Wedding Catering on a Budget: How to Save Money on Your Reception

If you’ve started pricing out your wedding reception, you might be shocked by some of the costs - especially the catering! The most expensive part of any wedding is usually the food.

Feeding 100 or more people will never be cheap. But there are some ways to save money on your wedding catering. The best way is to choose the right caterer and make the right choices for your menu.

Start by understanding a caterer’s service and exactly what they’ll be charging you for. Let’s take a look at ways you can save money on your wedding reception by utilizing tips for wedding catering on a budget!

Please note: this article contains affiliate links. That means that I may earn a commission if you decide to buy something.

Average Cost of Wedding Catering

According to The Knot, the average cost for wedding catering was $85 per person. Wedding size only varied catering costs by $1 per person in either direction, making it a universally hefty expense overall.

But just because it’s expensive doesn’t mean couples are cutting it out of their budget. Overall, 62% of couples said food and drinks were the most important part of the wedding planning process for them.

But depending on where you live, your catering costs could be higher or lower for the region. Prices can also depend on the time of year and where you’re getting married.

If your venue is a traditional ballroom or banquet hall, they’ll probably offer in-house catering and you’ll need to order your meal and bar packages from them.

If you’re paying a rental fee, or you’ve chosen a less traditional venue, you’ll be able to hire any vendor to cater your wedding.

The Total Costs for Wedding Catering

When you’re on a tight budget, there’s nothing worse than a surprise bill. Make sure you understand the total costs of catering a wedding before you decide on your catering package.

When you book your caterer, remember that you’ll need to pay for more than just the meal.

You’ll pay for the meal package, plus the bar package per person. Depending on your caterer, you might also have to pay corkage fees, slicing fees, delivery fees, set up fees, gratuities, and sales tax.

As well, some caterers require a minimum number of guests or a minimum dollar amount. Read the small print, and make sure you understand the minimums before you sign the contract.

Choosing Affordable Food Service Options

The food service you choose will have an effect on your catering costs. A plated meal is the most expensive, because it requires more work in the kitchen and more servers for your guests.

If you want to save some money, you can offer family style service instead. Family style is when the food is served on platters to each table and your guests can help themselves.

Another less expensive choice is buffet. Buffets are popular because you can offer more selection and each guest can choose their favorites. Let’s look at other ways you can save money on your wedding reception.

How to Save Money on Your Wedding Reception

Save Money on Your Wedding Caterer

Your wedding caterer might charge corkage fees if you bring your own wine. Avoid the extra fees by ordering your wine through your caterer.
Your caterer might also charge slicing fees if you order your cake from another baker. If you want to avoid slicing fees, you can order the wedding cake through your caterer, as well.
Some caterers will let you provide the alcohol for the bar. If you set up the bar yourself, the caterer will provide a bartender and charge you an hourly rate. This is usually a lot less expensive than a per person bar package.
Consider closing the bar during dinner. You can open the bar during cocktail hour, then again after dinner, in time for dancing.
Ask your caterer for substitutions. If there’s items included in the meal package that you don’t want, ask if you can exchange it for something else. For example, your meal package might include dessert. You could serve wedding cake instead and ask them to waive the slicing fee in exchange for the dessert.

2. Consider Food Trucks for Your Wedding

A wedding food truck is a fun choice if your wedding is outdoors. Prices range depending on where you live and what kind of food trucks are available in your city, but the cost per person is usually a lot less than a caterer.

Arranging a set menu is the most affordable option. Set menus are often inexpensive choices, like barbecue, pizza, tacos, falafels or kebabs.

A set menu will also help you avoid long lineups. If each guest has to order, then wait while their food is made, the lineup will be terrible. Hire a food truck that will have a few set options ready to go.

Each guest can ask for what they’d like then have it handed out immediately.

3. Choose a Cash or Limited Bar

After the food, your next biggest cost is the bar. Offering a full, open bar is the most expensive choice. Offering a cash bar is the least expensive, but you’ll get lots of opinions on a cash bar.

In some communities a cash bar is typical, and expected at wedding receptions. If your family and friends offered cash bar at their weddings, go ahead and do the same.

If you don’t want to have a cash bar, but don’t have the budget for an open bar, you can offer a limited bar instead. For a limited bar you’ll provide beer and wine for your guests.

For more variety, you can offer beer and wine plus one or two signature cocktails. A limited bar is a good compromise. It’s a lot less expensive than an open bar, but your guests can still enjoy some drinks at your reception.

