A Day in the Life of a Wedding Caterer
By Chantel Mackay, Executive Chef & Owner, Sunflower Catering - March 2025
Weddings are magic. But behind the scenes, they’re also a complex, moving puzzle of timing, coordination, and split-second decision-making. As a wedding caterer, my job is equal parts chef, logistics manager, creative partner, and calm-in-the-storm.
If you’ve ever wondered what it takes to deliver a flawless food experience on someone’s most important day, here’s a peek behind the scenes.
5:00 AM – It Starts Before the Sun
Wedding days often begin in the dark. Ingredients are already prepped, but proteins are being marinated, salads assembled fresh, desserts packed with care. My tea flask is filled, playlists are set, and my team is already in motion.
7:30 AM – Load-In & Final Checks
Every item—from chafing dishes to tablecloths to squeeze bottles of lemon aioli—gets checked, packed, and labelled. The Sunflowermobile (my trusty 2020 greyish-brown Honda SUV) is loaded like a culinary Tetris board. And yes, the logo’s getting recognized around town!
10:00 AM – Venue Arrival
We arrive at the venue early. Every location is different, so we do a walkthrough: Where’s the power? The water? What equipment is missing? Unloading is fast, focused, and sweaty work. Set-up is strategic: we need efficiency, cleanliness, and flow.
12:30 PM – Cooking, Coordinating & Building the Buffet
We’re cooking fresh on site when possible and carefully managing hold times when not. My job is to keep one eye on the oven and the other on the clock. Someone always needs a lighter, an extension cord, or more ice. We bring backups of everything.
Meanwhile, the buffet comes to life. Are my food labels out? Have I matched the florals to the bride’s colour palette? Where are my tongs? Have I created height, depth, and visual character across the table? We eat with all our senses, and the buffet has to reflect that.
3:00 PM – Service Staff Arrives
It’s go-time. I brief the staff on the menu, the flow of service, and any dietary needs. Everyone is dressed, calm, and ready. We coordinate with the wedding planner, photographer, DJ, and bartenders to make sure we’re all in sync.
6:00 PM – Dinner is Served
Buffet service means more than just keeping things hot. We answer questions, manage dietary accommodations, tidy the table constantly, and make sure every guest feels seen and fed. It's about presence and precision.
Post-Service: Clean-Up & Reset
As the main meal winds down, we begin our quiet reset. Tongs are replaced, bins sorted, leftovers packed if requested. Whether tear-down happens right after dinner or after the last dance and late-night snack, the system is smooth and practiced. It's a well-oiled machine.
Late Night – Drive Home, Reflect, Reset
On the drive back, I’m already mentally replaying the day. What went well? What do I need to tweak for next time? It's a long day, but it’s a privilege to feed people on one of the biggest days of their lives.
Final Thoughts:
Wedding catering isn’t glamorous, but it is deeply meaningful. It’s about showing up fully—with heart, hands, and hustle. And when everything clicks, it feels like magic. Because that’s what good food is: love you can taste.
