Best Questions to Ask Your Event Caterer

Written by: Cara Tirona
June 25, 2025

Selecting the right caterer is a crucial step in event planning. Whether you're organising a corporate gathering, wedding, or gala dinner, the quality of the food and service can make or break the experience for your guests. Asking the right questions upfront ensures you hire a caterer who meets your expectations and event needs. Here are the top questions to ask your event caterer to ensure a smooth and successful event.

What is Your Specialisation?
Can You Provide References or Testimonials?
Are You Licensed and Insured?
What Types of Menus Do You Offer?
Do You Offer Customisable Menus?
Do You Offer Tastings Before Finalising The Menu?
Do You Provide Beverage Services?
Are You Licensed And Insured To Serve Alcohol?
Can We Bring Our Own Alcohol?
What Is Included in Your Price?
Are There Any Additional Fees?
How Do You Handle Food Allergies and Dietary Restrictions?
How Do You Manage Food Preparation and Storage?
Can You Provide Staff?
What is Your Cancellation and Refund Policy?
Conclusion: Find the Right Event Caterer with Confidence

1. What is Your Specialisation?

Understanding a caterer's area of expertise can significantly inform your decision. Ask them about their specialisations—do they focus on specific cuisines, dietary restrictions, or types of events? Whether you're looking for traditional fare or contemporary twists, knowing what they excel at can help you align their offerings with your vision.

Additionally, inquire about their experience with different event formats. Some caterers might excel in buffet setups, while others may be better suited for plated service or food stations. By understanding their strengths, you can better assess if they're a fit for your event style.

Elevate Your Event with the Right Catering Options

2. Can You Provide References or Testimonials?

A reputable caterer should be willing to share references or testimonials from past clients. This feedback can provide valuable insights into their reliability, quality of food, and overall service. Don't hesitate to contact previous clients to ask about their experiences, including aspects like responsiveness, professionalism, and whether they delivered on their promises.

3. Are You Licensed and Insured?

Ensure the caterer is licensed and insured. Certifications vary by location, but generally, licensed caterers indicate adherence to health regulations and safety standards. Insurance protects you from liability in case of unexpected issues, such as foodborne illnesses or property damage during the event.

4. What Types of Menus Do You Offer?

Discuss the menu options available to you. A good caterer should offer a variety of choices, including appetisers, entrees, desserts, and beverages. Inquire about the possibility of customised menus. If your event has a specific theme, dietary restrictions, or guest preferences, a versatile caterer should be able to accommodate those requests.

Additionally, ask if they provide tastings before the event, as this is an excellent opportunity to sample their food and make adjustments if necessary. Understanding whether they have vegetarian, vegan, gluten-free, or other specialty options is essential, especially for events with diverse guest lists.

5. Do You Offer Customisable Menus?

Inquire about their willingness to create customised menus tailored to your specific preferences and needs. Customisable menus can be particularly beneficial if you want to incorporate unique dishes that reflect your personal style or cultural background, ensuring that the food served resonates with you and your guests.

It's also important to discuss the flexibility of portion sizes and how they handle dietary restrictions. A caterer who can customise their offerings is not only accommodating but also demonstrates a commitment to ensuring every guest has a delightful dining experience. This could mean adjusting recipes or creating entirely new dishes based on your requests.

Lastly, confirm how any last-minute changes to the menu are handled. Events can be dynamic, and a caterer who is flexible and open to changes can alleviate some of the stress associated with planning. Establishing clear communication about menu adjustments can make a significant difference as your event date approaches.

6. Do You Offer Tastings Before Finalising The Menu?

Inquire about the process for scheduling tastings, including how many dishes you can sample and whether there are any associated costs. A reputable caterer should offer tastings as a standard part of their service, providing you the opportunity to experience their culinary style firsthand. During the tasting, ask for recommendations based on your event theme and guest preferences, which can help you better envision the overall menu.