Choosing an open bar vs. cash bar can get you a lot of mixed opinions, but in the end, you must choose the option that’s right for you - and that is likely the option that saves you money as well.

4. Cut Your Guest List

As long as you’re over any required minimums, cutting your guest list will help trim you catering bill.
An average meal package is $70 and an average bar package is $20 per person. If you cut 10 people from your guest list, you’ll save $900 right off the bat.
As well as catering, you’ll save some more money overall. With less guests, you can order a smaller cake and fewer wedding invitations and favors. Plus you’ll need less rentals, like tables, chairs and linens.

5. Utilize Wedding Buffet Menu Ideas

Buffet is the most affordable food service, but the type of food you put on your menu will have an effect on your final price, too.

For example, Prime rib and seafood are the most expensive options you can pick. Going buffet-style on these meats may not save you much.

However, utilizing less-expensive types of meat and affordable buffet table decoration displays will start chopping away at the dollars quickly!

Think of family style meals with dishes that are easy to prepare for big groups of people, such as:

Roasted chicken
Roast beef
Turkey
Ham
Green salad
Pasta salad
Mixed vegetables
Roasted potatoes
Mashed potatoes
Sweet potatoes
Pasta dishes
Rolls and butter

6. Use Food Stations for Your Wedding Menu Ideas

Food stations or food bars are similar to a buffet, except that they’re based on one specific dish, like a taco bar or a pasta station. You can offer a main dish plus lots of toppings.

They’re usually less expensive because they require less service - your guests can serve themselves, similar to a buffet. Plus the cost of the food and ingredients can be lower, depending on the menu you choose.

Taco bar
Burrito bowls
Fajita station
Burger bar
Mashed potato bar
Baked potato station
Mac and cheese station
Pasta stations
Noodle or rice bowls
Salad bar
Waffle bar
Ice cream bar

7. Skip the Appetizers & Finger Foods

The more courses you offer, the higher your reception bill will be. Cut costs by foregoing appetizers and finger foods at the start of your event.

These bite-sized items are often more expensive per item and add another moving piece to your event. Plus, guests probably won’t even notice they are missing since they will be busy admiring you and mingling with friends and family.

8. Think Outside the Box for Your Venue

Banquet halls are wonderful, but they often cost a lot. To really save money on your wedding reception, get creative with where you host it.

Community centers, parks, barns, and historical sites often have low rental fees and can easily be transformed into your dream venue! With all the money you save on the venue, you’ll be able to easily cater your event.

9. Negotiate With Food Vendors

Everything’s negotiable. Once you have quotes from multiple vendors, ask about discounts, rebates, and how you can cut costs.

If they are experienced, they may have insider knowledge you can use to curb your costs. You can also let the vendors know ahead of time what your budget is and see what they can offer you in that range.

After all, the worst they can say is no, so it doesn’t hurt to ask! Remember that vendors have to make a living, so never argue or be negative if they can’t work within your budget. You can always move on and find someone who is able to.

10. Minimize Food Waste

One of the biggest, most overlooked budget busters is food waste at the end of your event. This involves all the food leftover that isn’t eaten by guests.

Avoid food waste by ordering enough for your guests, plus a little extra. Do your research to see how much of your chosen food it takes to feed the amount of guests you’ve invited.

Add about 10% to that number to be safe without going overboard. That way, all of the food will get eaten and not end up in a trash can.

11. Offer Snacks & Appetizers Instead of Sit-Down Meals

Sit-down meals can be expensive, especially if you need servers to bring the plates to your guests. Instead, create a themed snack and appetizer table, such as a wedding charcuterie board, that guests can munch on throughout the night.

These types of food can easily be catered on a budget and don’t require servers and plating staff. Instead, ask a family member to keep an eye on the table and refresh the offerings as needed.

Plus, you can prep these items ahead of time to save time on your special day.

If you want to utilize foods in smaller portions, you can also offer affordable finger foods exclusively. This will cut down on the amount of food you will need overall.

12. Shop the Sales and Buy in Bulk

Take some time and peruse sales brochures to see where the savings are in your area. Use these deals to guide your menu and save big bucks on things like garnishes, plates, cutlery, and nonperishable items.

If you’re getting married around a holiday, look for foods that are on deep discount. For example, most grocery stores have huge savings on sodas, BBQ supplies, and paper plates around the Fourth of July.

