Choosing the right caterer for your wedding is a big decision—after all, the meal is often a highlight of the celebration!
I’ll help you navigate this critical choice with a set of questions designed to uncover the caterer’s ability to deliver not just stunning food but also impeccable service that aligns perfectly with your vision and needs.
Let’s make sure your wedding day is as stress-free and delicious as possible!
Table of Contents
Menu Options and Customization
- What are your most popular wedding menu items?
- Do you offer a variety of cuisines, and can we mix different types?
- Can we customize the menu to include our favorite dishes or family recipes?
- How do you handle requests for seasonal or locally sourced ingredients?
- Are you able to create a menu that aligns with our wedding theme or cultural traditions?
- Can we have a mix of plated and buffet-style service within the same event?
- How many hors d’oeuvres do you recommend per guest during the cocktail hour?
- Do you provide options for late-night snacks or a dessert table?
- Can we have a tasting of multiple menu options before finalizing our choices?
- How flexible are you with menu changes as the wedding date approaches?
- Are you able to create a custom signature cocktail for our event?
- Can you accommodate a multi-course meal, and what are your recommendations for it?
- What kind of variety do you offer in terms of non-alcoholic beverages?
- Can you provide a children’s menu or smaller portions for younger guests?
- Do you offer themed or interactive food stations, like a sushi bar or taco station?
- How do you handle special requests, such as incorporating cultural or regional specialties?
- Can we include a family-style service option for some or all courses?
- How do you present and serve the food—do you offer creative plating or displays?
- Can you work with us to create a unique menu that reflects our personal tastes?
- Do you have any suggestions for pairing wines or other beverages with our chosen menu?
Pricing and Payment Terms
- What is your pricing structure?
- Are there any additional fees that we should be aware of?
- What is included in the cost per plate or package?
- Do you require a deposit, and when is it due?
- What is your cancellation and refund policy?
- How are overtime charges handled?
- Is there a minimum guest count required for booking?
- Are there different pricing options based on the number of guests?
- How much do you charge for children’s meals compared to adults?
- Do you offer discounts for off-peak seasons or days?
- When is the final payment due?
- Are tips included or expected from the catering staff?
- How do you handle unexpected guest count changes?
- Is there a charge for setting up and breaking down?
- What forms of payment do you accept?
- Are there charges for travel or transportation of equipment and food?
- Do you offer bar services, and what are the costs?
- Can we provide our own alcoholic beverages, and is there a corkage fee?
- How are damaged or missing rental items charged?
- Do you provide detailed invoices outlining all costs?
Dietary Accommodations and Allergies
- How do you handle dietary restrictions such as gluten-free, vegan, or nut allergies?
- Can you provide a sample menu that accommodates common dietary restrictions?
- How do you ensure that meals for guests with allergies are prepared safely?
- Can you create a separate menu or dishes for guests with specific dietary needs?
- How do you label and identify food items that contain allergens?
- Can you accommodate religious dietary requirements, like kosher or halal?
- Do you have experience working with guests who have severe food allergies?
- How do you handle cross-contamination in the kitchen for guests with allergies?
- Can you provide alternative options for guests who do not eat certain ingredients, like dairy or shellfish?
- How flexible are you with last-minute changes for guests with unexpected dietary needs?
Health and Safety Compliance
- Are you licensed and insured for catering services?
- Can you provide documentation of your health inspections?
- How do you ensure food safety during transportation and setup?
- What measures do you take to maintain hygiene in the kitchen and serving areas?
- Do you have liability insurance that covers food-related issues?
- How do you train your staff on health and safety standards?
- What are your protocols for handling leftover food?
- How do you manage food temperatures to ensure safety?
- What cleaning protocols do you follow post-event?
- How do you handle the disposal of food waste?
- Are there regular audits or checks on your equipment and facilities?
- How do you ensure the cleanliness of cutlery and dishware?
- What is your policy on allergen cross-contamination?
