Wedding Menu Planning Checklist for Private Chef Services

justinjennings
2 hours ago
10 min read

Planning your wedding menu with a private chef? Here's how to make it simple and stress-free:

Set your budget and guest list: Costs in Portugal range from €50–€300 per person, with €65 being the average for a 4-course meal. Smaller groups (2–6) pay more per guest, while larger events (13+) enjoy lower rates. Book off-peak (October–April) to save 15–20%.
Collaborate with your chef: Share your vision, dietary needs, and event details early. Expect custom menus, tastings, and contracts to ensure clarity.
Design your menu: Choose service styles (plated, buffet, family-style) and use seasonal Portuguese ingredients like Algarve oranges or local seafood. Include options for dietary restrictions (vegan, gluten-free, etc.).
Plan logistics: Confirm venue kitchen facilities, staff needs, and food safety measures. Coordinate timing with your chef and event team to ensure smooth service.

Hiring a private chef, like Justin Jennings, ensures a tailored experience, from menu creation to cleanup. Start early, communicate clearly, and enjoy a wedding meal your guests will remember!

Private Chef Does Wedding Dinner On The Beach in San Diego

Step 1: Initial Planning and Budget

Determining Guest Count and Event Format

The size of your guest list plays a crucial role in shaping your event. It determines the venue, service style, and overall budget. For smaller gatherings of 10 to 50 people, private chef services are a fantastic choice. According to the Justin Jennings Private Chef website, even larger events - up to 200 guests - can be accommodated. Start by drafting a realistic guest list, as costs are typically calculated per person.

Next, think about the event format. A sit-down dinner offers a formal, elegant setup where guests can enjoy multiple courses while seated. This option works well if you want a more structured atmosphere. On the other hand, a cocktail reception with canapés and food stations creates a more casual and social environment, allowing your guests to mingle. Another option is a walking dinner, a chic approach where guests roam between stations, sampling a variety of dishes throughout the evening.

The service style you choose will shape your guests' experience and influence logistics. For smaller gatherings, a single chef may be sufficient, but larger events will require additional staff, which will increase costs. Decide whether you want to include a welcome cocktail with canapés or prefer a continuous dining experience. Once you’ve nailed down the guest list and format, you’ll be ready to set a clear and realistic budget.

Calculating Your Food Budget

Setting a food budget early on can help you avoid surprises later. In Portugal, private chef wedding menus typically range from €50 to €300 per person for a 4-course meal, with the average cost hovering around €63 per person. For smaller groups of 2 to 6 guests, expect prices between €67 and €93 per person, while larger groups of 13 or more often enjoy lower rates, starting at around €49 per person.

The complexity of your menu also impacts the cost. A 3-course menu starts at €65 per person, while a 5-course degustation might cost €87 per person. For a more elaborate experience, an 8-course menu can reach €135 per person. Premium ingredients, like Iberian ham, will raise prices, but opting for seasonal Portuguese produce can help control costs without compromising on quality. Most private chef services include menu planning, ingredient shopping, cooking, and cleanup. However, extras like drinks, tableware, and gratuity are often billed separately.

Timing is another factor to consider. Booking during weekdays or off-peak seasons (October through April) can save you 15–20% compared to weekend rates. Keep in mind that peak wedding season runs from May to September, and holidays like Christmas and New Year’s Eve usually come with higher price tags. Be prepared for a minimum spend of €500 per event. Children’s menus are generally more affordable, costing €20–40 per child.

Lastly, think about potential add-ons. For instance, additional service hours beyond the standard package may cost around €615+VAT per hour. Offering guests multiple menu choices could add €20–€40+VAT per person to your costs. Careful planning and a clear understanding of your priorities will help you manage your budget effectively.

Step 2: Working with Your Private Chef

Choosing and Briefing Your Chef

Once you've sorted out your initial planning and budget, it's time to collaborate with your private chef. Start by checking reviews and feedback from other wedding clients. Look for key traits like responsiveness, flexibility with menus, and a solid track record of creating unforgettable dining experiences for weddings.

During your first consultation, be as detailed as possible about your wedding vision. Share the event date, estimated number of guests, venue location (whether it's in Lisbon, Cascais, or nearby), your culinary preferences (Portuguese, international, or a mix), and the style of service you prefer - whether it's canapés, a multi-course meal, or a walking dinner. Don’t forget to mention dietary restrictions, allergies, and any special requirements, like a children's menu.

