How to Choose a Wedding Caterer

Taste before you decide — the actual menu

A display menu is marketing. Taste the dishes you will be served, at the venue if possible, because the same dish tastes different when it has travelled thirty minutes and sat under chafing dishes.

• Taste the starters and mains, not just the sweets.
• If Jain, vegan, gluten-free or nut-free guests are attending, ask to taste those dishes separately and confirm they are cooked in separate vessels.
• Ask what the dessert rotation looks like. One sweet is not a spread, and the difference shows at 300 guests.
• Eat the biryani and the sabzi cold as well as hot. This is a genuine quality test and caterers do not expect it.

Service staff ratio

The quality of a catering service is decided by the ratio of guests to serving staff, and it is rarely stated in a quote. A workable rule of thumb for a seated Indian wedding is one server per 12 to 15 guests, and separate staff for the buffet line.

• Ask how many servers will be on the floor, and confirm in the contract.
• For 300 guests, expect at least 20 servers plus a separate buffet team.
• Ask who supervises on the day, and get a direct phone number for them.

The four questions that change the final bill

• Is the per-plate rate inclusive of service charge, or is it added?
• What is the minimum guaranteed consumption, and what is the penalty for reducing the count?
• Which items are excluded — beverages, live counters, glassware, premium dessert, themed table dressing?
• What is the overtime charge if the function runs past the agreed time?

Contract essentials

• Menu, itemised, with the per-plate rate and the guaranteed count in writing.
• Total headcount allowed, and the deadline for the final confirmation.
• Service charge, GST and any equipment or setup charges listed separately.
• Cancellation terms, and the advance amount and refund policy.
• A named contact and a direct number for the day of the function.

Frequently asked questions

How many catering staff are needed for a 300-guest wedding?

Plan for one server per 12 to 15 guests — 20 to 25 servers for 300 guests — plus a separate team for the buffet line. For larger functions, one per 15 guests is workable. This is worth putting in the contract, because a well-staffed service is a large part of what you are paying for beyond the food.

How far in advance should I book a caterer in Raipur?

For peak-season dates, 3–4 months ahead. For off-season dates, 3–6 weeks is usually enough. If your venue requires in-house catering, the venue will have already committed the caterer when you sign the hall booking.

Is it cheaper to hire an outside caterer or use the venue's?

In-house catering is usually slightly cheaper because the caterer carries no travel or setup overhead, but it is not always — some venues mark it up. The bigger factor is convenience: one vendor for the hall and the food means one contract and no coordination risk on the day. Check the venue's policy first, since some halls require in-house catering entirely.

More from blog

• How to Plan a Wedding in Raipur: A 6-Month TimelineA month-by-month timeline: what to book first, what can wait, and the three decisions that block everything else.
• Wedding Season in Chhattisgarh: Best Dates and Booking WindowsPeak months, quiet months, and the booking deadline for each — plus the weather and festival dates to plan around.
• Banquet Hall Capacity Guide: Seated vs FloatingWhat seated and floating capacity really mean, and how to size a hall so nobody is standing.