Planning a big event is serious work, especially if you’re providing meals for a large crowd. If you’ve never booked a catering service before, it can be tough to know what to ask. We’ve put together a list of important questions to ask a caterer – plus we’ve provided a printable list at the end of this post so you can stay organized. Read on to learn all the ins and outs of hiring a caterer!
Start with the basics
From their availability to what licenses they hold, there are a few basic questions to ask a caterer to see if they will be a good fit. This is a great start to make sure the company can handle your event, whether it’s a big wedding or an intimate holiday party for your office.
After providing the event details like date, time, and location, you can dive into the bigger questions. Be sure to speak with your venue to get a checklist of vendor requirements so you can ask about those, too.
- How long have you been in business?
- How many events do you cater per year?
- What types of service do you offer? (Buffet, pass-around appetizers, formal, etc.)
- Where can I see your reviews?
- Do you hold a valid food service license?
- Does your license allow you to serve alcohol?
- Can you provide proof of liability insurance?
- Are you aware of any special permits (outside of venue requirements) needed for my event?
Discuss the catering staff requirements
Having an estimated guest count will help your vendor decide how many staff members are best for the event. You should also think about whether you’re serving a sit-down meal or a self-serve buffet to determine your true staffing needs.
Some catering companies, like food trucks, are super casual and may not have strict dress codes. If your event is formal or you have a certain aesthetic in mind, don’t hesitate to discuss the staff uniforms.
- Do you provide bartenders?
- What uniform choices are available for your staff?
- How many staff do you recommend for my event?
- Who will be my day-of contact?
- What is your staff’s health protocol? (Gloves, hair nets, etc.)
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Talk about the event setup and cleanup
Many catering companies offer other services outside of providing the menu and can work with you on additional services like table and chair rentals.
Check with your venue to determine what they provide, and your caterer can potentially help fill in the rest. You’ll also want to discuss setup and breakdown so you can reserve the venue accordingly.
- Do you provide tables and chairs, dinnerware, linens, or menus? What color choices do you offer?
- Do you offer decor options for the serving tables?
- How much time do you need to set up and break down?
- Are there additional fees for setting up and breaking down?
- Can you set up an area for other event staff and vendors to eat?
- Do you provide takeout containers for leftover food to be taken home by guests?
- What is included in your clean-up services?
Plan the food and drink menu
Now for some of the most important questions to ask a caterer for an event! Discussing the food and drink options can generally take up the most time when you’re planning for a big day. You want to ensure that you have choices for those with dietary restrictions as well as provide a nice variety of proteins, vegetables, bread, and desserts.
Potential caterers are likely to have a menu available to choose your appetizers, sides, main courses, and desserts. They can also help guide you on how many of each to include when your guest count is finalized. Before you make your choices, consider a few extra questions about your event.
- Do you have options for those with dietary restrictions?
- Can you provide kid-friendly options?
- Can we arrange a sample tasting of a few of our desired menu items? Is there an additional fee for this service?
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Finalize your price quote
After some discussion about your event, your caterer should be able to provide you with a price quote. They’ll likely ask for a deposit upfront to cover the cost of food and other expenses. It’s important to clarify how the pricing works before you book, so be sure to ask a few final questions.
- How do you price your service? (All-inclusive flat rate, per guest, etc.)
- What is the price difference between buffet/food stations, passed hors d’oeuvres, and sit-down dinner services?
- Is the cost of all staff, rentals, linens, and food included in the price per guest?
- Can you provide a detailed list of all services you provide and their corresponding fees?
- What is the deposit amount required to hold our date, and when is the rest due?
- What is your cancellation policy?
- When do you need a final guest count?
- Are there any other miscellaneous fees not included in your quote?
Questions to ask a wedding caterer
If you’re planning to book a caterer for your wedding day, there are a few additional scenarios that you may want to discuss. A wedding caterer will likely be able to help you plan your cocktail hour and may even be familiar with your wedding venue, so use them as a resource with these questions.
💍 Future brides and grooms: Don’t forget our printable at the end of this post: we’ve included a bonus page for your wedding binder!
- Can you help us create a custom menu?
- Do you offer any extra services like ice sculptures, chocolate fountains, or cappuccino machines?
- Do you also make wedding cakes? If so, is there a cake-cutting fee?
- Can you provide a champagne toast package?
- Do we need to purchase all alcohol through you? If not, do you charge a corking fee?
- Can you help us create a signature cocktail?
Choosing the right caterer is essential to your event, so take your time and cover all the details. Your guests will appreciate the tasty hors d’oeuvres, crisp champagne, and sweet dessert table! And the best caterer can deliver it all and more. 🍽️
Megan is the Director of Customer Experience at GigSalad and has gained 9+ years of insight on what makes a great event on both sides of the booking process. Her favorite things include books, true crime podcasts, coffee, hiking, puns, and making people laugh.