10 Questions to Ask a Caterer Before Booking

Hiring a caterer is one of the most important decisions when planning an event. The right catering service can elevate your event, while the wrong one can lead to unnecessary stress. Before signing a contract, make sure to ask these 10 essential questions to ensure they’re the perfect fit for your needs.

1. Are you available on my event date?

This might seem obvious, but popular caterers book up months in advance—especially for weddings and corporate events. Before diving into menu options, confirm their availability.

2. Do you specialize in a certain type of cuisine?

Some caterers focus on specific cuisines, such as BBQ, Mediterranean, or fine dining. If you have a particular theme or cuisine in mind, ensure their specialties align with your vision.

3. Can you accommodate dietary restrictions?

Your guests may have allergies or dietary preferences. Ask if the caterer can provide gluten-free, vegetarian, vegan, nut-free, or other special options to ensure everyone is taken care of.

4. What’s included in your pricing?

Catering costs can vary, so request a detailed breakdown of what’s included in the price. Ask about:
✔️ Food and beverage costs
✔️ Staffing (servers, bartenders)
✔️ Equipment and rentals (tables, plates, utensils)
✔️ Service fees, gratuities, or additional charges

5. Do you provide tastings?

A tasting session allows you to sample the menu before committing. Some caterers offer complimentary tastings, while others charge a fee—ask about their policy before booking.

6. How do you handle last-minute changes?

Unexpected changes happen—whether it’s a guest count adjustment or a menu switch. Find out their flexibility on last-minute changes and any associated costs.

7. Do you provide servers and bartenders?

Not all caterers offer full-service staffing. If your event requires servers, bartenders, or cleanup crew, clarify whether they provide them or if you need to hire staff separately.

8. What happens to leftovers?

Some caterers package leftovers for guests, while others have policies against it for food safety reasons. Some even donate unused food to local shelters—ask about their approach.

9. Do you have experience with my venue?

A caterer familiar with your venue’s layout, kitchen setup, and restrictions can help avoid logistical issues. If they haven’t worked at your venue before, ask if they’ll do a walkthrough before the event.

10. What’s your cancellation and refund policy?

Life happens—make sure you understand their cancellation and refund terms in case plans change. Some caterers offer partial refunds, while others require non-refundable deposits.

Final Thoughts

Hiring a caterer is more than just choosing a menu—it’s about ensuring a smooth and successful event. Asking these 10 key questions upfront will help you find a catering service that meets your needs, budget, and expectations.

🔹 Ready to book a caterer? Keep these questions handy and make an informed decision for your next event!