Journal
How Far in Advance Should You Book a Caterer?
Book a wedding caterer 6 to 12 months ahead, a large event caterer 4 to 6 months ahead, an office or party caterer 2 to 8 weeks ahead, and a pickup order of platters and dips a few days ahead. Those are the honest ranges, and the single best rule underneath them all is simpler: call as soon as you know your date, because a two-minute phone call settles what a week of guessing cannot.
We run a small family kitchen in Abbotsford, and “when should I have called you?” is one of the questions we hear most. Here is the full answer, event by event.
The lead time table, event by event
Catering timelines are surprisingly consistent across the industry. Event planning sources such as Two Chicks and a Pot and Zola land on ranges very close to these:
| Event | Book this far ahead |
|---|---|
| Wedding, peak season (May to September) | 6 to 12 months |
| Wedding, small or off-season | 3 to 6 months |
| Large event: gala, conference, big anniversary | 4 to 6 months |
| Celebration of life or memorial reception | Days, by necessity |
| Office lunch or team meeting | 1 to 2 weeks, recurring lunches less |
| Birthday, shower, graduation, family party | 2 to 4 weeks |
| Pickup platters, half-kilo dips, family-size orders | A few days |
Two of those rows deserve their own guides. For weddings, we wrote a full wedding catering planning guide for the Fraser Valley. For memorial receptions, where nobody has the luxury of lead time, our note on catering a celebration of life is written for exactly that situation.
Why do weddings need so much more notice?
Because a wedding date is fixed, competitive and seasonal. Every couple marrying in the Fraser Valley wants the same twenty summer Saturdays, so caterers’ calendars fill in order of who called first. Wedding platforms recommend starting research 10 to 12 months out and confirming 6 to 8 months out, which protects your first choice of caterer rather than your third.
The other reason is menu depth. A wedding menu benefits from conversations, adjustments and a settling guest list. That takes calendar time, not effort.
How much notice does an ordinary party really need?
For most birthdays, showers and family gatherings, two to four weeks is plenty. That window lets us plan quantities properly, order from our suppliers, and prep the dips and marinades the way they deserve. It also lets you change your guest count once or twice without drama, which every party needs, because RSVPs are a work of fiction until the final week.
If your gathering is a working lunch, one to two weeks is the norm, whether the office is here in Abbotsford or out in Langley, and we wrote about what makes a good one in office lunch catering that is not another sandwich platter. For help translating a headcount into actual quantities, see catering for 20, 50 or 100 guests.
What if you are already late?
Call anyway. “Too late” happens later than most people assume. A drop off spread is far easier to produce on short notice than a staffed, plated event, which is why industry guidance for last-minute bookings points people toward buffet and platter formats. If the date is free, a kitchen can often build you a simplified version of its spread with days of notice, sometimes less.
We wrote out exactly what short notice looks like from inside our kitchen in last minute catering in the Fraser Valley, including what narrows and what does not.
What booking early actually buys you
Not just a reserved date. Booking early buys you:
- First pick of the menu, rather than what the week allows
- Time to talk through dietary needs properly, as covered in our dietary-friendly catering guide
- Flexibility to adjust guest counts as replies come in
- A calmer host, which every event can taste
The common thread in all of this: the phone call costs nothing and settles everything. Whether your event is next summer or two Saturdays from now, have a look at the menu to see what a spread from our kitchen looks like and the areas we cater, then call us with your date and rough numbers. We will tell you plainly what is possible.
Frequently asked questions
How far in advance should you book catering for a party?
For a birthday, shower or family gathering of 20 to 60 people, two to four weeks ahead is comfortable. It gives the kitchen time to plan quantities and you time to adjust the guest count. Smaller pickup orders of platters and dips usually need only a few days.
Is two weeks enough notice for a caterer?
Often, yes, for a drop off or pickup order at everyday party sizes. It is usually not enough for a large wedding or a fully staffed event in peak season. The only way to know for a specific date is to call, because availability changes week to week.
When is it too late to book a caterer?
Later than you would think. Even with days to go, many kitchens, ours included, can often manage a simplified spread of grill items, rice, salads and dips if the date is free. The menu narrows on short notice but the food does not get worse. Call before you rule it out.
What information should you have ready when you call a caterer?
Four things: the date, a rough guest count, the kind of event, and any dietary needs in the group. You do not need final numbers. A caterer can hold a date and shape a plan from those four answers, then refine the details as your event gets closer.
Why do caterers need notice at all?
Because good catering is cooked to order, not pulled from a freezer. Notice is what lets a kitchen buy fresh ingredients, prep dips and marinades properly, and schedule the grill so everything is ready at once. Everything we make is fresh, which is exactly why we ask people to order ahead.
Salma’s Kitchen cooks Armenian and Middle Eastern food in Abbotsford, BC. See the menu, our catering service areas, or how to order. Phone only: (819) 743-5953.