7. Do You Provide Beverage Services?

In addition to food offerings, it's crucial to clarify whether your caterer provides beverage services. Many caterers can manage the entire beverage program, including alcoholic and non-alcoholic drinks. Ask about the types of beverages they offer, such as:

Cocktail Options: Inquire if the caterer can create a custom cocktail menu for your event. Signature drinks can add a personal touch, aligning with your theme or preferences. Understanding their mixology capabilities and whether they can provide a bartender is also vital for seamless service.

Wine and Beer Selection: Discuss their selection of wines and craft beers. A knowledgeable caterer can suggest pairings based on your menu, enhancing the overall dining experience. Don’t hesitate to ask whether they provide tasting sessions, as these can help ensure the quality and compatibility of the drinks served.

Non-Alcoholic Beverages: Ensure a range of non-alcoholic options is available for guests who prefer not to drink alcohol. Ask about soft drinks, juices, flavoured waters, and coffee or tea offerings. A well-rounded beverage program enhances guest satisfaction and inclusivity.

Bar Setup and Equipment: Inquire about the logistics of the beverage service, such as whether they provide the necessary bar setup and equipment. A well-equipped bar can elevate the service experience, so it’s important to clarify what is included in their offerings.

8. Are You Licensed And Insured To Serve Alcohol?

As you dive into the details of beverage service, ensure that your caterer holds the proper licenses to serve alcohol. Many local regulations require caterers to obtain specific permits to serve alcoholic beverages at events. This is crucial for avoiding potential legal issues on your event day. Confirming that your caterer is licensed gives you peace of mind, as it ensures they follow local laws and guidelines.

9. Can We Bring Our Own Alcohol?

When planning your event, budgeting for beverages is a significant consideration. One way to manage costs can be to bring your own alcohol. However, this flexibility often comes with stipulations, which is why it's essential to discuss this topic with your caterer.

Policy on BYO Alcohol: Start by asking if the caterer allows you to bring your own alcohol. Some caterers may have a strict policy against it, while others might allow it with certain conditions. Understanding their stance will help you make informed decisions about your overall beverage budget.

Corkage Fees and Other Charges: If your caterer permits you to bring your own alcohol, it's essential to clarify any associated costs, particularly corkage fees. Corkage fees are charges imposed by the caterer for each bottle of wine or alcohol that you provide, and they can vary widely from one caterer to another.

10. What Is Included in Your Price?

Understanding the full scope of costs is critical for budgeting. Inquire about what the quoted price covers. Does it include setup and cleanup, serving staff, tableware, linens, and gratuities? Some caterers might offer all-inclusive packages while others may charge separately for certain services. This knowledge helps avoid unexpected expenses and ensures you’re comparing quotes fairly.

Navigating Event Contracts: Essential Insights Before You Sign

11. Are There Any Additional Fees?

It’s also essential to ask about potential additional fees that may arise during the planning process. Common extra charges can include delivery fees, travel expenses, overtime for staff, or service charges that may not be highlighted in the initial quote. Understanding these potential costs upfront allows you to budget more accurately and avoid surprises.

Additionally, clarify if there are any charges for changes made to the menu or guest count after the contract has been signed. Many caterers have policies about minimum guest counts or late adjustments, which can lead to extra fees if not discussed beforehand.

Best Questions to Ask Venues for Event Quotes

12. How Do You Handle Food Allergies and Dietary Restrictions?

Food allergies and dietary restrictions are increasingly common and must be addressed for any catered event. Ask your caterer how they handle these situations and what protocols they have in place to prevent cross-contamination. A professional caterer will have processes to ensure the safety and satisfaction of all guests, making them a reliable choice for your event.

Additionally, inquire whether they have a separate kitchen or designated areas for preparing allergen-free meals. This is crucial for preventing cross-contact between allergens and non-allergen food. A well-prepared caterer should be able to detail their processes for labelling dishes and informing your guests about ingredients, which can greatly contribute to an inclusive dining experience.

