Three to six months out
Fix the date, the venue and a rough guest count. Get quotes from two or three caterers and check whether the venue has an approved supplier list, because that can end the conversation early.
Ask each caterer what the price includes and what it excludes. The exclusions are where quotes differ.
Two to three months out
Book the caterer and pay the deposit. Do the tasting. Agree the service style, since it drives staffing and rentals. Confirm the venue's kitchen facilities, power and access in writing.
One month out
Lock the menu. Confirm rentals: tables, chairs, linen, china, glassware, flatware, chafing dishes, bars. Share the floor plan with the caterer. Collect dietary requirements with the invitations rather than chasing them later.
Two weeks out
Give the final guest count, or whatever count the contract requires. Confirm the run sheet: arrival, canapes, speeches, service times, cake, bar close. Send the caterer the contact details of the venue manager and the person in charge on the day.
The week of
Confirm delivery and load-in times with the venue. Check the weather plan if anything is outdoors, including a wet-weather deadline and who makes that call. Reconfirm headcount changes, staff numbers and the finish time.
On the day
Setup usually starts two to four hours before guests arrive, longer if the kitchen is being built from scratch. Brief the staff on the timeline, the dietary flags and who the decision maker is.
Plan breakdown as carefully as setup. Rentals have collection windows, venues have curfews, and the last hour is when damage and losses happen.
Guide revised 18 September 2026. Figures here are planning rules of thumb, not guarantees. Send a correction.
