Questions to ask a caterer before you book

You do not need to ask every question below. Pick the ones that matter for your event, and ask every caterer on your shortlist the same set so the answers line up.

Availability and fit

• Are you available on our date and time? Ask early; it saves everyone a menu conversation.
• How often do you do events like ours? Size and format matter more than the occasion. Fifty people plated is a different job from two hundred at a buffet.
• Have you worked at our venue? If not, will they visit or call the venue before the day?
• What is your minimum order or guest count? Some caterers will not take small events on peak dates.

Food

• Can we see sample menus, and how flexible are they?
• Is the food cooked on site, finished on site, or delivered ready? This affects quality and what the venue needs to provide.
• How do you handle allergies and dietary requirements? Ask about cross-contact, labelling and separate plates for guests with allergies. See catering for dietary restrictions.
• Do you offer a tasting? Is there a charge, and is it credited if you book?
• What happens to leftovers? Some caterers will pack them; some cannot for food-safety reasons.

Service and staff

• Who will be on site, and how many staff? Ask who your contact is on the day.
• How long are staff booked for, and what happens if the event runs late?
• Do you set up and clear away? Does that include trash and recycling removal?
• Can you provide bar service, and do you hold the licence or does the venue?

Logistics

• What do you need from the venue? Kitchen access, power, water, tables, load-in times.
• Do you supply plates, cutlery, linens and serving equipment, or arrange rentals?
• When do you arrive, and how much setup time do you need?

Money and the contract

• What exactly does the quote include? Food, staff, rentals, delivery, service charge, tax.
• Is gratuity included? Ask what the service charge covers; it is not always a tip.
• What deposit do you need, and when is the balance due?
• When do you need the final headcount, and can it go up or down after that?
• What is your cancellation policy, for us and for you?
• Are you insured, and can you send a certificate to the venue?

Then compare the answers side by side. Our guide to comparing catering quotes shows how.