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Terry Meadows

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Wedding Services

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August 7, 2023

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Why is wedding catering so expensive?

Are there ways to manage these costs without compromising on quality?

At Zion Springs, with experience in over 450 weddings, we are dedicated to guiding couples through the wedding planning process with expert advice and tips.

In this article, we explore the various factors contributing to the cost of wedding catering, including personalization, convenience, special dietary requests, kitchen requirements, and hidden charges.

What is the Average Cost for Catering?

Today, couples want to ensure their guests are treated to great food and open bar options. Navigating all the hidden costs, extra items, and fees involved in off-site catering can be overwhelming and confusing.

Wedding catering is the highest costs (along with the venue) and prices per guest average $75 in Northern Virginia, not including alcohol and other fees and expenses.

For 100 guests, that could mean you add $7,500 to your budget.

However, if you want an open bar, then add another $50 per person. Your budget just grew to $12,500.

So what makes wedding catering so expensive?

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Wedding Catering Personalization and Customization

Most people remember the great food at a wedding, which is why catering costs can be high when personalization and customization are involved. Choosing a caterer who uses fresh, quality ingredients and doesn’t skimp on quantity means you’re paying for the chefs’ professionalism, expertise, and experience.

Personalizing your wedding menu includes designing dishes based on your guests’ preferences and scheduling a tasting session. This level of customization means your caterer purchases each ingredient specifically for your event, missing out on bulk discounts.

Additionally, the option to include premium add-ons like bar packages, higher-quality menu choices, late-night food stations, or day-of meals and snacks can significantly increase costs.

If you want to manage expenses, ask your caterer for budget-friendly alternatives. Seasonal vegetables might be cheaper, and buffets are typically less expensive than plated meals. You can also reduce costs by limiting beverage options to a signature cocktail, wine, and beer instead of a full bar.

Wedding Catering Convenience and All-inclusive Options

Catering costs can also be high due to convenience and all-inclusive options. Many caterers offer packages that include tables, chairs, linens, plates, flatware, stemware, and bar services. If your caterer doesn’t provide these, check if your venue does, or if you need to rent from a supplier.

It’s important to know the cost of each item and choose options that fit your budget. For example, a crisp polyester tablecloth is less expensive than linen, and simpler plates and flatware can be more budget-friendly than high-end options. If your wedding theme allows for a less formal approach, consider using disposables to save even more.

Wedding Costs: Who Pays for What in a Wedding?

Wedding Guest Special Dietary Requests

Catering costs can increase when accommodating wedding guests’ special dietary requests. With more guests, the likelihood of dietary restrictions rises, and your guests will appreciate the consideration you give to their needs. Caterers are skilled in accommodating various dietary requirements, including vegan, gluten-free, allergies, and vegetarian options. They can provide solid suggestions to meet these needs.

For example, at a recent Zion Springs wedding, we had guests with gluten-free, vegan, and nut allergy requirements. Our culinary team and wait staff were well-informed about each guest’s needs, ensuring all guidelines were stringently followed. This level of care and customization contributes to the overall cost of catering.

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Kitchen Requirements at Your Wedding Venue

Catering costs can be influenced by the kitchen requirements at your wedding venue. If your wedding is held at a non-traditional location like a local fire station or an outdoor venue, caterers will need adequate space to prepare and serve meals. This might involve bringing in their own equipment, including a mobile kitchen, which adds to the expense.

Additionally, caterers must comply with venue-specific liquor licenses and restrictions. Ensure your vendors have the necessary licenses and insurance, such as OSHA compliance, liquor licenses, and catering licenses, to avoid any legal complications. These requirements contribute to the overall cost of catering services.

Catering Hidden Costs and Charges

Catering hidden costs and charges: Catering your wedding involves several incidental costs and charges that might not be immediately apparent.

Gratuities: Just like in a restaurant, waitstaff rely on tips. When you book your caterer, this charge is included, typically around 20% for all the waitstaff, kitchen staff, bartenders, and cooks.

Venue fees: Many venues charge service and venue fees to caterers, which are then passed on to you. This can add up to an additional 20% to your bill.

Health and Sanitation Safety: Adhering to health and safety regulations is essential, and these requirements add extra costs and time to the preparation and service.

Setup and breakdown: Caterers handle the setup and clearing of the kitchen, serving, and dining areas, including travel time if the event is off-site. This also includes decorating and setting the tables according to your theme.

Transportation: If your venue doesn’t provide all the necessary items, your caterer might need to deliver reception rentals and food. This involves delivery trucks and mileage, adding to the cost.

Understanding Wedding Catering Costs

You came here wondering why wedding catering is so expensive. We’ve explored various factors that contribute to these costs, including personalization, special dietary requests, and hidden charges.

At Zion Springs, with experience from over 450 weddings, we are well-placed to guide you through your wedding planning. We are passionate about educating couples to help them make informed decisions and create unforgettable experiences.

For more insights and tips on wedding planning, explore our articles on the Answers and Advice page of our website. Learn about various topics, such as why choosing an all-inclusive venue can simplify your planning and ensure all your needs are met seamlessly.

All photos in this article are courtesy of Zion Springs’ in-house photographer.