- How do you respond to a foodborne illness outbreak?
- How often are your staff health checks performed?
Experience and References
- How many weddings have you catered, and can you share some examples?
- Can you provide references from recent weddings you have catered to?
- What experience do you have with weddings of a similar size to ours?
- Can we see a portfolio or photos of weddings you’ve catered to?
- Have you worked at our wedding venue before, and are you familiar with their facilities?
- What is the largest wedding you’ve catered, and how did it go?
- What is your process for planning and executing a wedding catering service?
- How long have you been in the catering business?
- Have you ever had to cater for an event with unique cultural or religious requirements?
- Can you provide examples of how you’ve accommodated last-minute changes?
Tasting and Sampling
- Do you offer a menu-tasting session before the wedding?
- Is there a fee for the tasting?
- How many dishes can we try during the tasting?
- Can we invite family members or friends to the tasting?
- How representative are the tasting portions compared to the actual event servings?
- Can we make changes to the menu after the tasting?
- How far in advance do we need to schedule a tasting?
- Are drink pairings included in the tasting?
- What happens if we are not satisfied with the tasting?
- Do you offer tastings for dessert options?
- Can the tasting be personalized based on our menu choices?
- How do you incorporate feedback from the tasting session into the final menu?
- Is there a limit to the number of menu items we can select for tasting?
- Are tasting sessions available for all menu types, including buffets and plated meals?
- How do you handle special dietary requests during tastings?
- Can we taste the exact ingredients that will be used at the wedding?
- Are there alternative dates available if we need to reschedule the tasting?
- Do you provide detailed information about each dish during the tasting?
- Can adjustments be made to the dish presentation based on the tasting?
- What is the policy on leftovers from the tasting?
Staffing and Service Level
- How many staff members will be present at the wedding?
- What is the server-to-guest ratio?
- Are your staff members trained in formal dining service?
- Can you accommodate a buffet, family-style, or plated service?
- What attire will your staff wear during the event?
- How do you handle special guest requests during the event?
- What level of service can we expect during the wedding?
- Do you provide a banquet manager or point person for the wedding day?
- How do your staff handle unexpected situations or guest complaints?
- What is your policy on staff gratuity?
- Are your staff members knowledgeable about the dishes they are serving?
- Can staff provide brief descriptions of dishes to guests?
- How long does setup and cleanup take, and who is responsible?
- Do you have a team dedicated to handling the drinks and bar area?
- How do you ensure timely service of courses?
- What training does your staff receive in hospitality and customer service?
- Are there supervisors on-site to oversee the catering team?
- How does your staff coordinate with other vendors at the venue?
- Do you offer event coordination services beyond catering?
- How do you prepare your team for a large-scale event?
Logistics and Day-of Coordination
- How early will your team arrive to start setting up on the wedding day?
- Do you handle the setup of tables, chairs, linens, and place settings, or do we need to arrange that separately?
- How do you coordinate with the venue to ensure all logistics are in place?
- What is your backup plan in case of unforeseen issues like equipment failure?
- How do you manage the timeline of food service to align with the overall wedding schedule?
- Will your team handle the cleanup and breakdown after the event, and what does that include?
- How do you coordinate with other vendors, such as florists and DJs, to ensure smooth transitions between activities?
- What is your process for managing food delivery and setup at venues with limited kitchen facilities?
- How do you handle outdoor events, especially in case of inclement weather?
- Will your team be responsible for setting up and managing the bar area if we include it in the catering package?
- Will you have staff dedicated to overseeing specific parts of the event, like the cocktail hour or dessert service?
- How do you ensure that all food is served at the appropriate temperature, especially for large events?
- How do you ensure that all rentals, such as glassware or flatware, are accounted for and returned?
- Can you provide us with a list of what you’ll need from the venue, such as power outlets, water supply, or refrigeration?
- How do you handle events that run overtime—are there additional charges, and how do you manage staff schedules?
