Most catering problems come from questions nobody asked until the contract was signed: surprise service charges, a missing permit, not enough staff or food. Take these questions to every event caterer you talk to, compare the answers side by side, and get the important ones in writing.
When to book: people usually book wedding, banquet and event caterers about 6–12 months ahead for weddings; 2–4 months for galas.
The Questions
- What is the price per guest, and what exactly does it include?
- Can you send a sample invoice for our guest count with every fee, tax and service charge?
- Do you hold a food permit or license and liability insurance? Can our venue get a certificate of insurance?
- How do you handle allergies and vegetarian, vegan, gluten-free, halal or kosher meals?
- When is the final headcount due, and can it change after that?
- What are the deposit, payment schedule and cancellation terms?
- Have you worked at our venue, and do you know its kitchen and load-in rules?
- Is a tasting included, and how many menus can we taste?
- Do you provide bar service and bartenders, and do you hold a liquor license?
- How many servers per table will you staff for a plated dinner?
- Do you handle setup, cake cutting and cleanup?
- Do vendor meals cost the same as guest meals?
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Tips
- For weddings, book the venue first, then the caterer: many venues limit you to an approved list.
- Buffets are not always cheaper than plated meals once staffing and food quantity are counted.
- Plan one server per 10–12 guests for plated dinners, fewer for buffets.
Before You Sign
- Get the date, service times, menu, portions, staff count, total price and payment schedule in writing.
- Read the cancellation, headcount-change and refund terms.
- Check that the business name on the contract matches the one you researched.
- Pay deposits by credit card where possible, for buyer protection.