Written by: Cara Tirona
October 17, 2025
Catering can make or break your event. Whether it’s a corporate gathering, a networking lunch, or an elegant gala, the food and beverage experience often leaves a lasting impression on attendees. That’s why it’s critical to ask the right questions when hiring an event caterer.
In this blog, we’ll explore four key event catering questions you should always ask before booking a caterer—plus helpful tips to make sure your catering service aligns with your vision, audience, and budget.
Table of Contents
- Why Asking the Right Questions Matters in Event Catering
- What’s Included in Your Catering Packages?
- Can You Accommodate Dietary Requirements and Allergies?
- What’s Your Experience With Our Type of Event?
- How Do You Handle Last-Minute Changes or Emergencies?
- Conclusion: Smart Questions Lead to Exceptional Catering
Why Asking the Right Questions Matters in Event Catering
Hiring a caterer is more than selecting a menu—it’s about logistics, guest experience, and seamless execution. The right questions will help you:
- Clarify expectations
- Avoid hidden costs
- Cater to dietary needs
- Ensure a smooth event day
1. What’s Included in Your Catering Packages?
When evaluating potential caterers, it's crucial to get a clear understanding of what's included in their catering packages. This will help you avoid any unexpected surprises on the day of your event and ensure that your expectations are met. Here are some specific points to discuss:
Staffing
Inquire about the staff provided as part of the package. Determine if chefs, servers, and bartenders are included, and if so, what their attire will be. Knowing the staff-to-guest ratio is essential to ensure prompt and attentive service.
Setup and Cleanup
Ask if setup and cleanup are part of the package. While most caterers include these services, it’s wise to confirm to avoid any unforeseen responsibilities. Find out how early the team will arrive, who sets up the service area, and how long cleanup takes after the event. Knowing who will manage these aspects can relieve your stress on the event day.
Equipment and Rentals
Discover if the caterer provides necessary equipment like tables, chairs, linens, glassware, and utensils, or if you’ll need to rent these separately. Understanding these details can significantly impact your budget and your planning efforts. Renting these items can add a significant cost to your event, so it is imperative to determine from the outset what the caterer can supply. Some caterers may offer bundled packages that include not only the food but also the essential items needed for your event setup.
Minimums and Customisation
Find out if there’s a minimum spend or guest count. Also, ask how flexible the menu is—can it be tailored to suit your theme or dietary requirements? Many catering companies require a minimum spend or guest count to justify the resources allocated to your event. Be clear about these requirements to ensure they align with your budget and the size of your gathering. Knowing this upfront aids in planning efficiently, as falling short of the minimum can result in additional charges or even the non-availability of services.
It's increasingly common for guests to have specific dietary restrictions or preferences, such as vegetarian, vegan, gluten-free, or allergen-free diets. It's essential to discuss these needs with your caterer early in the planning process. Ask if they can accommodate such requirements and whether these modifications will incur additional costs. Some caterers might have pre-designed alternatives to accommodate common dietary needs, while others may create specific dishes upon request.
2. Can You Accommodate Dietary Requirements and Allergies?
When planning an event, catering to diverse dietary requirements and allergies is crucial to its success. Initiate a detailed conversation with your caterer about the specific needs of your guests, such as vegetarian, vegan, gluten-free, or nut-free options. Inquire if the caterer can adjust the menu items accordingly without compromising on taste or appearance, and whether they follow strict protocols to prevent cross-contamination in their kitchen. Additionally, confirm if the caterer has experience dealing with severe allergies and if they can provide ingredient lists or proper labelling for dishes. This transparency not only ensures the safety and satisfaction of your guests but also reflects your attention to detail and consideration.
3. What’s Your Experience With Our Type of Event?
Whether you are organising a wedding, corporate event, birthday party, or any other gathering, understanding your caterer's experience with your specific type of event is critical. Different events come with unique requirements and challenges, and an experienced caterer can anticipate and manage these effectively.
Industry-Specific Experience
Start by asking your caterer about their previous experience with events similar to yours. Have they catered a wedding of your size and style before, or do they specialise in intimate gatherings? If it's a corporate function, inquire about their familiarity with formal luncheons or networking dinners. Knowing they have successfully navigated similar events will give you confidence in their capability to handle yours.
Discuss any unique aspects of your event with your caterer. Perhaps you are hosting your event outdoors, or have a specific theme in mind that requires specialised setups and presentations. Ensure your caterer is comfortable with these elements and ask for their suggestions or ideas on how to make your event an exceptional experience, leveraging their expertise and creativity.
Check Reviews or Case Studies
It’s beneficial to ask for references or testimonials from past clients who have hosted similar events. Can they provide client references or testimonials from similar events? Look for consistency in delivery, communication, and professionalism. This can give you insight into the caterer's strengths, adaptability, and problem-solving skills in a setting similar to your own event.
Sample Tastings
One of the most critical steps before finalising your caterer is to experience their culinary offerings firsthand. Requesting a sample tasting allows you to evaluate not just the taste, but also the texture, aroma, and presentation of the dishes they propose for your event. This is your opportunity to ensure the quality of food meets your expectations and that the flavours align with your guests' preferences.
During the tasting, take note of how adaptable the caterer is when it comes to tailoring dishes to accommodate dietary restrictions or specific preferences. Ask if they can make adjustments in flavours and ingredients according to your feedback. Their willingness to personalise the menu and their ability to creatively adapt their dishes could significantly enhance the satisfaction of your event's dining experience.
Tip: Find a Caterer That Works Seamlessly With Your Venue
Some venues have preferred catering partners or restrictions on external suppliers. Use VenueNow to search for venues that include in-house catering or allow external vendors, making it easier to coordinate your event without surprises.
4. How Do You Handle Last-Minute Changes or Emergencies?
When planning an event, especially one involving a large number of guests, unexpected changes are sometimes inevitable. It is crucial to understand how your caterer manages last-minute alterations or emergencies. This could include anything from a sudden change in guest count, specific dietary requirements surfacing on the day, or unexpected weather affecting outdoor setups.
Discuss Their Contingency Plans
Start by asking your caterer about their contingency plans for such scenarios. Do they have extra staff on standby for unexpected increases in guest numbers? Are they equipped to quickly adjust menu items to accommodate unforeseen dietary requests? Understanding their ability to remain flexible and how quickly they can adapt to changes will give you peace of mind.
Communication Protocol
Effective communication is key in handling emergencies. Your caterer should have a clear protocol for staying in touch with you or your event coordinator. Inquire about their communication strategy—how will they inform you of any issues, and who will be your point of contact on the day of the event? Ensuring there is a direct and efficient line of communication can prevent misunderstandings and alleviate stress.
Emergency Equipment and Backup Supplies
Inquire about the equipment and supplies your caterer has ready for unexpected incidents. Do they have backup generators for power outages or alternative heating solutions if outdoor temperatures drop suddenly? Knowing that your caterer is prepared with extra supplies or equipment can be reassuring. Additionally, ask if they have a backup plan for transportation issues, such as additional vehicles in case of a breakdown or alternative routes to combat traffic delays. This level of preparedness can be crucial in ensuring your event runs smoothly, no matter what unexpected challenges arise.
Conclusion: Smart Questions Lead to Exceptional Catering
Food and drink are often the most talked-about part of any event, so it pays to choose your caterer carefully. Asking these four questions can help you avoid miscommunication, manage your budget, and ensure every guest is satisfied.
Need help choosing a venue that fits your catering needs? Use VenueNow to compare venues with catering packages, kitchen access, or BYO flexibility.
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