If your wedding includes additional events, such as a welcome dinner or a farewell brunch, let your chef know upfront. This helps them plan everything seamlessly. The more information you provide, the better your chef can tailor the menu and service to match your vision. Once you've laid out the groundwork, the next step is to refine the menu through tastings and lock down the details in a contract.

This phase is where your collaboration with the chef really takes shape. After your initial briefing, the chef will create a custom menu proposal based on your preferences and requirements. Use calls, video meetings, or messages to review the proposal, tweak dishes, adjust portions, or add personal touches that make the menu uniquely yours.

Once you've finalised the menu through tastings and discussions, document everything in a written agreement. This should include the finalised menu, the scope of services, the timeline, payment terms in euros, and the responsibilities of both parties. Make sure to clarify the payment schedule and what’s included - such as menu design, shopping, cooking, and cleanup. Also, discuss any extra costs, like beverages, tableware, or extended service hours.

A clear, detailed agreement ensures your wedding day runs smoothly and stress-free. It also guarantees a personalised dining experience featuring seasonal Portuguese ingredients and menus tailored to your specific needs.

Selecting Service Style and Course Structure

The way you serve your food and the structure of your courses should reflect the overall vibe of your wedding. If you're going for a polished and elegant feel, plated service is a great option. Each guest is served beautifully presented courses at their seat, offering a fine dining experience - perfect for smaller, intimate weddings. On the other hand, family-style sharing creates a warm and welcoming atmosphere. Guests pass around platters, encouraging interaction and a sense of togetherness. For those who prefer flexibility and variety, buffets are ideal, allowing guests to pick and choose what they like and how much they want.

Many high-end weddings follow a traditional flow: starting with a cocktail hour featuring canapés, transitioning into a seated dinner with three or four courses (starter, main, dessert), followed by the wedding cake, and ending with late-night snacks for the guests who stay on. Pro tip: Offering two main course options typically adds around €20 per guest, while giving full flexibility across all courses can increase costs by approximately €40 per guest. This structure pairs beautifully with Portugal’s seasonal ingredients, ensuring a menu that's both thoughtful and fresh.

Using Seasonal and Local Portuguese Ingredients

Portuguese winters offer a treasure trove of seasonal ingredients, especially for December weddings. Brighten your menu with Algarve oranges, clementines, and tangerines, which work wonderfully in salads or desserts. Consider dishes like grilled octopus with sweet potato purée, slow-roasted lamb with rosemary, or sea bass served with sautéed greens. Portugal’s culinary heritage naturally blends fresh seafood with hearty meats, creating a rich variety of flavours that suit any wedding menu.

You can also personalise your menu by incorporating creative twists that reflect your story as a couple. For example, Portuguese prawns could be paired with Asian-inspired marinades, or Alentejo pork might be seasoned with unique spices. The key is to highlight fresh, local ingredients while adding touches that make your menu feel one-of-a-kind. And don’t forget - it's essential to address dietary needs to ensure every guest feels included.

Managing Dietary Requirements and Allergies

To accommodate all your guests, it’s important to plan for dietary restrictions and allergies early on. Include a section on your RSVP cards or online response form where guests can detail their needs, whether they’re vegan, vegetarian, gluten-free, dairy-free, or have specific allergies. This gives you the chance to create a menu that everyone can enjoy.

Collaborate with your chef to design dishes that naturally cater to various dietary needs without making anyone feel singled out. A balanced menu might feature a seafood option, a meat dish, and a plant-based choice that's both vegan and gluten-free. If you're opting for a buffet, use clear signage to indicate which dishes meet specific dietary requirements. For plated meals, ensure the service staff is well-informed about the ingredients so they can confidently assist guests.

Take extra precautions to avoid cross-contamination, especially for severe allergies. Set up separate preparation areas and utensils, and double-check ingredients in sauces or complex dishes - hidden allergens can sometimes sneak in unexpectedly. On average, wedding catering in Portugal costs around €150 per person. This typically includes a welcome cocktail, a four-course meal, and an open bar with unlimited wine.

