15 Questions to Ask Your Wedding Caterer Before Booking
Catering is typically the single largest line item in a wedding budget. What you're paying for isn't just food — it's service, timing, presentation, and the ability to feed 150 people simultaneously without a hitch. These questions help you separate the professionals from the ones who'll leave you scrambling.
Service Style & Staffing
What service styles do you offer? (Plated, buffet, family-style, stations)
Why it matters: Service style affects cost per person, timing, and the feel of the reception. Buffets are cheaper but slower; plated dinners are elegant but cost more.
How many staff members will be on-site for my wedding?
Why it matters: The standard ratio is roughly 1 server per 15-20 guests for plated service. Understaffing means slow service and cold food.
Who is the on-site point person during the event?
Why it matters: You need one person who's in charge. If something goes wrong with food timing or service, you need to know exactly who to talk to (or who your coordinator should talk to).
Do you provide bartending service as well?
Why it matters: Some caterers offer bar service as an add-on, which can simplify contracts and coordination. Others focus on food only.
Logistics & Equipment
Do you provide plates, silverware, glassware, and linens?
Why it matters: Some caterers include everything; others provide food only, which means renting tableware separately. This can add $5-$15 per guest.
Does my venue need a commercial kitchen, or can you work without one?
Why it matters: Not all venues have kitchens. A caterer who can't work off-site needs to be matched with a venue that has the right facilities.
How do you handle setup and cleanup?
Why it matters: Some caterers handle everything from setting tables to packing up at midnight. Others drop off food and leave. Know what you're paying for.
Pricing & Payment
What is the per-person price, and what does that include?
Why it matters: Per-person pricing should clearly list appetizers, entrees, sides, dessert, beverages, staff, and service charges. Hidden line items are common.
Is there a minimum guest count or minimum spend?
Why it matters: Many caterers require a minimum of 50-100 guests or a dollar floor. If your wedding is smaller, you need to know this upfront.
When is the final headcount due?
Why it matters: Most caterers lock in numbers 1-2 weeks before the wedding. Late RSVPs can be stressful if your caterer has a tight deadline.
Are gratuities and service charges included in the quoted price?
Why it matters: A surprise 20% service charge on a $10,000 catering bill is a $2,000 hit you didn't plan for. Get the all-in number.
Pro Tips
Book your tasting 3-4 months before the wedding — early enough to switch caterers if the food disappoints, late enough to finalize your menu.
Ask the caterer to provide a sample timeline for food service. Cocktail hour → dinner → dessert transitions should be planned to the minute.
If you're having an outdoor wedding, ask about food safety protocols for hot and cold items in summer heat.
Get references from the caterer specifically for events of your size. Feeding 50 and feeding 250 are very different operations.
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