160 Questions to Ask Catering Clients

When it comes to catering, there’s no such thing as “one size fits all.” Every client has their own vision, and the key to nailing it lies in the questions you ask.

After all, the food you serve can make or break your event! Whether it’s a wedding, corporate party, or a casual gathering, asking the right questions helps ensure everything runs smoothly and your guests leave happy (and full!).

This article breaks down everything you need to ask to get on the same page with your clients. From their dream menu to their event goals, I’ll help you hit the mark and maybe even impress them along the way.

Client’s Vision and Event Goals

1. What is the primary purpose of your event?
2. What overall atmosphere or mood do you want to create?
3. Do you have a specific theme or color palette in mind for the event?
4. Are there any key moments during the event that we should plan around (e.g., speeches, toasts)?
5. What are the top three priorities you want to focus on for the catering service?
6. Is this a formal or informal event?
7. Are there any cultural or religious considerations we should be aware of?
8. How would you describe the dining experience you envision for your guests?
9. Do you want the catering to reflect a specific style (e.g., rustic, modern, traditional)?
10. Is there a particular cuisine or culinary trend you want us to incorporate?
11. Are there any specific memories or past events that inspire your vision for this one?
12. How would you like the catering to complement other elements of the event (e.g., decor, entertainment)?
13. Are there any “must-haves” or “deal-breakers” for the catering?
14. Do you have an ideal flow in mind for how food and beverages are served throughout the event?
15. Is this a celebration of something significant (e.g., anniversary, milestone)?
16. Are there any stories or personal connections to the type of food or style you want?
17. How would you like guests to feel about the catering after the event?
18. Are you aiming for a seated dinner, cocktail reception, or family-style meal?
19. Do you want any interactive elements, such as live cooking or food stations?
20. Is there a specific vision board, Pinterest idea, or inspiration you’d like us to see?

Event Logistics and Practical Details

1. What is the date and time of your event?
2. How many guests are you expecting?
3. Where will the event take place?
4. Does the venue have a kitchen or preparation area we can use?
5. What is the event timeline, including meal service times?
6. Do you have specific arrival and departure times for catering staff?
7. Will there be a specific seating arrangement or layout?
8. Are there any parking or delivery restrictions at the venue?
9. Is electricity or water access available at the venue?
10. Do we need to bring our own serving equipment, tables, or linens?
11. Will the event be indoors or outdoors?
12. Are there any weather-related considerations we should prepare for?
13. How do you prefer the food to be served (e.g., buffet, family-style, plated)?
14. Do you have specific instructions for managing the guest list?
15. Are there any vendor policies or restrictions we should be aware of?
16. Who will be our point of contact on the day of the event?
17. Do you have a detailed schedule for the event that we can follow?
18. Are there specific areas for setting up food stations or serving areas?
19. Will there be any speeches or moments when food service should pause?
20. Are there venue-specific rules or guidelines we need to follow?

Menu Preferences and Dietary Restrictions

1. What types of cuisines do you prefer for the menu?
2. Are there specific dishes you absolutely want to be included?
3. Do you have any family recipes or signature dishes you’d like us to incorporate?
4. Are there any ingredients or flavors you’d like to avoid?
5. Do you or your guests have dietary restrictions or allergies we should be aware of?
6. Are there specific dietary preferences (e.g., vegetarian, vegan, keto)?
7. Would you like a mix of meat and plant-based options?
8. Do you have a preference for locally sourced or organic ingredients?
9. Would you like us to include gluten-free or dairy-free options?
10. Are there any seasonal ingredients you’d like us to highlight?
11. Should the menu reflect a specific cultural or regional cuisine?
12. Would you like a dessert menu or dessert station?
13. Do you have preferences for appetizers or finger foods?
14. Are there any specific beverages or cocktails you’d like us to complement with the food?
15. How do you feel about interactive food stations (e.g., build-your-own tacos, pasta bars)?
16. Would you like us to offer kid-friendly menu options?
17. Are there specific presentation styles you prefer for the dishes?
18. Would you like us to incorporate themed foods or dishes for the event?
19. Do you want late-night snacks served after the main meal?
20. Are there any dietary trends or themes you’d like us to include?

Beverage and Bar Requirements

1. Will alcoholic beverages be served at your event?
2. Do you need a licensed bartender or bar service for the event?
3. What types of beverages would you like to serve (e.g., cocktails, wine, non-alcoholic)?
4. Are there specific drinks or signature cocktails you’d like us to include?
5. Would you like us to suggest drink pairings with your menu?
6. Do you prefer an open bar, drink tickets, or a cash bar setup?
7. Are there any beverage brands or types you’d like featured?
8. Do you have specific requirements for coffee or tea service?
9. Would you like a mixologist to create custom cocktails for the event?
10. Are there specific soft drink options or alternatives you’d like included?
11. Do you have preferences for bar decor or setup?
12. Would you like us to provide beverage stations (e.g., water, lemonade)?
13. Should we offer non-alcoholic versions of cocktails for guests who don’t drink?
14. How do you want drinks to be served (e.g., at tables, self-serve stations)?
15. Would you like wine or champagne served during specific moments (e.g., toasts)?
16. Are there any restrictions on alcoholic beverages at your venue?
17. Would you like us to arrange for specialty glassware or bar equipment?
18. Do you have a specific timeline for drink service?
19. Should bartenders or servers adhere to any specific attire or theme?
20. Would you like us to provide drink packages or customize based on guest preferences?

