Most food-related problems show up as:

• A guest gets sick and blames “the venue”

• Food is held too long (buffets are the usual culprit)

• Cross-contamination (especially allergens)

• Improper reheating or cooling

• Improper handwashing / glove misuse

• Food left out during photos, speeches, or delays

• “We’ll just bring in trays from home” situations

Your goal is simple: reduce the chances of unsafe food being served on your property and make responsibility clear (in writing).

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Your Food Safety “Red Flag” Checklist (venue-friendly)

1) Who is preparing the food—and where?

Red flags

• Food prepared off-site in a home kitchen

• “Aunt Susan’s famous chicken salad” for 150 people

• Food transported without temperature control

• Vendor can’t clearly explain their process

What to require

• A licensed caterer (or at minimum, proof they’re permitted where required)

• Food prep in approved facilities

• Clear plan for transport and temperature control

2) Hot food + time = the most common failure

Most foodborne illness risk comes down to time/temperature abuse.

Venue rule of thumb: if the caterer can’t keep food hot/cold the right way, it shouldn’t be served.

Red flags

• Buffet is set “early” so it looks nice

• Food sits through a long ceremony delay

• Chafing dishes without enough fuel / lids

• Outdoor summer weddings with no cooling plan

What to look for

• Hot holding equipment (chafers, hot boxes, warming cabinets)

• Cold holding equipment (ice baths that actually surround product, coolers, refrigerated prep)

• A plan for delays (weather, speeches, photos)

3) Cross-contamination is sneaky

Cross-contamination doesn’t just happen in kitchens—it happens at events.

Red flags

• Same utensils used for multiple dishes

• Shared cutting boards/knives for raw and ready-to-eat food

• Guests self-serve from tight buffet lines with frequent utensil swapping

• No handwashing setup where food is being handled

Venue-friendly expectations

• Separate utensils per dish

• Dedicated allergen-safe prep and serving process

• Servers or attendants for buffets at higher-traffic events (especially for hors d’oeuvres)

4) Allergens: you don’t need a medical degree—just a system

Allergens are where lawsuits and serious incidents can happen, fast.

Red flags

• “We’ll just label stuff” but no ingredient knowledge

• Couple requests allergen accommodations and vendor brushes it off

• Dessert tables with mixed serving tools

Best practice

• Require caterer to provide allergen labels and ingredient awareness

• Have a simple “allergen plan”: who answers questions, where special meals are staged, how they’re delivered

• Encourage plated service for high-allergen groups when practical

5) Leftovers and “to-go boxes” are a problem waiting to happen

It’s common for couples to want leftover food packaged up. This gets risky quickly if food has been sitting out.

Red flags

• Guests boxing leftovers from a buffet

• Caterer leaves trays in a back room “for later”

• No clear cutoff time

Set the venue expectation

• Leftovers are handled by the caterer only

• Food that has been out past safe windows should not be redistributed

• Couple can take leftovers only if packaged by caterer using their procedures

6) Self-serve stations: charcuterie, grazing tables, and DIY bars

These are popular—and higher risk.

Red flags

• Grazing tables sitting out for hours

• Seafood/cream-based items on open displays

• DIY hot cocoa / coffee stations with shared utensils and spilled liquids

Smarter approach

• Limit time out

• Use attendants for high-touch stations

• Keep potentially hazardous foods in controlled service

7) “Kitchen access” and warming is where confusion happens

Venues often have a prep area or “warming kitchen.” That’s great—until everyone assumes the venue is responsible.

Red flags

• Multiple vendors using the same space with no supervision

• Extension cords everywhere

• No sanitation supplies or trash plan

• No rules on grease-producing cooking

What to clarify

• Whether cooking is permitted (especially anything producing grease-laden vapors)

• What appliances are allowed (and what is not)

• Who cleans and sanitizes

• Fire safety basics (extinguishers accessible, cords managed, no blocked exits)

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The 10 questions every venue should ask the caterer

1. Are you a licensed/insured caterer, and can you provide proof if needed?

2. Where is the food prepared?

3. How will hot foods be kept hot and cold foods kept cold during service?

4. What is your plan if the timeline is delayed (weather, ceremony, photos)?

5. Who is responsible for buffet monitoring and utensil management?

6. What is your allergen process (prep + serving + labeling)?

7. Do you provide handwashing or sanitation controls for staff on-site?

8. How do you handle leftovers and guest “to-go” requests?

9. What equipment are you bringing that uses heat/electricity?

10. Who is responsible for cleanup, trash, and grease disposal?

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The easiest way to reduce risk: put food safety expectations in writing

You don’t need a 12-page policy. You need clear expectations in your vendor guidelines and your couple-facing rules, like:

• Food must be provided by a licensed caterer (or approved vendor)

• Caterer is responsible for food handling, holding temperatures, and service monitoring

• Allergen accommodations must be managed by the caterer

• Leftovers must be packaged by the caterer—no guest self-boxing from buffets

• Any cooking/warming must comply with venue rules and fire safety requirements

This protects guests and reduces finger-pointing if something goes wrong.

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A simple “venue win” to share with couples

When couples ask why you’re strict about caterers or buffet rules:

“It’s not about being picky—it’s about keeping your guests safe. Food safety problems ruin weddings, and a few simple standards prevent almost all of them.”