What Do I Need to Tell My Caterer for a Wiltshire Marquee Wedding

Start with the basics. How many people are you expecting, and what sort of celebration are you planning?

Be as accurate as you can with numbers, but understand they might shift slightly as RSVPs come in. Most caterers are happy to work with estimated numbers initially and confirm final details closer to the date.

Tell them what time your ceremony finishes, when you’d like to eat, and what the rough timeline looks like. A sit down meal at seven in the evening needs different preparation from a relaxed afternoon lunch. If you’re having drinks and canapés first, let them know how long that will last.

Also mention whether it’s adults only or if children are coming. Caterers often prepare smaller portions or simpler dishes for younger guests, and knowing this upfront helps them plan better.

Your Menu Preferences and Style

Think about what sort of meal you want and how you’d like it served. A three course sit down dinner feels different from sharing platters or a relaxed buffet, and each has different space and timing requirements inside your traditional marquee.

If you have strong preferences, say so. Perhaps you want locally sourced Wiltshire produce, or you’ve always imagined a Mediterranean inspired menu. Maybe you’re both vegetarian and want the whole meal to be plant based. Good caterers love working with couples who have a vision.

On the other hand, if you’re not sure what you want, tell them that too. Experienced caterers can suggest menus based on your budget, the season, and what works well in a marquee setting. They’ve done this many times before.

Some questions your caterer will likely ask:

• Would you like a formal sit down meal, buffet, sharing platters, or food stations?
• Are there any dishes or ingredients you particularly love or want to avoid?
• Do you want a traditional wedding breakfast or something more relaxed and modern?
• Would you like canapés during drinks, and if so, how many varieties?
• Are you having a dessert course, or would you prefer cheese, or both?
• Will there be an evening buffet or late night snacks for guests staying on?

Dietary Requirements and Allergies

This matters enormously. Go through your guest list carefully and note anyone with allergies, intolerances, or specific dietary needs.

Common requirements include vegetarian, vegan, gluten free, dairy free, nut allergies, and religious dietary laws such as halal or kosher. Some guests might have multiple requirements, which is absolutely fine but your caterer needs to know.

Don’t assume dietary needs are a problem. Professional caterers handle this routinely and can usually adapt menus without making anyone feel singled out. Often, dietary alternative dishes are just as beautiful and delicious as the main menu.

When you send out invitations, include a clear way for guests to tell you about their dietary needs. Then pass all of this information to your caterer in good time, ideally several weeks before the wedding. Last minute surprises make things much harder.

It’s also worth mentioning if you’re particularly conscious about sustainability or local sourcing. Many Wiltshire caterers work with seasonal ingredients and nearby farms, which often aligns beautifully with reducing food miles and supporting the local area.

The Marquee Location and Site Access

Your caterer needs detailed information about where they’ll be working. This is one of the most important practical conversations you’ll have.

Tell them the full address and give clear directions, especially if it’s a private home or rural location. Wiltshire has plenty of gorgeous but remote spots, and satellite navigation doesn’t always get it right down narrow lanes.

Describe the access. Can a catering van drive right up to the marquee, or will they need to park further away and carry equipment? Is the ground firm and level, or could it be muddy if it rains? If there are gates, steps, or steep slopes, mention those.

Let them know about any restrictions. Some venues or private estates have rules about delivery times, noise, or where vehicles can park. If you’re at a National Trust property or similar, there might be specific requirements about protecting the ground or access hours.

Most caterers will want to visit the site before your wedding. This helps them plan logistics and spot any potential issues early. Understanding where you can host a marquee wedding makes this whole process much easier.

Power, Water, and Facilities

Marquees don’t come with built in kitchens, so your caterer needs to know what utilities are available.

Is there mains electricity nearby that they can connect to? If not, you’ll need a generator, which adds cost and needs planning. Some caterers bring their own generator, others expect you to arrange it separately.

Water access matters too. Caterers need water for cooking, washing up, and hand washing. If there’s an outside tap they can use, that’s helpful. If not, they might bring water in containers or request a temporary supply.

Ask your marquee company about power and water provision. Often they can advise or arrange generators and water supplies as part of their service, coordinating with your caterer to make sure everything connects properly.

Also clarify what facilities exist for your caterer’s staff. Somewhere for them to wash their hands and a basic toilet they can use matters for food safety and basic dignity. If these aren’t available, you might need to hire additional facilities.

Kitchen and Preparation Space

Where will your caterer actually cook and prepare food? This depends on the event size and menu complexity.

For smaller, simpler menus, some caterers work from gazebos or mobile kitchens outside the main marquee. For larger weddings, they might need a separate preparation area or kitchen tent connected to your main structure.

Tell them what size marquee you’re hiring and whether there’s space allocated for catering prep. If you’re not sure, your marquee company can advise. They’ve worked with caterers before and know what space is typically needed.

Some caterers prepare most food off site and finish it in the marquee, whilst others cook everything on location. Each approach has pros and cons, and your caterer will recommend what works best for your menu and setting.

Timing and Schedule

Give your caterer a clear timeline for the day. They need to know when they can access the site, when guests arrive, when you want food served, and when everything needs to be cleared away.

A typical marquee wedding timeline might look like this:

• Morning: caterers arrive and set up
• Early afternoon: ceremony and drinks reception with canapés
• Late afternoon or early evening: sit down meal served
• Evening: cake cutting, first dance, evening guests arrive
• Late evening: evening food served
• Night: caterers clear and leave

Your caterer needs several hours to set up before guests arrive, particularly for a sit down meal with multiple courses. They’ll also need time afterwards to clear away, wash up, and pack equipment.