Setup, Service Style, and Presentation Preferences

1. Do you have a preference for how the food is served (e.g., plated, buffet, family-style)?
2. How formal or casual would you like the food presentation to be?
3. Are there specific table settings or serving ware you’d like us to use?
4. Would you like food stations or single-table setups for your event?
5. Should food and drink stations match the event’s theme or decor?
6. Are there particular areas at the venue where food and drinks should be set up?
7. Would you like us to coordinate the setup with other vendors, such as florists or event planners?
8. Do you have preferences for how staff should interact with guests during service?
9. Should servers follow any specific attire or theme?
10. Are there specific spacing or arrangement guidelines we should follow?
11. Would you like us to include signage or labels for food items?
12. Should the catering setup focus on functionality, aesthetics, or a mix of both?
13. Do you want cocktail tables, seating arrangements, or standing stations?
14. How would you like drinks and appetizers to be served during the event?
15. Are there specific lighting or decor considerations we should align with?
16. Would you like any dramatic presentations, like carving stations or flambéed dishes?
17. Should we focus on environmentally friendly or disposable serving ware?
18. Are there certain event milestones when you’d like food or drinks highlighted?
19. Would you like an open buffet or staggered food service to match the event’s flow?
20. Should dessert be part of the main service or served separately as a finale?

Budget Planning

1. What is your overall budget for catering services?
2. Are you looking for an all-inclusive package or à la carte options?
3. Is there flexibility in your budget if adjustments are needed?
4. How much of the budget is allocated for food versus beverages?
5. Are there specific items or services you want to prioritize within your budget?
6. Should we include setup, cleanup, and staffing in the budget estimate?
7. Would you like a cost breakdown for each menu item?
8. Do you want us to suggest menu options based on your budget?
9. Are there additional fees we should account for, such as rentals or transportation?
10. Should we plan for gratuities or service charges in the final invoice?
11. Are there any areas where you’re open to cost-saving adjustments?
12. Do you want premium ingredients, or are standard options preferred?
13. How much do you want to allocate for bar services?
14. Should we budget for any special decor, such as food displays?
15. Are there any costs related to guest count adjustments?
16. Should we factor in a contingency fund for unexpected changes?
17. Will there be any branded items or customized packaging to consider?
18. Are there any non-catering costs you’d like us to assist in managing?
19. Would you like the budget to include tips for the staff?
20. What payment terms work best for you?

Special Requests and Customization

1. Do you have any unique ideas you’d like incorporated into the catering?
2. Would you like a signature dish created for your event?
3. Are there specific ways you’d like the dishes to be garnished or plated?
4. Would you like us to incorporate edible branding or personalized details?
5. Do you have specific serving ware preferences (e.g., china, eco-friendly plates)?
6. Are there any family or cultural traditions we should honor through the food?
7. Would you like themed serving stations or presentation styles?
8. Do you want us to create a specific menu item that reflects your story or brand?
9. Are there any special dietary combinations you’d like us to feature?
10. Would you like us to arrange for live cooking or chef interaction during the event?
11. Are there specific requests for table settings or food arrangements?
12. Would you like any unique ingredients or fusion flavors incorporated?
13. Do you want us to match the food style to your event decor?
14. Are there signature drinks you’d like paired with the dishes?
15. Would you like us to feature regional specialties or local delicacies?
16. Are there any sentimental foods or beverages you’d like included?
17. Do you need catering staff to dress in a particular style or theme?
18. Would you like us to handle food packaging for leftovers?
19. Should we include a food-tasting session before finalizing the menu?
20. Are there any off-menu items you’d like us to explore creating?

Client Feedback and Relationship Building

1. Have you worked with caterers before? If so, what did you like or dislike about the experience?
2. What are the most important factors for you when choosing a catering service?
3. How can we make the catering process as stress-free as possible for you?
4. Are there any communication preferences we should follow (e.g., email, phone)?
5. Do you have a preferred way of receiving updates and confirmations?
6. Have you attended events where the catering stood out? What did you love about it?
7. Are there past catering experiences you’d like us to avoid?
8. How do you define success for catering at your event?
9. What is the one thing you want us to get absolutely perfect?
10. Do you prefer to handle all decisions yourself, or would you like suggestions from us?
11. Are there specific aspects of our service you’d like more information about?
12. How important is feedback or reviews for you when working with vendors?
13. Would you like to stay involved in taste testing or menu creation?
14. Is there anyone else involved in the decision-making process we should consult with?
15. Do you value creativity or reliability more in catering services?
16. What’s one thing you think other caterers could have done better?
17. How can we ensure communication remains clear and timely throughout the planning process?
18. Is there a particular way you’d like us to handle any post-event follow-ups?
19. Are there any long-term catering needs we should know about for future events?
20. Would you recommend our service to others if satisfied? Why or why not?

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Frequently Asked Questions

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Final Thoughts

At the end of the day, catering is all about creating an experience that feels special and personal for your clients.

I know it can feel like a lot to cover, but trust me, these questions will make everything smoother. Plus, your clients will appreciate how much effort you’re putting into getting things right.

Take it one step at a time, listen closely, and you’ll not only meet their expectations—you’ll exceed them.