12 months or more before
- Book the venue and check its rules on outside caterers and vehicles
- Decide on the style of food for the day and the evening
- Enquire with caterers, including a food van for the evening if you want one
9 to 12 months before
- Book your caterers and pay deposits
- Check what each quote includes, in writing
- Share the venue’s requirements with each caterer
3 to 6 months before
- Send invitations with a question about allergies and dietary needs
- Plan the running order: ceremony, drinks, breakfast, speeches, first dance, evening food
- Think about wet-weather cover and lighting
1 to 2 months before
- Confirm the menu with each caterer
- Send dietary needs and allergies in writing
- Confirm access, parking and arrival times with the venue and caterers
2 weeks before
- Give final numbers
- Pay balances
- Send the final running order and a contact for the day
On the day
- Your contact (not you) deals with suppliers
- Caterers arrive and set up at the agreed times
- Evening food goes out after the first dance
See our guide to a fish and chip van at your wedding.
Who to talk to at the venue
Your venue coordinator is the key contact for everything to do with suppliers: access times, where vans can park, kitchen use, and any rules about outside caterers. Introduce your caterers to them early and copy them into the final timings.
Keeping track
A simple spreadsheet helps: one row per supplier, with columns for contact details, deposit paid, balance due, arrival time, what they need from the venue and what’s been confirmed. Share it with whoever is your contact on the day.
The week before
In the last week, send each supplier the final running order and numbers, confirm arrival times and parking, and check the weather forecast. If rain is likely, confirm the wet-weather plan with the venue and caterers.
Six weeks before
About six weeks before, chase any outstanding RSVPs, start a list of dietary needs with names, and check whether any suppliers need a site visit or a call with the venue.
Quick answers
When should we book a food van for the evening?
As soon as you have a date and venue, especially for summer Saturdays.
When are final numbers due?
Usually a week or two before. Check your caterer’s terms.
Planning an event? Tell us about it and we’ll check the date and send a quote.