As an event planner and former bartender, I understand how excellent service can transform your wedding into an unforgettable celebration.
Food & Beverage Planning
The planning for food and beverages depends on the type of venue you choose for your event.
Wedding at an Inn or Hotel with Catering Service
If you choose to celebrate your wedding at a hotel with its own catering service and alcohol license, you will need to select food and drinks from their menus.
Wedding at an Independent Event Venue Without Catering Service
Independent event venues typically do not offer catering services or have an alcohol license, meaning we will need to handle these aspects ourselves. You will have more freedom but also more responsibilities.
Choosing the Caterer
You will select your own caterer, and we will help you choose one that inspires you the most! With them, you can create the menu of your dreams.
Please note that you will likely need to rent tableware (glassware, bowls, plates, cutlery, etc.), which is not necessary at a hotel.
Decor Tips
If you rent colored or textured table napkins, remember to include some for the bread baskets on the table!
I always ask the caterer not to place coffee cups on the table as I find it looks better for photos without them. I also ensure that accessories like salt and pepper shakers and butter bowls match.
Organizing the Bar Service
You will have the option to choose the caterer’s menu or obtain the necessary permit to bring your own alcohol. This option requires prior verification.
Types of Bars
You will need to get a special event permit to serve or sell alcohol.
- Open Bar: Everything is free for guests (can lead to waste).
- $2 Bar: Guests pay a small amount for each drink (prevents waste).
- Coupon Bar: Guests receive a number of coupons for free drinks, then pay for additional drinks.
- Cash Bar: Guests pay for all their drinks (not recommended during the cocktail hour and meal).
Quantities Required for the Cocktail (5:00 PM to 6:30 PM)
- Drinks: 2 glasses per person (sparkling wine or champagne (6 glasses per bottle), bride and groom’s cocktails, beer, mocktails, juice, etc.).
- Food: 3 to 5 canapés per guest.
Quantities Required for the Meal (6:30 PM to 9:00 PM)
- Drinks: Half a bottle of wine per person (half white, half red).
- Food: A 3 or 4-course menu (starter, intermediate course, main course, dessert). Typically, three main course options are offered (e.g., meat, fish, vegetarian), and those with food intolerances or restrictions are individually accommodated. Tea and coffee are included.
- Dessert: If you have a wedding cake from another vendor, the caterer will suggest replacing the dessert included in the menu with cutting and plating your cake.
Meals for Vendors
You should plan meals for your vendors. Some couples include a table in the room, while others arrange meals in an adjacent room for their team to rest. I always suggest being generous with them; they are the artists of your big day, working long hours without a real break. A good hot meal and a glass of wine make everyone happy and unite the team that gives their best until the end of your evening.
Evening Bar Quantities (9:00 PM to 1:00 AM)
- Drinks: About 2 glasses per person for the first hour, then one glass per hour until the end of the evening. This can vary based on the atmosphere and guests. A mix of white wine, red wine, basic spirits like gin and tonic and rum & coke, two signature cocktails, beer, and juice works well.
Late-Night Snack (around 11:00 PM)
- Food: A late-night snack is always appreciated! About 50% to 75% of guests will enjoy it.
Staff Required for Service – Real Example
Here is an example based on a 125-guest event in Quebec City in 2024 (each wedding has specific needs):
- Food
- Maître d’hôtel: 1 maître d’hôtel (12 hours)
- Servers: 7 servers (each 10 hours)
- Chefs: 1 chef and 4 cooks (each 7 hours)
- Drinks
- Bartenders: 2 bartenders (each 10 hours)
- Assistants: 1 assistant (10 hours)
Gratuity
Although event servers are not paid minimum wage plus tips, a service and administrative fee of 15% to 18% of the total amount (before taxes) is usually expected in the budget.
Good to Know!
- The caterer can serve your own alcohol for a service fee, either by the hour or per bottle. My preferred option is to find a caterer who offers the service by the hour.
- If you buy your own alcohol and organize your own service team, you will be responsible for cleaning up after the event and removing your rental items (glasses, etc.), leftover alcohol, empty bottles, and waste.
- Sourcing beverages can be more time-consuming than you might think (stockouts, shopping at multiple stores, bringing everything to the venue on the wedding morning, etc.)!
- Avoid putting too many bottles in ice buckets in advance to keep labels intact, allowing you to return excess quantities if desired. Also, plan for more ice than you think you’ll need! Ensure you can restock around the venue in case of unexpected needs.
- Don’t open too many bottles in advance to avoid waste (I’ve seen champagne bottles opened unnecessarily). I always ask the service team to keep empty bottles to balance and avoid losses.
- Some independent event venues require a fee from the caterer (royalty) to use their kitchen, which can increase the total cost of the food and beverage aspect of the event. Make sure to check.
In Conclusion
Whether you choose the services of a hotel, a caterer, or manage your own bar, it’s essential to anticipate your needs in quantities and service hours to ensure everything goes smoothly and fits within your budget.
Does this seem complicated?
Visit my services or contact me to experience the simplest and most enjoyable wedding planning possible!
Cheers,
Emmanuelle
Photos by Annie Simard (anniesimardphoto.com), Catering by Montego Club (montegoclub.com), Flowers by Élysée Fleurs (elyseefleurs.com), Stationery by Mimosa Design (mimosadesign.ca), Live Sketching by Stephanie Anne (stephanieanne.ca), Venue Quai du Cap Blanc.