It's also worth discussing options for alternative meal requests. Will they provide gluten-free, vegan, or other specialty dishes automatically, or do you need to notify them ahead of time? Ensure you have clarity on how they track and fulfil these requests so that dietary preferences are respected on the day of your event.

13. How Do You Manage Food Preparation and Storage?

Understanding the caterer's food preparation and storage practices is vital for food safety. Ask about their procedures for food handling, cooking temperatures, and cooling processes, as well as how they transport food to the event venue. Knowing that your food will be safely prepared and stored can provide peace of mind.

Inquire about their protocols for food waste and leftovers as well, including whether they can package and store leftovers safely or if they’ll dispose of them. A caterer with sustainable practices can also enhance your event’s appeal.

14. Can You Provide Staff?

When planning an event, the presence of professional staff can significantly impact the overall experience for your guests. It’s important to ask your caterer whether they can provide service staff for your event, including servers, bartenders, and kitchen staff. Here are some critical points to discuss:

Staffing Options: Ask your caterer about the types of staff they offer. Usually, they will have options available for waitstaff, who can serve food and drinks, as well as bartenders who can manage beverage services. Verify if they have event coordinators or chefs who can oversee meal setup and service. Understanding the roles and responsibilities of the staff provided ensures that everyone knows what to expect on the day of the event.

Experience and Training: Inquire about the experience and training of the staff they provide. A well-trained team will be more proficient in handling food, serving guests, and maintaining a seamless workflow during the event. Discuss any specific experiences the staff may have had in catering similar events and how they handle various scenarios (e.g., large groups, buffets, plated dinners). This knowledge can help assure you that the service quality will meet your expectations.

Staff-to-Guest Ratio: When evaluating catering services, the staff-to-guest ratio is an essential factor that can affect the overall quality of service during your event. A well-balanced ratio ensures that your guests receive prompt attention and service throughout the gathering.

15. What is Your Cancellation and Refund Policy?

Understanding the cancellation and refund policy of your caterer is crucial for effective event planning. Unforeseen circumstances can arise, and having clarity on these policies will help you manage any potential challenges. Here are key aspects to discuss:

Cancellation Terms: Inquire about the specific terms regarding cancellations. Many caterers have a set timeframe for when a cancellation must be communicated for a refund to be applicable. Knowing whether you can receive a full refund, partial refund, or if any fees are non-refundable is essential for budgeting and planning.

Communication Process: Understanding how to effectively communicate a cancellation is just as important. Ask the caterer about their preferred method for cancellations—whether it should be done via email, phone call, or through formal written notice. Clarity in the communication process can prevent misunderstandings and ensure that both parties are on the same page.

Circumstances for Refund: Different situations can lead to cancellation, so it's wise to ask under what circumstances, if any, a full refund is possible. For example, if your event is postponed due to unforeseen circumstances like bad weather or a public health emergency, will the caterer accommodate you by offering a refund or rescheduling without penalty? Understanding these nuances can help you assess the risks involved.

Deposit Information: Many caterers require a deposit to secure your booking. Inquire if this deposit is refundable should you need to cancel. Knowing the terms of the deposit can help you determine your financial liability should you need to change your plans.

Flexibility with Changes: If your event plans evolve, determine how flexible the caterer is regarding changes to guest counts, menu selections, and event dates. A caterer who offers some leeway can provide peace of mind in case plans shift after you've signed a contract.

Pro Tips on Staying Within Your Event Budget

Conclusion: Find the Right Event Caterer with Confidence

Selecting a caterer goes beyond just choosing a menu—it involves understanding their service quality, flexibility, and pricing structure. By asking these essential event catering questions, you’ll be better equipped to choose a caterer that aligns with your event needs.

Need help finding the perfect venue that matches your catering requirements? VenueNow makes it easy to compare and book top venues across Australia. Explore your options today!

Looking for an event venue to hire?

VenueNow has you covered with over 2,000 venues across Australia ranging from large event spaces to small meeting rooms. Find your perfect venue for hire faster than anywhere else.

Show Event Venues