It is 9:40 at night on the reception. The Jain counter ran out of food an hour ago, the dal on the main buffet is cold, and the caterer's manager is asking your father to sign a slip for 150 extra plates. Nobody remembers agreeing to that. It was in the quote, on page two, in small print.
Most catering trouble at Gujarati weddings does not start on the wedding day. It starts at the first meeting, when the family tastes three sweets, likes the caterer, and pays an advance on a one-page quote.
Food is usually the biggest single line in a wedding budget, and the one your guests will talk about longest. Take this list to every caterer you meet. Ask the same questions, write down the answers, and compare them side by side.
The food itself
- Can we do a tasting, and will the wedding food match it? A tasting is a small sample meal before you book. Ask who cooks it, and get in writing that the same dishes, recipes and portion sizes will be served on the day.
- How many dishes does the per-plate rate include? "Per-plate" means the price for one guest's full meal. Two caterers can quote the same rate and serve very different meals, so count the sweets, farsan, sabzis, dal, rice, rotis and starters in each quote.
- Can we mix Gujarati, Kathiyawadi, Punjabi and Chinese dishes? Most caterers can, but each cuisine needs its own cooks. Ask who will make the Kathiyawadi or Chinese food, and whether those dishes cost extra.
- Which live counters do you offer, and how are they charged? Live counters, like chaat, dosa, pasta or jalebi made in front of guests, are usually priced on top of the base plate. Ask whether the charge is per counter or per guest, and how long each counter stays open.
- What happens if a dish runs out? A good caterer cooks a buffer and has a plan for refills. A vague "it never happens" is not a plan.
Jain and Swaminarayan guests
- How do you make Jain food, and where? Jain food leaves out onion, garlic and root vegetables like potato, carrot and radish. Ask whether Jain dishes are cooked in separate vessels, with separate ladles, by cooks who know the rules, not just "the same sabzi without onion".
- Will there be a separate Jain counter, clearly labelled? Guests should not have to ask a waiter which paneer is safe. Ask for a separate counter with its own serving staff, and agree roughly how many Jain plates to plan for.
- Can you make the whole menu Swaminarayan or no onion-garlic? Many Gujarati families serve everyone food without onion and garlic. Check that the caterer has done this before, and ask what they use in the gravies instead. If many guests eat before sunset for religious reasons, plan an early Jain meal and tell the caterer when.
Price, plates and guest count
- What is the minimum guarantee? This is the smallest number of plates you agree to pay for, even if fewer guests come. Book it close to the number you are sure of, not the size of your invitation list.
- When do we confirm the final count, and can it change? Ask for the last date you can raise or lower the number, and what each extra plate costs after that date.
- How are plates counted on the day? Some caterers count used plates, some count heads at the entry, some bill the guarantee no matter what. Agree on one method, and ask a trusted relative to keep their own count.
- What does the rate not include? Ask directly about live counters, welcome drinks, mukhwas, paan, ice-cream, mineral water, and the separate Jain counter. These small extras add up fast.
Service, setup and hygiene
- How many serving staff will come, and what will they wear? Ask for the number of waiters, cooks and cleaners for your guest count, and whether they will be in clean, matching uniforms with caps and gloves.
- What crockery and buffet setup do you bring? Steel, ceramic or disposable plates? Who brings the buffet tables, chafing dishes, table covers and dustbins? Get it written in the quote.
- Is gas, transport and equipment included? For a party plot or samaj wadi, the caterer may need to bring gas cylinders, burners, tents for the kitchen and their own water. Check with the venue too, since some samaj wadis only allow their listed caterers. You can compare venues on our venues page.
- Are you FSSAI registered, and what water do you use? Every catering business in India needs an FSSAI registration or license. Ask to see it, and ask whether drinking water and the water used for cooking are both clean, sealed or filtered.
Money and the contract
- Is GST included in the price? GST is the tax on the bill, and the rate can depend on whether you book catering alone or as part of a venue or hotel package. Ask which rate applies, whether the quote already includes it, and ask for a proper GST invoice with the caterer's GSTIN.
- What is the payment schedule? Ask how much advance they want, when the next payments are due, and how much is paid after the event. Never pay the full amount before the wedding.
- What is your cancellation and date-change policy? Ask what you get back if the wedding is cancelled or moved, and by what date. Get it in writing.
- What happens to leftover food? Ask whether you can pack food for family, and whether the caterer will help send extra food to a local food bank. Agree who arranges the containers.
Red flags
- They will not put the menu, plate count and price in one written quote.
- The tasting is done at a restaurant, not by the team that will cook your wedding.
- They say "Jain is no problem" but cannot explain how it is kept separate.
- They cannot show an FSSAI number or a GST invoice.
- They ask for most of the money upfront.
- They are booked for another big wedding on the same evening and will not say who will manage yours.
Before you pay the advance
- A written menu for each event, with the number of dishes.
- The per-plate rate, the minimum guarantee and the price of extra plates.
- The final count date and the counting method on the day.
- The Jain and Swaminarayan plan, including separate counters.
- Staff numbers, uniforms, crockery and what the venue provides.
- GST, payment dates and the cancellation policy.
- The name and phone number of the manager on duty.
Put these dates on your wedding checklist so the final count does not slip, and keep the food cost in your budget planner.
Common questions
How many guests should I book plates for?
Book the minimum guarantee for the guests you are confident will come, then add plates as replies come in before the final count date. Sangeet, mehndi and Garba nights usually draw fewer people than the wedding meal, so confirm the count for each event separately.
Is a tasting free?
It depends on the caterer. Some include it once you are close to booking, some charge for it and adjust that cost against your bill. Ask before you go, and bring the people who will make the final decision.
Should Jain food be cooked in a separate kitchen?
For observant Jain guests, separate vessels, ladles and cooks matter as much as the recipe. Ask the caterer to show you how the Jain section is set up, and serve it from its own clearly marked counter.
Do caterers charge for waiters separately?
Some include serving staff in the per-plate rate, some charge separately, especially for extra waiters or table service. Ask for the number of staff in writing, so it is clear what you are paying for.
What should a catering contract include?
The menu for each event, the per-plate rate, the minimum guarantee, extra-plate price, staff count, setup, GST, payment schedule, cancellation terms and the name of the manager on duty. If something was promised in the meeting, it should be on paper.
When you are ready to compare, browse caterers on LagnaPrasang, shortlist three, and take this list to each meeting. The caterer who answers clearly, in writing, is usually the one who serves well on the night.