Step 4: Wedding Day Logistics and Execution

Venue and Kitchen Setup

Once your menu is set, it’s time to turn your attention to the practical details of the big day. Start by confirming the venue’s kitchen facilities with your chef. Make sure there’s a reliable power supply and enough outlets to handle all equipment, lighting, and entertainment needs. For outdoor or remote locations, plan ahead with weather protection like tents and backup power options.

Discuss what equipment the chef will bring versus what the venue provides. This includes everything from cooking tools and serving dishes to tables and place settings. There should be enough space for food prep, serving stations, and any displays, such as buffets or bars. If your menu includes seasonal Portuguese dishes, ensure the kitchen setup can handle the preparation. Typically, the catering team will arrive a few hours before the event to set up and liaise with the event coordinator, following the layout you’ve agreed upon.

Timing and Staff Coordination

A seamless schedule is key. Connect your event coordinator and chef at least a month before the wedding to map out a timeline that aligns food service with speeches, cake cutting, and dancing. The chef’s team will handle setup and cleanup, but it’s important to coordinate with other vendors to avoid any scheduling hiccups. Discuss any extra services your chef might offer, such as plating meals for the couple, boxing leftovers, or assisting with cake cutting. A final check-in before guests arrive ensures everything runs smoothly.

Food Safety and Leftover Management

Food safety is non-negotiable. Make sure your chef follows strict hygiene standards and maintains proper food temperatures. In Portugal, catering services typically include thorough kitchen and dining area cleanup, with an average satisfaction rating of 4.84 out of 5.

Buffet-style meals often leave behind leftovers. Talk to your chef about how these will be safely packaged or stored. One happy client of Chef Vera Carvalho shared:

"The food was all delicious, and we had plenty of leftovers, which made for a perfect lunch the next day".

Just make sure any leftovers are handled with proper food safety measures, so they’re good to enjoy later.

Conclusion: Delivering a Memorable Wedding Dining Experience

Planning your wedding menu can feel like a daunting task, but with the right approach, it becomes an opportunity to create something truly special. Start by defining your guest list, budget, and overall vision early on. Every decision - from setting financial boundaries to managing logistics - plays a part in crafting an event that your guests will remember.

Working closely with your chef is key. The best weddings happen when couples and chefs collaborate, exchanging ideas and refining every detail until the plan perfectly aligns with your vision. Experienced professionals like Justin Jennings bring a wealth of expertise, covering everything from menu creation to cleanup. His services include custom pricing and cater to diverse dietary needs, such as vegan, gluten-free, and kid-friendly options, all without additional charges.

Booking early is essential to secure your date and ensure everything runs smoothly. Once the details are finalised, your chef will arrive on your wedding day with fresh ingredients, ready to bring your carefully planned menu to life.

FAQs

How can I accommodate dietary restrictions for my wedding guests?

When planning a meal that accommodates dietary restrictions, the first step is understanding your guests' needs. You can include a section on your invitations to ask about dietary preferences or reach out directly to gather this information. Once you have these details, share them with your private chef as early as possible. This gives them ample time to craft a menu that works for everyone.

Experienced chefs are well-equipped to create tasty options for various dietary requirements, whether it’s vegetarian, vegan, gluten-free, or nut-free dishes. Work closely with your chef to design a menu that not only meets these needs but also offers a seamless and enjoyable dining experience for all your guests.

How can I save money when hiring a private chef for my wedding?

To keep costs manageable when hiring a private chef for your wedding, there are a few clever approaches you can take. Start by choosing a weekday for your celebration, as weekend bookings often come with steeper prices due to higher demand. Another tip is to be strategic with your guest list - inviting a slightly larger group can reduce the cost per person since the expenses are spread across more people. Lastly, make your booking early to lock in better rates and avoid the price hikes that typically come with peak wedding seasons. These simple adjustments can allow you to enjoy an elegant dining experience without straining your budget.

How can I work with my chef to ensure everything runs smoothly on my wedding day?

To keep your wedding day running smoothly, it's important to have open and ongoing communication with your chef during the planning stages. Go over the menu options, address any special requests, and ensure dietary preferences or restrictions are noted well ahead of time. Also, confirm the timing for each course, discuss the setup arrangements, and clarify any equipment or space needs.

On the big day, ensure the chef has access to the venue at the agreed time and that all necessary preparations are in place. After the celebration, it's common practice to privately offer a gratuity of 15–20% of the total bill as a token of gratitude for their effort and commitment.