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 caterer you talk to, compare the answers side by side, and get the important ones in writing.
When to book: people usually book caterers about 2–6 months ahead (8–12 for peak-season weddings).
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?
- Do you offer buffet, plated, family-style and stations, and how does the price change?
- How many servers and bartenders will you staff per guest?
- Do you bring plates, glassware, linens and tables, or do we rent them?
- Can we do a tasting, and is there a fee?
- Is there a cake-cutting, corkage or venue kitchen fee?
- What happens to leftover food?
Advertisement
Tips
- Ask every caterer for a quote on the same menu and guest count so you compare like with like.
- Service charges of 18–25% plus sales tax are common; they are not the same as a tip.
- Weekday and daytime events are often cheaper than Saturday nights.
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.