If you or someone you know has a Costco membership, take a trip to buy paper products, serving supplies, and items for your buffet. You’ll save big buying in bulk.

13. Use Non-Wedding Food & Drink Vendors

Vendors that specialize in weddings come with expertise, but they also come with a huge price tag. That’s because they know that the bride and groom are willing to pay extra for a good experience.

If you’re looking to save money, shop around for food and drink vendors who may not exclusively serve the wedding sector.

Think food trucks, small businesses, and grocery stores that are used to catering for big crowds, but may be overlooked when it comes to weddings.

14. Get Creative With Your Wedding Cake

There’s no rule that your guests have to eat from the same cake you and your spouse cut! Opt for a smaller bride and groom cake for photographs.

Then, buy a sheet cake from Costco or a grocery store to serve to your guests. You’ll still be able to offer unique flavors, but you’ll save big.

You can also offer a dessert table over a slice of cake. For example, a donut bar, cookie display, or cupcakes are just as delicious and will be a welcomed dessert for your guests.

15. Consider Shortening Your Reception Time

The longer your reception goes on, the more food and drinks you’ll need to offer your guests. Consider shortening your reception time to between one and three hours.

You’ll still be able to enjoy your guests and have the full wedding experience, but you’ll save big on venue and food costs.

16. Skip the Wedding Favors

Think about it: what did you do with the favors from the last few weddings you attended? They are probably in a drawer somewhere, or worse, hit the trash a long time ago.

Save money on your reception by skipping expensive wedding favors. If you are really wanting to hand something to your guests at the end of the night, go for small, edible items like popcorn or candy.

They can eat it on the way home from your event and the snacks will cost you pennies on the dollar.

17. Be Smart About Table Decor

When it comes to wedding receptions, decor is a huge expense. This includes table settings, fancy serving platters, and table items. Once you decide on your color scheme and vision, you can borrow from family and friends.

Next, check local social media groups for free or low-cost decor.

You’d be surprised how many former brides will give away their linens, serving ware, and other decor items or sell them for a fraction of the price to benefit brides. You can also peruse thrift stores for items as well.

Once you’ve done all of this, start shopping for new items. Always check clearance sections and discount stores first. This will help you save big on making your reception look like everything you’ve envisioned.

How to Save Money On Wedding Catering Food & Drinks

If you can’t find a caterer to make a dinner that fits your budget, think about serving something other than dinner. It’s perfectly acceptable to serve only refreshments, appetizers or cake at your reception.

For good etiquette, just make sure you don’t plan your reception for dinner time and let your guests know what you’ll be serving on the invitation.

Order Food & Cater It Yourself

Part of the cost of catering a wedding comes with the labor needed to deliver, set up, and serve the food. You can save big by placing a food order, picking it up, and setting it up yourself at the venue.

This method works best for a buffet style where guests serve themselves. Enlist a trusted friend or family member who is not part of the wedding party to complete this task for you.

That way, you can focus on enjoying your special day and know that someone else is handling the food!

2. Choose In-Season Foods

With each season comes an array of foods that are in natural abundance. This means they are much more affordable than during other times of the year.

For example, many fruits are super affordable in the summertime, as are squash and warm-water seafood.

As you choose your reception menu, do some research to discover which foods are in season and are produced locally. You can find big deals on these foods, which will help maximize your food budget.

3. Opt for Drink Stations

An open bar can get expensive really quickly. Instead, use self-serve drink station ideas for your reception area. Offer one or two signature cocktails if you’re serving alcohol to cut costs while still giving guests what they want.

You can also have a mix-your-own soda station or a lemonade station with fun syrups that guests can use to customize their drinks. These stations are super popular and instantly elevate your reception.

4. Offer Infused Water Stations Over Sodas & Alcohol

If you are on a super tight budget, remember that you don’t have to serve soft drinks and alcohol. It’s your event, after all! Instead, offer infused water stations around your reception venue.

Set up large jugs of ice water with elegant flavors like lemon mint, lavender, or berry. To create it, just simply add the fruits to the jugs!

Place 2-4 stations around the event, complete with stacks of disposable cups and a sharpie so guests can label their own glass. Guests will be so charmed by your creative drinks they won’t miss the alcohol!

5. Have a Family Member Prepare Your Food

Your friends and family will always have your back. If you know someone who is talented in the kitchen, ask them to help you prepare your wedding food. Offer to buy all of the ingredients and compensate them for their time.