If your marquee is going up the day before your wedding, mention this. It means caterers can potentially deliver some equipment early, reducing stress on the actual day.

Check whether your caterer includes clearing and washing up in their price, or whether you need to arrange that separately. Understanding costs for the whole event helps you budget properly.

Service Staff and Waiting Team

How many staff will your caterer provide, and what will they do? This varies hugely between companies and price points.

For a sit down meal, you’ll want waiting staff to serve courses, clear plates, pour wine, and keep things running smoothly. The ratio is often one waiter per 15 to 20 guests, but this depends on the service style and menu complexity.

Some caterers include front of house service in their quote, others charge separately per staff member. Make sure you understand what you’re getting.

It’s also worth asking about staff presentation. Will they wear uniform, and if so, what style? For a relaxed summer wedding you might prefer casual shirts and aprons, whilst a formal winter celebration might call for waistcoats and ties.

Good service makes an enormous difference to your day. Friendly, professional staff who know the running order and keep everything flowing smoothly means you and your guests can relax and enjoy the celebration.

Drinks and Bar Service

Are you asking your caterer to provide drinks, or arranging that separately? This needs clarifying early on.

Some caterers offer full bar service including alcohol, soft drinks, tea and coffee. Others only provide food and expect you to sort drinks separately. Each approach works fine, but you need to know which applies.

If your caterer is providing drinks, discuss what you want. Welcome drinks and canapés, wine with the meal, fizz for toasts, and a bar for the evening are all separate decisions with different costs.

Also check licensing. In Wiltshire, serving alcohol at a marquee event often requires a temporary event notice from the local council. Your caterer should understand this process and can usually advise, but ultimately it’s your responsibility to arrange.

For couples wanting to provide their own wine or fizz, ask about cakeage or corkage fees. Some caterers charge per bottle to cover staff time and glasses, which is reasonable, but you need to know upfront.

Equipment and Tableware

What does your caterer provide, and what are you arranging separately?

Some caterers include everything from plates and cutlery to glassware and serving dishes. Others provide food only and expect you to hire tableware elsewhere. This significantly affects the overall cost.

If your marquee package includes furniture and tableware, make sure your caterer knows. You don’t want to pay twice for the same crockery.

Also discuss style. Do you want classic white china, rustic enamelware, or something else? The tableware contributes to the overall look, so it’s worth thinking about as part of your whole design rather than an afterthought.

For sharing platters or relaxed buffets, presentation matters. Good caterers will bring appropriate serving boards, stands, and dishes that make the food look as beautiful as it tastes.

Weather Contingencies

Wiltshire weather is unpredictable, even in summer. Your caterer needs a plan for rain, wind, heat, or cold.

For winter marquee weddings, heating is essential. Make sure your caterer knows what heating provision exists and that it’s adequate for their team to work comfortably and safely.

Hot weather brings different challenges. Food safety becomes more critical, and caterers might need additional cool storage or shade for their preparation area.

If outdoor elements are part of your catering plan, such as a barbecue or drinks reception on the lawn, discuss backup options if weather doesn’t cooperate. Can everything move under cover if needed?

A good caterer has contingency plans for different scenarios. Asking about this upfront shows you’re thinking practically and helps them reassure you that they’ve got it covered.

Budget and Payment Terms

Be clear about your budget from the start. It saves time and ensures you’re looking at appropriate options.

Caterers typically quote per head for food, then add costs for staff, equipment hire, travel, and any extras. Make sure you understand exactly what’s included in any quote and what costs extra.

Ask about payment terms. Most caterers want a deposit to secure your date, then the balance a few weeks before the wedding. Understand their cancellation policy too, just in case circumstances change.

It’s also worth asking about tastings. Many caterers offer menu tastings so you can try dishes before committing. Sometimes this is included, sometimes there’s a small charge. Either way, it’s hugely valuable for making confident decisions about your menu.

If budget is tight, say so. Experienced caterers can suggest ways to deliver something beautiful without overspending. Perhaps family style sharing instead of plated courses, or a simpler menu with stunning presentation. Planning within budget doesn’t mean compromising on quality.

Insurance and Food Safety

Professional caterers should have public liability insurance and follow proper food safety practices. It’s reasonable to ask about this.

In England, food businesses must register with their local authority and follow Food Standards Agency guidelines. Staff should have food hygiene training, and the business should have proper procedures for safe food handling and storage.

This isn’t being awkward, it’s being sensible. You’re trusting this company with one of the most important aspects of your day and the health of everyone you love. Reputable caterers expect these questions and have clear answers.

Ask whether their insurance covers them working in marquees specifically, as some policies have exclusions. Also check what happens if they can’t fulfill the booking due to illness or emergency. Do they have backup arrangements?

Working with Other Suppliers

Your caterer isn’t working in isolation. They’ll coordinate with your marquee company, florist, rental companies, and others throughout the day.

Let your caterer know who else is involved and share contact details. If your marquee provider is delivering furniture and your caterer is bringing tableware, they need to coordinate what’s arriving when.

For creating a romantic atmosphere, lighting and flowers interact with catering. Your florist might want table centers cleared between courses, or your lighting designer might need to adjust levels during dinner. These little details matter.

A single point of contact helps. Whether that’s you, a wedding planner, or a designated family member, having someone who knows the whole schedule and can answer questions on the day makes everything run better.

Questions to Ask Your Caterer