10 Questions to Ask Your Event Caterer Before Booking

Choosing the right caterer can make or break your event. Whether you're planning a wedding, corporate function, or private party, asking the right questions upfront will save you stress, money, and potential disasters on the day.

Here are the 10 essential questions every event organiser should ask before booking a caterer.

1. What's Included in Your Quote?

This is the most important question. A low headline price means nothing if it doesn't include essentials. Make sure you understand exactly what's covered:

• Food and ingredients
• Equipment and setup
• Staff and service
• Travel and transport
• Breakdown and cleanup
• Crockery, cutlery, and napkins

Red flag: If a caterer can't give you a clear, itemised breakdown, proceed with caution.

2. Are You Fully Insured?

Professional caterers should have public liability insurance (typically £5 million minimum) and valid food hygiene certification. Many venues require proof of insurance before allowing caterers on-site.

Ask for: Certificate of insurance and food hygiene rating.

3. How Do You Handle Dietary Requirements?

With increasing awareness of allergies and dietary preferences, this is crucial. A good caterer should:

• Have a clear allergen management process
• Offer vegetarian, vegan, and gluten-free options
• Be able to accommodate specific allergies
• Provide an allergen matrix for their menu

4. What's Your Cancellation Policy?

Life happens. Understanding the cancellation terms before you book protects you financially. Key questions:

• What deposit is required?
• Is the deposit refundable?
• What are the cancellation charges at different timeframes?
• Can you postpone to a new date without penalty?

5. Have You Worked at Our Venue Before?

Experience with your specific venue is valuable. Caterers who know the space understand:

• Access points and setup logistics
• Power and water availability
• Any venue-specific restrictions
• Timing and coordination with venue staff

If they haven't worked there before, ask if they'll do a site visit.

6. What Happens If Something Goes Wrong?

Equipment breaks. Staff get ill. Weather changes plans. A professional caterer should have contingency plans:

• Backup equipment available
• Additional staff on call
• Wet weather alternatives (for outdoor events)
• Emergency contact procedures

7. Can We Taste the Food Before Booking?

Many caterers offer tastings, especially for weddings. This lets you:

• Experience the quality firsthand
• Finalise menu choices
• Discuss presentation and portion sizes
• Build confidence in your choice

Some caterers charge for tastings (often refundable against your booking), while others include them for larger events.

8. How Many Events Do You Handle Per Day?

This affects the attention your event receives. Questions to ask:

• Will you be handling other events on our date?
• Who will be the main point of contact on the day?
• Will the owner/head chef be present?

Ideal answer: A maximum of 2 events per day (lunch and evening), with the owner or senior staff attending personally.

9. What Are Your Payment Terms?

Understand the payment schedule to budget accordingly:

• Deposit amount and when it's due
• Balance payment deadline (typically 2-4 weeks before)
• Accepted payment methods
• Any early payment discounts

10. Can You Provide References or Reviews?

Reputable caterers should be happy to share:

• Google or Facebook reviews
• Testimonials from similar events
• Photos from previous events
• Contact details for past clients (with permission)

Bonus: Questions for Specific Event Types

For Weddings:

• Do you offer evening food packages?
• Can you coordinate with our venue and other suppliers?
• What's your setup and breakdown timeline?

For Corporate Events:

• Can you provide invoicing for business accounts?
• Do you offer branded or themed presentations?
• What's your minimum booking notice?

For Festivals/Large Events:

• What's your maximum capacity?
• Do you have experience with high-volume service?
• How do you manage queuing and service speed?