23 Questions to Ask When Hiring Your Wedding Caterer
Fewer days are as important as your wedding day. It’s the day when you and the most important person in your life vow to love and cherish one another for the rest of your lives. It’s a day that will be forever immortalized in memories, pictures, videos, and the vows you maintain.
Planning a wedding is undeniably a significant milestone, filled with anticipation, excitement, and meticulous attention to detail. Among the myriad decisions to be made, the choice of food stands paramount. After all, a memorable culinary experience can be the centerpiece of a successful celebration.
For a lot of couples planning weddings, they’ve never planned an event before. So when it comes to talking about catering lingo and logistics, sometimes you just don’t know what you don’t know…sound familiar? If you’re a newly engaged couple struggling to navigate, we’re here to help. We believe that finding the best wedding caterer comes down to asking the right questions. But before we dive into a list of questions to ask when hiring a caterer, here’s a quick guide to help you find the best one (because food can make or break a celebration).
5 Tips to Pick the Best Wedding Caterer
Identify Their Signature Dishes
Every caterer has that one dish they’re super proud of; find out what theirs is. It will give you an idea of their strengths and what your guests might rave about.
Check Their Adaptability to Your Preferences
It is your special day, so make sure the caterer is willing to customize the menu. Whether you want grandma’s pie or a dessert table or a vegan main course, they should be up for it.
Assess Their Experience with Large Events
Weddings can be big affairs. Ask about past events that they have catered, especially ones similar in size to yours. This will give you peace of mind knowing they can handle the crowd.
Inquire About Ingredient Sourcing
Good food starts with good ingredients. Check where they get their ingredients from…and fresh is always a win.
Gauge Their Communication Skills
The last thing you need is a caterer who ghosts you or is not clear about details. A quick response and clear communication is golden.
Questions to Ask Your Wedding Caterer Before You Book Them
Do you have our date available?
Let’s not waste time here! If they don’t have your date available, it’s time to move onto the next option, so start with this question first.
Have you catered at our venue before?
It is always a plus to have a caterer who has experience working with your venue. While this should never be a deal breaker (because the best caterers can always learn new venues seamlessly), it is definitely a plus. When a vendor has worked with a venue before, they have learned the inside outs of how to prepare the food there perfectly, how to work with the on-site team and event coordinator, and how to provide the best service possible for your guests!
Or if you don’t have a venue booked yet, ask:
What venues do you work with?
If you are having a hard time choosing a location but have a caterer you love, you may want to go with one of their preferred venues.
Do you have a license and liability insurance?
It’s important to make sure the caterer has the proper licenses, which means they have met local health department standards. You will want to ensure they have liability insurance (especially when you are serving alcohol) as well, in the off chance something goes wrong.
Do you have a license to serve alcohol?
Most caterers will provide beverage services in addition to the wedding food. If you are planning to serve alcohol at the wedding make sure the caterer has a separate liquor license, which allows them to serve alcohol off-site at your wedding venue. This is an especially important question to ask your caterer if you are planning a wedding at a somewhat remote location like a rustic barn or beach-front estate.
Do you have any other events that day?
Some of the best wedding caterers are large organizations that can handle multiple events in a single day. Yet, it never hurts to ask what else they are committed to on your wedding day.
For example, if a smaller catering company has an event just before yours, many things can disrupt the timeline. If they don’t have enough staffing this could spell trouble for your wedding.
What types of food do you offer?
Of course, when choosing a caterer you need to find out what types of food they offer their clients. Do they make multiple meals consisting of high quality ingredients? What about seafood options? Be sure to think beyond the entrees. Also think about appetizers, desserts, and sides. People have vastly different tastes when it comes to food. You need to make sure you are providing food all your guests can appreciate.
What meal service styles do you offer (plated dinner, buffet, family style, etc.)?
Most catering companies offer a variety of meal service styles, but if you already have your heart set on one particular (i.e. dinner served family style, a New England Clambake, etc.) then it’s important to make sure that it’s something they can accommodate.
Is your menu flexible, or can we only pick from pre-selected options?
Sometimes a family recipe or food item means a lot to you and you want it incorporated into your wedding. Some caterers will offer to work with you to create the perfect menu, others prefer to work off the items they have perfected themselves. Either way, whatever is important to you, it’s good to ask. If there’s a specific ethnic or cultural food that you’d like, be sure they can accommodate you before you book them. Not all caterers can rock all specialties
Can you provide food options for special diets?
