even a buffet line can be made to look fabulous (See photo below for a prime example from one of our recommend caterers, Sweet and Savory).
  5. Late-night snacks are more common than you would think. We’re talking pretzel stands, pizza, or warm churros homemade onsite (The best churros I’ve ever had were from a wedding caterer!!).
  6. Caterers often do more than just food. Ask about any rentals they offer – options like upgrading your place setting items, or adding display shelves for your desserts.

A Helpful Guide to Budgeting for Your Wedding Caterer

Step 1: Start with Your Headcount
The number of guests will affect everything from food quantity to staffing to number of plates needed to rent. (P.S. Don’t forget to count your vendors too)

Step 2: Choose Your Service Style based on your priorities for the event

  • Plated: Elegant, but requires more staff.
  • Buffet: Casual, but you’ll need more food.
  • Stations: Interactive and fun, but staffing can add up.
  • Family-style: Intimate, but comes with rental costs.

Step 3: Ask What’s Included
Get clarity on what’s baked into the price: dinnerware, staff, setup/cleanup, and even cake cutting.

Step 4: Keep the Menu Strategic
Choose seasonal ingredients, skip the expensive surf & turf, and keep the options simple but delicious.

Step 5: Don’t Forget the Extras
Remember to budget for tastings, gratuity (15–20%), and late-night snacks or packaging for leftovers.

Insider Tips From a Wedding Caterer

Want to make catering smoother, tastier, and more fun? Here are tips we’ve learned from working alongside top wedding caterers in Indianapolis and beyond:

  • Tastings are about more than flavor. Notice how responsive the team is and how they communicate.
  • Ask what’s made in-house. Fresh food often means more flexibility and better flavor.
  • Plan more time for dinner. Welcome speeches and socializing always take longer than expected after the Grand Entrance.
  • Feed your vendors. This will likely be in the contract for any of your vendors who will be onsite all day so make a plan to provide those meals from the start. Most caterers offer discounted meals for your team.
  • Skip the salad if no one eats it. Use that budget for heartier apps or courses your guests will rave about.
  • Think beyond the cake. A small display cake + kitchen sheet cake is a money-saving (and delicious) trick.

How to Choose the Right Caterer for Your Wedding Vibe

Every wedding has a unique tone and your caterer should match it. Whether you’re getting married at The Sixpence, Westwood | Vowery & Estate or another venue, you’ll want to make sure your catering goes well with that space and vibe.

If your wedding is…

  • Formal or black-tie: Look for caterers with fine dining or restaurant experience.
  • Rustic or outdoor: Choose a team familiar with off-site logistics and variable conditions.
  • Modern and interactive: Go for food stations, small plates, and creative pairings.

Before you book, ask:

  • Have you worked at our venue before?
  • Can you accommodate dietary restrictions?
  • What’s your backup plan for unexpected challenges?
  • Can we customize our menu?

Final Thoughts

Hiring the right wedding caterer is about more than great food – it’s about creating a celebration that reflects your personality, delights your guests, and runs without a hitch. Whether you’re dreaming of signature cocktails, family-style comfort food, or luxe plated meals, working with the right catering team will elevate your entire wedding day.

If you’re looking for help choosing a caterer or building the perfect vendor team in Indianapolis, the Foundations planning and design team would love to support you. Let’s chat!

XO,

The Foundations Team