What to Look for in a Wedding Coffee Cart Vendor (Checklist)

What to Look for in a Wedding Coffee Cart Vendor (Checklist)

Planning a wedding? Here's a practical checklist of what to look for in a coffee cart vendor to ensure your guests are served well and your day goes smoothly.

When you’re planning a wedding with 100+ guests, every vendor needs to show up with excellence—especially your coffee cart. Whether you’re hosting an early brunch wedding or a late-night reception, your mobile coffee bar should be fast, reliable, and unforgettable.

So how do you choose the right vendor?

Here’s a checklist of what to look for when booking a wedding coffee cart that can serve your crowd and elevate the experience.

1. Proven Experience with Large Weddings

Not all coffee carts are built the same. Ask if they’ve handled weddings of your size before. A cart that has experience with 100+ guests will know how to handle high volume while still crafting great drinks.

What to check:

• Do they list wedding experience on their site or socials?

• Can they reference past events similar to yours?

• Are they prepared with multiple baristas and high-capacity equipment?

2. Diverse, Customizable Drink Menu

Weddings have guests of all kinds—coffee lovers, tea drinkers, kids, non-caffeine folks. Your cart should offer more than just espresso.

Look for:

• Espresso classics (lattes, cappuccinos, americanos)

• Seasonal specials (e.g., honey lavender lattes)

• Non-coffee options (RedBull spritzers, sparkling sodas, matcha, lemonades)

• Custom drink options that fit your theme or colors

3. Fast Service (Without the Rush)

You don’t want long lines at your wedding. A good vendor should offer a high guest-per-hour rate and communicate how they’ll avoid backups.

Ask them:

• How many drinks can you serve per hour?

• What does your guest flow look like?

• Do you bring multiple baristas?

At The Good Brew, we bring 3 baristas for events over 200 guests when booking the elevated package, and offer unlimited drinks per guest to keep things flowing.

4. Setup, Timing, and Professionalism

Weddings are time-sensitive. Your vendor should arrive early, set up quickly, and match the aesthetic of your event.

Checklist:

• Do they arrive 45+ minutes early?

• Do they offer elegant cart setups or branded aesthetics?

• Are their staff well-dressed and professional?

  
  

5. Flexible Packages & Transparent Pricing

Look for vendors who clearly outline what’s included in their packages. You want to avoid surprise fees and know exactly what you’re paying for.

Red flags:

• Vague pricing

• No mention of guest count caps or travel fees

• No breakdown of drink types or service time

At The Good Brew, we offer a Standard Package and an Elevated Package with everything clearly laid out, so you know exactly what you’re getting.

6. Clear Communication & Booking Process

Trustworthy vendors reply quickly, confirm details clearly, and offer a simple process to book. If you're doing wedding planning on a deadline, you don’t want to be chasing people down.

What to look for:

• Responsive emails, DMs, or messages

• A clear event details form

• Transparent payment terms

Final Thoughts

Your wedding coffee cart shouldn’t be a gamble. With the right vendor, your drink station becomes more than just a caffeine stop — it becomes part of the experience.

At The Good Brew, we specialize in large-scale weddings in Sacramento, Napa, and beyond. With high-capacity service, extensive drink menus, and a commitment to quality, we make sure your guests are served and your vibe is elevated.

Ready to book? Fill out our inquiry form today and let’s chat about your big day.

hat about your big day.