13 Not-So-Obvious Questions to ask a Caterer

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A few years ago, I wrote an article titled “11 Not-So-Obvious Questions to Ask Your Photographer”. Thanks to a few pins on Pinterest, that article is still circulating the interwebs and, well, that’s just awesome. Naturally, with my love for practicality and logic, I thought I’d follow it up with another Not-So-Obvious article.

If your wedding venue requires you to hire your own caterer, the task can be daunting. But, just because a caterer has a crap-tastic website, doesn’t mean they have bad food or service. So, how are you supposed to know who to hire and, more importantly, what questions should you ask in order to find “the one”?

While there will always be the obvious “are you available on my date?” and “how much?” questions, below are 13 of the not-so-obvious questions to ask a caterer that will help you narrow down your search.

13 not-so-obvious questions to ask a wedding caterer by DPNAK Weddings | photo by Michael Pangilinan Photography

photo by Michael Pangilinan Photography

01.Have you worked at my venue before?

Out of all the wedding industry roles (photographer, coordinator, videographer, florist, etc.), I would have to say that it is most difficult to be a caterer when it comes to new venues. If a catering company has never worked at your venue before, or if you’re planning a backyard wedding, it’s important for the catering company to scope it out. If they are doing any type of cooking or preparing on site, they’ll need to know if there’s a kitchen, where electricity is, how many working surfaces they’ll have, how much space, etc. Things may need to be supplied by you (which means an additional cost) or they may lump it into their fee, but either way you’ll want to know before booking approximately what things are going to cost (to avoid surprises) and having worked at your venue before, they’ll know.

If they haven’t, it’s still ok. But be sure to keep going with these questions.

02.What is included in your fees?

There are a TON of things that may or may not be included in a caterer’s fees. Things to check for would be:

  • tax
  • gratuities
  • service fees
  • staff
  • cake cutting fees
  • bartenders
  • alcohol
  • mixers, fruits, etc. for bar
  • water, soft drinks, etc. for bar
  • drink service during dinner (ice water, wine pouring, etc.)
  • tables
  • chairs
  • linens (including table cloths and napkins)
  • dish rentals (including plates, silverware and glassware)
  • serving ware (chaffing dishes, cake stands, serving spoons, etc.)
  • facilities (oven, stove, warmers, fridge, etc.) if the venue does not provide
  • garbage cans/liners

Whether they do or do not include it in their quoted price, it doesn’t matter. But if they do not, realize it may be an added expense for you.

03.Will you handle the setting of the table?

In most cases, if your caterer provides the dishes, silverware and glassware, they will take on the responsibility of setting the tables for dinner. If they do not, either you or someone you appoint will need to take care of this task and depending on the amount of guests, help and details you may have, it isn’t always a quick job.

There have been many weddings where this responsibility has been mine and the team and I are always happy to help with this if the caterers can not. And more often than not, if a caterer DOES include this, we are happy to pitch in and help them as well. #teamwork

04.Where does the food come from?

If locally-sourced food is important to you, be sure to ask where the food comes from. Is it frozen? Is it organic? Is it fresh? Is it seasonal?

05.Are you flexible on your menu or can I only pick from what you have?

Sometimes a family recipe or food item means a lot to you and should be incorporated into your wedding. Some caterers will offer to work with you to create the perfect menu, others prefer to work off of the items they have perfected themselves. Either way, whatever is important to you, it’s good to ask. If you have a specific ethnic or cultural food that you’d like, be sure they can accommodate. Not all caterers can rock all specialties.

kristen_george_gettysbrug_pa_wedding-101

photo by With Love and Embers Photography

06.How long does a typical service take?

This is HUGE to me, personally. I LOVE sitting down to a beautiful dinner at a wedding, letting my food settle for a small spec of time and then get my party on. More and more, I hear couples say “I just don’t want dinner to take forever”. A great caterer knows long a service will take based on the type of service (plated dinner, buffet, stations, etc.) and the number of guests that you have. Other factors will include the venue facilities too, but if the caterer estimates a three-hour dinner period and your reception is only four hours, it might not be a good fit. Know this in advance so you aren’t barking at the chef the day of the wedding to hurry it up.

07.Can I taste the menu, or parts of it, in advance?

This also feels like a really important factor to me. If you’ve had their food before, either at another wedding or event they’ve catered, you have a strong idea of their food and presentation. If not, it’s crucial to taste things in advance. Some include tastings in the cost, some limit the number of tastings, others charge, it really depends on them. But find out what’s included and never assume that it is.

08.Based on the timing of our events (i.e. ceremony, cocktail hour, etc.), at what time will you arrive to begin setting up?

It has shocked me in the past when working with caterers who arrive very last-minute for a wedding. I’m one who likes to leave some wiggle room because anything can happen, but there have been times where we’ve had to come up with a solution for caterers who arrive last-minute and often at the same time that your ceremony is going on (if the same site). This can be disturbing and definitely not ideal so I recommend finding how far in advance they typically arrive.

Keep in mind, if they are not providing food for your cocktail hour, they will arrive based on the start of THEIR service and not necessarily the start of cocktails.

09.Do you offer kid-friendly, allergy-friendly and vendor meals?

More and more couples are working with guests with dietary restrictions (particularly gluten-free and vegan/vegetarian) that need tending to. Most caterers are happy to help with this request if they know in advance. Unlike a restaurant who has more options in the kitchen, caterers should be made aware of any dietary situations to avoid any chaos in the kitchen.

For children, it’s great to know the standard “chicken fingers and fries” is an option and often these and vendor meals can be offered at a lower cost (especially if alcohol is figured into the total cost per person).

