The Wedding Coffee Catering Checklist We Send Every Couple

Most wedding coffee catering enquiries we get are two lines long: a date and the word wedding. We can’t price anything from that, so we write back with questions, and that adds days to something you wanted settled this week. Below is the list we would send you anyway — answer it in one message and the quote comes back quickly.

Send the date before you have any other details

Date first, then the hours you hold the venue. Spring and fall Saturdays go first, so if yours is one of those, send it even if nothing else is decided yet. If we are already taken that day we say so in the reply instead of holding you while you wait.

If you are also feeding people the night before, say that now. A rehearsal dinner is its own window with its own parking question, and it is easier to plan alongside the wedding than bolted on two weeks out.

Where the truck parks matters more than the venue name

We need the address and one sentence about where a truck can legally sit. Our baristas work inside the truck and serve through the window, so there is no kitchen to borrow and nothing gets carried through your reception space.

What we do need is level ground, a space the size of a truck, and clearance on one side to fold the awning out. Grass and gravel are fine dry and a problem two days after rain. At the venues around Lake Lanier and the barns north of the city, the reliable spot is often the guest lot — ask your venue about it before you tell us yes.

Tell us what power is there, or that there is none

Say whether there is an outlet within reach of that parking spot and roughly how far away it is. If there is none, tell us that — we plan around it. The answer we can’t work with is a guess, because we find out while your guests are waiting.

Mention how far that spot sits from where guests will actually be. A space across the lot still works, but people won’t walk out to it between courses, and you should know that while the parking plan is still movable.

The run of day decides the window, not the guest count

Give us the rough shape of the day with times — ceremony, dinner, toasts, dancing, send-off. Then tell us when you want coffee moving.

After that, the headcount, and who is still there at that hour. A reception that thins out after dinner serves very differently from one where everybody stays to the end, and we plan the window accordingly. For a small guest list the real question is which hour, not how many hours.

Name one person we can call on the day

We need a name and a mobile number for your coordinator or whoever is making decisions that day, plus the venue’s own contact for the gate and the lot. On the wedding day we call them, not you.

If there is no coordinator, pick someone anyway. Somebody who is not getting married and is not in the photographs.

Decide what people are drinking before you count cups

Tell us the season and the hour and we will tell you what sells. After dinner it is espresso and cappuccino, fast, one after another. A July afternoon reception with kids at it runs on cold drinks, and snowballs keep them out of the espresso line entirely.

We carry whole, half & half, oat and skim. Oat is worth flagging early if several of your guests need it, because it changes what we load for the day.

Pick a pricing shape and send the whole thing at once

We work three ways. Per Guest is one flat rate against your headcount. Per Cup means you pay for the cups we actually serve. Post-Pay settles after the event once the count is known. You don’t have to pick right — say which one sounds like your reception and we will tell you if it fits.

All of it goes in the booking form, and the wedding coffee catering page shows what the truck looks like set up at a reception if you want to see it before you write. If something on this list has no answer yet, write unknown next to it and send the form anyway.