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I have worked at several weddings where the outside catering was prepared for the guests instead of the venue providing the food. Some weddings ran more smoothly than others.
Outside catering is when food is provided by a vendor not affiliated with the venue. If a venue allows outside catering, there is usually an additional fee and a contract with rules and regulations. This can be an affordable wedding option, but not all venues allow outside catering.
Here are some tips when working with an outside catering vendor. Know what to do so you are prepared and can avoid many common mistakes.
What is the cheapest food to cater for a wedding?
Here are some great affordable options to serve your guests at a wedding:
- A Taco Truck or a Taco Caterer is a fun option that can be more cost-effective. Tacos can also be prepared gluten-free, vegetarian, and vegan for guests with dietary restrictions.
- A Fajita Bar is also an affordable option that can be served to your gluten-free, vegan, and vegetarian guests.
- Chips and Salsa can be served as appetizers for both the taco and fajita bar, a fabulous budget-friendly alternative.
- A Potato Bar with a variety of toppings and condiments is also fun. Throw in some French fries for the kiddos.
- A Pasta Bar is affordable, filling, and easy to prepare and set up. Offer 2-3 sauces for the pasta, garlic bread, and a tossed salad. This is a favorite for wedding guests, especially for children and vegetarians.
- An Ice Cream Truck is a big hit! I have coordinated several weddings where an ice cream truck rolled in at dessert hour. I have even had a couple do their first dance to the music the ice cream truck played upon arrival. This particular couple met when they were around 12 years old in the neighborhood they grew up in, located in Anaheim, CA. An ice cream truck visited their street every weekend and during the summer. Note: An ice cream truck can be more affordable than a wedding cake.
*** Check out my article, Late Night Wedding Snacks ***
What is outside catering?
Outside catering is catered food from another vendor and not cooked or prepared onsite by the venue where the event is taking place. Instead, food is prepared prior and delivered to the event in hot boxes and then served by the caterer to the guests. Or the outside caterer prepares the food onsite at the venue.
Outside catering gives the client the option of having authentic food from their ethnic culture served at their event, or the client may opt for outside catering for budget reasons. Sometimes larger events will go with outside catering since it can be more affordable in some circumstances.
Who allows outside catering?
Some hotels, county clubs, and restaurants with banquet space allow outside catering. Venues that do allow outside catering will have a detailed outline of what is and is not provided by the venue. Another simple alternative to outside catering is a food truck. This is a great affordable option since the guests serve themselves, and fewer banquet staff is needed.
See the attached sample of an outside catering package for guidelines on what an agreement between the venue and the caterer may look like.
Outside catering can be tricky to execute flawlessly when not dealing with a professional catering company. However, the outside caterers I have had the most success with had an established restaurant business. Therefore, they understand how to work well with the venue banquet staff and the kitchen crew (front and back of the house) for a well-run event.
Check out my article on What is a Food and Beverage Minimum.
Story Time Wedding
The meanest Chef EVER! This guy was rude to the wedding team and his own catering crew. He had a strong foreign accent, a big nose, and long curly hair pulled back in a man bun. I’m also pretty sure he was drinking while cooking, and at one point, the Chef threw small cherry tomatoes at the bartender for laughing at the Chef’s 35th temper tantrum.
After dinner service, the Chef prepared warm chocolate chip cookies for the guests but didn’t do a taste-test prior. Not sure how it happened, but Chef got the salt and flower ratio reversed. Karma will get you every single time. This Chef was on the “Nope-Nope-Nopity-Nope” vendor list after that wedding.
Conclusion
Feeding your guests heavy carbs will fill up your guests and help sober up those heavy drinkers.
Outside catering can work well if you find a trusted caterer with good references. One main reason venues may not allow outside caterers is in case the quality of the food is not good. Or if the guests get sick. If one of these two scenarios occurs, it negatively reflects the venue, and they risk being liable. Most of the time, the guests have no idea that the food is prepared by another catering and not by the venue.
~ Happy planning and enjoy your wedding day steps ~