An outdoor wedding gives you plenty of freedom over the setting and the food. It also means deciding who is responsible for the practical details that an indoor venue might already have covered. Whether you are planning a garden celebration, a marquee reception or an evening meal beside a barn, use these questions to build a clear picture before you book your catering.
Check how suppliers will reach the space
Walk the route from the road to the proposed catering position. Note gates, narrow turns, overhanging branches, slopes and any areas that become soft after rain. Photographs can help your caterer understand the approach, but ask whether anything needs measuring or checking in person.
Agree where vehicles can wait, unload and park. Check whether suppliers will need to move through the same space while guests are arriving, and who will be available to direct them.
Think beyond a dry-weather layout
Picture the guest journey in less comfortable weather: leaving a table, collecting food and finding somewhere to eat. Discuss shelter, paths and the position of the serving area with both the venue and caterer. A beautiful corner of a field may be awkward if guests have to cross wet grass to reach it.
Ask what can change if the forecast changes. Agree who makes that decision and whether an alternative position would affect access or the layout.
Agree who supplies what
Do not assume every outdoor catering arrangement needs the same facilities. Ask your caterer for the exact requirements of your chosen menu and setup, then have the venue confirm what is available.
Work through power, water, preparation space, serving tables, lighting and washing arrangements where relevant. If equipment must be hired, establish who organises it and whether that cost is included. Put the answers in one shared note so the venue, caterer and any marquee supplier are working from the same information.
Place food within the day's timetable
Start with the moments that are already fixed: the ceremony, photographs, speeches and entertainment. Then decide where drinks, snacks and the main meal fit. Tell your caterer whether everyone should eat together or whether you prefer guests to visit the serving area throughout an agreed period.
Include setup and collection in the conversation. Ask what happens if speeches run late, and choose one person who can communicate any timetable changes on the day.
Make menu and dietary details easy to share
Think about how guests will eat as well as what they will eat. Will they be seated at tables, standing during a reception or moving between activities? That helps you discuss suitable dishes and serving arrangements.
Collect dietary requirements and allergy information clearly, then pass them to your caterer in the format they request. Confirm what can be provided before promising individual guests a particular option. Include children and evening guests when checking the numbers.
Decide how the space will be left
Ask who provides plates, cutlery, napkins and bins, and who clears tables or collects used items. If you are hiring crockery, establish where it should be stacked and who handles its return.
Check the venue's expectations for rubbish, food waste and the catering area after service. Agree which jobs are included in the catering quote and which belong to the venue, another supplier or your own team. Clear responsibilities make the end of the evening easier.
Tell Fables about your event
Share your date, venue or postcode, guest numbers and the food you have in mind. Explore the catering options and request a quote on our main website.
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