When to book
Three to six months out for most weddings. Spring and fall Saturdays in the Hill Country go first, so if your date is in April, May, October or November, earlier is better. Book the venue first, then the caterer, since the venue decides a lot about the food.
How it usually goes
- First call. The date, the venue, a rough count, and what the two of you love to eat.
- The proposal. A menu, a service style and a timeline built for your day.
- Hold the date. Sign the contract and put down a deposit. With us, half holds the date.
- Final details. Final guest count about three weeks out, dietary needs by name, the timeline locked.
- The day. Setup, service, and a full breakdown after the last guest.
How the day runs
- Cocktail hour. Passed bites while photos run long. Nobody should be hungry and waiting.
- Dinner. Family style, buffet, plated or stations, timed around the toasts.
- Cake and sweets. Cut, plated and served, or a sweets table.
- Late night. Something hot at the door for the ones still dancing.
Many couples feed the whole weekend: a rehearsal dinner the night before and a brunch the morning after. It's easier with one caterer who already knows the guest list.
Outdoor venues
Most Hill Country venues are at least partly outdoors, and that changes the plan.
- Heat. Summer afternoons run hot. Time dinner for the evening, shade the food, and plan menus that hold.
- Distance. Some venues are a long drive from anywhere. Your caterer should plan for the road and the load-in.
- Kitchen. Many ranch and barn venues have a prep space, not a full kitchen. A good caterer brings what the place lacks.
- Weather. Have a rain plan and a wind plan. Spring storms in the Hill Country come in fast.
- Live fire. A pit or a whole animal is a show, but only where the venue and county allow. Burn bans are common in dry months.
Questions to ask any caterer
- Who's cooking, and where?. What gets cooked on site and what's cooked ahead, and who runs the food on the day?
- What's included?. Staff, rentals, setup, breakdown, cake cutting, the bar.
- How do you handle allergies?. By guest name, on the plate, or just a note on the menu?
- What happens if the count changes?. When is the final number due, and what's the payment schedule?
- Have you worked outdoors in the heat?. Ask how they keep hot food hot and cold food cold in July.
- Can I see the contract?. Ours is public. Read every caterer's before you sign.