Not sure if or when you should feed your vendors? Read here.

13 Not-So-Obvious Questions to Ask a Caterer by DPNAK Weddings | photo by Armen Elliott Photography

photo by Armen Elliott Photography

10.Once the guest count is given, do you allow changes to be made?

I’m not sure why, but more guests are canceling last-minute and this is never fun for couples. Typically, your guest count is due to the caterer/venue anywhere from 1-2 weeks before the wedding. From that due date to the point of the wedding, there may very well be changes to that number. Ask your caterer what the final cut off date will be to make any changes.

(The reason that a caterer has such a cut-off date is so they can order the proper amount of food without having too much waste and obviously ensuring there is enough)

11.What happens to the left over food?

When you go to a restaurant and order a meal, whatever you don’t eat is often placed in a doggy bag to take home. Depending on your caterer (or venue) this may or may not be an option. Some caterers will give you any leftover food, either in their own containers or containers you are required to provide. Others do not. If you want any leftovers, find out if it’s possible in advance and what they need to make it happen.

12.How do you handle gratuity for your staff?

This goes in-hand with question #2, but if gratuity is not included in your final bill ask how past clients typically tip the staff. Can you give one tip to be shared amongst everyone? Does just the maitre’d get tipped? Bartenders? You don’t want anyone to think you’re ungrateful just because of a lack of communication. And if you need help on “how much to tip”, I’ve got a handy list that covers it all nicely for all DPNAK clients.

13.What will the staff wear?

Depending on the style of your event, you’ll want to make sure your catering staff blend in nicely and professionally. If you have a black-tie event, the servers should not be wearing t-shirts and cargos. If you’re having a backyard BBQ, a white-glove service is likely going to feel disjointed.

13 not-so-obvious questions to ask a wedding caterer by DPNAK Weddings | photo by Steel City Photography

photo by Steel City Photography

In closing…

Keep in mind, there are no “right” or “wrong” answers to any of these questions to a caterer necessarily. BUT you should be in agreement with their answers. If not, there is nothing wrong with finding a wedding caterer who does match your style and needs. Once again, it is extremely important that you gel with your vendors. I can’t stress that enough.

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2017-01-11T17:27:55+00:00

13 Comments

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  2. stephanie | DJC Productions November 3, 2014 at 8:22 pm - Reply

    great read, Danielle! Would love to see what you recommend your couples to ask DJs!

  3. Luke Yancey June 23, 2016 at 8:52 am - Reply

    Thank you for advising your readers to ask their potential caterer if they will handle setting the table or not. I have heard a lot of horror stories of couples who assume that, that service will handled for them, only to find out it isn’t the last minute of their wedding. Because of this, people have to scramble to get it done and the whole situation becomes a mess!

  4. Luke Yancey October 5, 2016 at 11:29 am - Reply

    Thank you for advising everyone to ask their potential caterer if they offer kid-friendly and allergy-free means. My sister felt really bad a few years ago when one of her wedding guests couldn’t eat her food due to allergies. She regrets it to this day! Don’t have the same thing happen to you.

  5. Christmas functions In wellington December 2, 2016 at 3:21 am - Reply

    When you are finalizing the menu, you will need to be slightly creative. Being a foodie helps. A tweak here and a tweak there and you have your signature dish that everyone will remember from the wedding. May be you will just change the topping or add a touch of some herbs.

  6. Deedee Lewis December 9, 2016 at 5:10 pm - Reply

    I feel that asking what is included in the caterer’s fees is super important. If my husband and I had come across this list when we were planning our wedding it would have saved us so many headaches. It’s a stressful experience when you have already hired the service then hidden fees come out of the blue. Find out everything that is included in your catering fees!

  7. Annika Larson February 21, 2017 at 4:10 pm - Reply

    I’m currently planning my wedding, and I think we are going to go with a buffet styled catering service. These are some great questions to ask our caterer to make sure we are on the same page. I hadn’t thought of asking where the food comes from, as you mentioned. We will be sure to find someone that can accommodate our specific wants.

  8. Johnny McCarron February 27, 2017 at 4:55 pm - Reply

    I really like your advice to ask if the vendor can provide foods for those of us that have allergies or children. You really want to be sure that everyone at the event is happy with what they get. That doesn’t always happen if you don’t ask the right questions. Do you have any other tips about finding a good caterer?

  9. Max Jones July 31, 2017 at 10:43 am - Reply

    My wife and daughter have been looking into some restaurant food delivery options for an upcoming wedding, and I think that your questions would be really helpful for them to ask a potential catering service. I really like the idea of asking about tasting the food from a restaurant that they would be delivering to the wedding, and making sure that you’re going to be getting something you enjoy. I’m going to be sure to share your article with my family and hopefully get some good restaurant food delivered to the wedding! Thank you!

  10. Amanda Drew September 22, 2017 at 7:56 pm - Reply

    That’s a good idea to ask when the final cut-off date is to tell them or change how many guests will be there. My fiance and I will be getting married in about six months, so I’ve got a bit of time to prepare. I’ll have to use your questions to find the right catering company for me.

  11. Bobby Saint October 26, 2017 at 8:51 pm - Reply

    You made an excellent point about asking what is included in the caterer’s fees. You certainly would like to make sure that everything fits right within your budget and not be overspending on something that is totally unnecessary. One way to find out is to ask for a breakdown of all expenses and to generate a checklist of only the things that should be covered. If I were to hire a catering service, I’ll make sure to confirm the total cost with my caterer first. Thanks.

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