When looking for a “wedding caterer near me” it is essential to find a company with food options for special dietary needs. Every professional caterer should be able to accommodate dietary restrictions. They’re a part of life. A wedding caterer should be able to accommodate dairy-free, vegan, vegetarian, nut free, and more. If not, you may want to look elsewhere.
Do you set up tables for dining?
Other important catering questions revolve around the dining tables. Will the catering company set up each table? Do they provide all the necessary material such as:
- Dishware
- Silverware
- Placemats
- Table linens
- Napkins
- Table decor
Ask if these things are something they provide. If so, what are your options in terms of style and decor? What are the prices of these items? If they don’t provide them, do they work with an outside vendor so that it is seamless for you?
Finding a caterer that provides all the above (plus tables, chairs, etc. if needed) may be a leading factor in how to choose your caterer for your wedding.
Where will the food be prepared, and what are your water, power, and equipment needs?
If your wedding venue includes a kitchen on the premises, it’s important to ask if the existing facilities will be suitable for the caterer’s needs. If the caterer will need to bring in kitchen equipment or build a makeshift kitchen from scratch (if the venue doesn’t include one), ask what their water, electrical, and equipment needs will be. There will likely be an additional fee for bringing equipment in, so it’s important to know how those charges are applied and if those fees are workable with your budget.
Do you offer full-service event planning or just catering?
A lot of caterers these days, Signature Catering & Events by SERG included, are
what you call ‘full-service caterers.’ That means they can help plan the entire event, including the venue, from A to Z. You don’t have to worry about anything!
Do you make wedding cakes and desserts as well?
Sometimes you can simplify the complexities of planning a wedding by using a wedding catering service that also provides wedding cakes. Choosing a wedding caterer with this option can save you time and money. Ask to see pictures of some of their previous wedding cakes to get a good idea of what they have to offer and if they will suit your tastes and budget.
Also, dessert bars are coming in hot. Ask your caterer what they can serve up to your guests as a sweet ending.
Do you offer complimentary menu tastings?
You’ll absolutely want to taste your food before choosing your caterer. Some caterers offer complimentary tastings, others charge, some may charge but put it towards your final bill if you book with them, and some smaller caterers may not offer them all.
The caterer you choose should make sure you have a lovely tasting experience before finalizing the menu.
What do you recommend?
At the end of the day, the caterer should be an expert in providing menu options that fit your budget and desires. Let them be a little creative and ‘wow’ you with what they can offer.
Do you provide alcohol and bartending?
Not all caterers will offer bartending and alcohol service if they don’t have the right licenses. Make sure you’re getting everything you need upfront. If they don’t provide this service, do they have another vendor that they recommend and have worked with in the past.
How do you charge for your catering service?
When planning a wedding, you always need to pay attention to your wedding budget. Find out how much the wedding caterer charges for their services based on what you are looking for.
Do they charge a bulk fee or a fee per guest? The best wedding caterers will be upfront about their pricing and help you find a solution based on your budget. Be sure that you have an itemized list of what their pricing includes (or excludes), especially when it comes to alcohol, tables and chairs, linens, servers, etc. You don’t want unexpected fees.
How much time do you need to set up and clean up?
Venue contracts are typically for a specific number of hours, with time dedicated for both setup and cleanup. You want to make sure your contract allows the caterer the appropriate number of hours to do this successfully so you’re not paying for extra time.
When do you need a final guaranteed guest count?
Let’s be honest, not everyone is great at RSVPing for weddings. Every couple has to chase someone down…sometimes more than one someone. How soon does the caterer need to have a final count?
What’s the payment schedule like; do we have to pay a deposit?
Catering is one of the biggest investments for your wedding day. Most caterers require a down payment. By agreeing to cater your wedding, they are taking away their availability to other clients. As such, they need to be sure of your intentions. However, the amount of the deposit will vary from caterer to caterer.
Make sure you prepare your budget and wallet for when your payment dates arrive to ensure that everything stays on schedule.
What is your cancellation and/or postponement policy?
Wedding dates get interrupted all the time, it could be because of a funding problem or because an important guest can’t make the date. Or it will be something else entirely. Regardless, find out what fees are involved if you need to cancel or reschedule to ensure you’re comfortable before signing on the dotted line.
Do you have positive references and reviews?
The best wedding caterers will have plenty of positive reviews and testimonials from past clients. You can learn a lot about a service provider based on what others have to say about them.
Need Help Finding Your Perfect Wedding Caterer?
At Signature Catering & Events by SERG, we love celebrating love. We’re here to help answer all the questions you may have about wedding planning. Call us today and let’s discuss your dream wedding day.