Wedding Sticker Shock: Catering Costs Explained
What Couples Should Know Before Booking Catering
Wedding Budget Series • Charlotte Planning Insight
The Biggest Wedding Budget Secret Couples Miss: Catering Costs Unpacked"
What Couples Should Know Before Planning
By Erica McLeod | Vanity & Vows by Erica McLeod
Planning a wedding is super exciting but for many couples, the biggest surprise isn’t choosing colors or venues… it’s the cost. This blog is designed to help you understand where wedding budgets really go, why certain services cost what they do, and how to plan smart without sacrificing the experience you want.
My goal isn’t to push higher spending, it's to give you clarity so you can make confident decisions.
WHY WEDDINGS COST MORE THAN REGULAR EVENTS
Weddings aren’t just parties. They involve:
• Precise timelines with no do-overs
• Multiple vendors coordinating simultaneously
• Higher service expectations
• Liability, insurance, and logistics
• Emotional investment from couples and families
You’re paying for expertise, coordination, and peace of mind not just products.
CATERING: THE BIGGEST INVESTMENT FOR MOST WEDDINGS
Many couples are surprised when catering quotes land around $130–$160 per guest for full-service weddings in the Charlotte market.
What That $130–$160 Per Guest Fee Covers
This typically includes:
• Professional chefs and service staff
• Rentals (linens, china, glassware, equipment)
• Setup and breakdown labor
• Transportation and logistics
• Coordination with planner and venue
• Service charges, taxes, and insurance
• Overall guest experience
Premium proteins, plated service, and extended cocktail hours naturally increase costs.
COMMON HIDDEN COSTS COUPLES MISS
These often cause budget surprises:
• Service charges and taxes (20–30%)
• Vendor meals
• Delivery/setup fees/travel fees
• Overtime charges
• Rentals not included in venue packages
• Bar staffing and liability insurance
For a $10,000 catering bill, these fees alone can add $2,000 to $3,000, quickly bumping you out of budget if not accounted for.
Planning for these early reduces stress later.
WHERE TO PRIORITIZE YOUR BUDGET
From a hospitality and guest-experience perspective:
Worth prioritizing:
• Catering and guest comfort
• Photography/videography
• Planning support
• Venue experience
• Entertainment
Areas you can simplify:
• Overly elaborate/Excessive signage (prioritize digital or simple)
• Wedding favors
• Non-impactful décor (focus on high-impact areas like reception tables or ceremony backdrop)
• Non-essential upgrades
Focus on experience over extras.
HOW TO SAVE WITHOUT SACRIFICING QUALITY
Smart strategies include:
• Adjusting guest count strategically
• Choosing seasonal menu options
• Considering buffet or stations instead of plated
• Booking off-peak dates
• Prioritizing meaningful elements first
Good planning prevents overspending.
FINAL THOUGHT
Wedding budgets aren’t about spending the most they’re about spending intentionally. When you understand the logistics behind pricing, planning becomes less stressful and far more enjoyable.
You deserve a celebration that feels seamless, beautiful, and true to you.
READY FOR GUIDANCE?
If you’d like professional support navigating your wedding budget, vendor selection, or overall planning experience:
Vanity & Vows by Erica McLeod
Luxury Wedding Planning & Bridal Concierge
Charlotte, North Carolina
Instagram/Pinterest: @VanityAndVowsByErica
Luxury Planning • Hospitality Expertise • Seamless Celebrations