This will still work out cheaper than hiring a professional caterer and chances are the food will be a hit, especially if your family normally looks forward to their offerings at the potluck!

6. Consider Changing Your Wedding Date

I know, I know! It took a long time to choose the perfect date and get everyone to agree. But if you can’t find a caterer to fit your budget, think about changing it to a different time of year.

Sometimes you can get lower prices, or an off-season discount by getting married during the winter. Some caterers will waive the minimum guest count or minimum fees for you if you get married in the off-season.

If you don’t want to put your wedding off till another season, think about planning a weekday wedding instead. Lots of vendors will offer discounts for wedding services that don’t fall on the traditional Saturday night.

7. Use a Cake and Punch Wedding Reception

Cake and punch is a short and sweet wedding reception. You can plan a full ceremony, plus a champagne toast and a first dance at your reception.

You’ll have a chance to celebrate with your loved ones and still stick to a small budget.

8. Throw a Breakfast or Brunch Wedding Reception

You can save loads of money by planning your wedding for a Sunday breakfast or brunch. The catering will be a lot less expensive.

Plus, no one expects a full bar in the morning. You can offer a champagne toast, plus wine and beer and none of your guests will look sideways.

9. Host a Appetizer and Cocktail Party Wedding Reception

Serving appetizers instead of a meal can help keep your costs down. You’ll save money on the food, and you could also save a lot on rentals.

You won’t need full tables, chairs and linens if you’re not having a sit down meal. As well, you’ll need less servers for less time.

The only rule to stick to: make sure your reception ends before dinner would start. Or schedule your reception to start after dinner would end.

Sample Budget Wedding Menu Ideas

Menu for a Brunch Buffet

The most inexpensive options for a brunch are classic breakfast items.

Include scrambled eggs, pancakes, bacon, sausage, a bread basket, and butter and jam. If you want to have a signature drink, Mimosas or Bloody Mary’s are classic brunch cocktails.

Add some juice, coffee and tea for a simple and perfect brunch menu.

Menu for an Appetizer and Cocktail Party

The most affordable options for appetizers are the type that can be prepared ahead of time and frozen. These are usually classic choices, like meatballs, mini quiche cups, and stuffed mushrooms.

Other inexpensive options are items that can be made in a batch, then served in small portions, like shooter cups of pasta or soup, grilled cheese sliders and pinwheels.

You can also put out bar snacks, like nuts and pretzels, so your guests have something to munch on in between the passed appetizers.

Menu for a Cake and Punch Reception

If you’ve got at least a few hundred dollars in your budget, you can order a beautiful bakery cake and offer a champagne toast. If your budget is smaller, you can always bake your own cake.

Or make a semi-diy wedding cake by ordering a plain white cake and decorating it yourself with flowers and a cake topper.

Self-Catering Your Wedding Food & Drinks

If your budget is too small for a traditional caterer, think about doing DIY or semi-DIY for your wedding meal. You can cook a whole meal from scratch if you want to.

But you don’t have to - there’s lots of different ways to DIY your wedding menu.

Order Meals From Your Favorite Restaurant

Instead of hiring a traditional caterer, you can order meals from your favorite restaurant. On the day of your wedding, they can be served buffet style or family style to each table. Your food bill will be a lot less than a traditional caterer.

You’ll still need someone to set up the food and clean up afterwards. You can hire students, young relatives or staff from the restaurant you ordered from.

If you’re on a super tight budget, you can ask your family and friends to help with the food service on your wedding day.

Buy Ready Made Meals From Your Local Deli or Grocery Store

If you don’t have a lot of help with your self-catered wedding menu, you can order food that can be served cold. You can order sandwich trays, pasta salad, potato salad, coleslaw and fruit and veggie trays that are easy to set up and put away.

You can even give your wedding a vintage or picnic theme and have some fun with your food and decorations.

Take Your Time Making Your Decision

With so many options, it can be hard to decide, so take your time talking to caterers and going over your options. You don’t have to do everything on the list, but switching up a few things for your wedding can help you save money.

And when you’re on a budget, every bit counts. So take your time going through your catering options. In the end, you’ll be sure you’ve booked a service that you love - and that fits your budget!

Take Control of Your Reception Costs With a Wedding Planning eBook

Want to read more about planning an inexpensive or DIY wedding? Get the ebook: Affordable Wedding Venues and Menus. Includes how to find alternative venues, what to look for and how to plan easy and affordable food for your wedding.

Budget Wedding Catering: How to Save Money on Your Reception