20 Essential Questions to Ask a Wedding Caterer (Plus a Smart Tasting Strategy)
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Introduction
Yeah, so like food… it’s like super duper important at weddings, right? People are always gonna talk about it, you know, long after the dance floor’s empty and, like, the sparklers have fizzled out.
Great catering kinda, like, does more than just fill bellies—it sort of, like, sets the vibe of the whole night and becomes part of what everyone remembers. Whether your venue’s got their own catering crew or you’re thinking of bringing in some outside team, you wanna dive into this choice with the same kinda attention you’d give to picking out your photographer or band or whatever.
I mean, here’s a list or whatever of, like, the 20 big, essential questions you should totally ask any wedding caterer, with some insider-y kinda tips on what a good answer sounds like. There’s also a tasting guide thingy to help you, I guess, compare choices in a way that’ll literally help you put together a menu that all your guests will totally love.
1) So, are you available on our date?
I guess this one’s kinda obvious, but seriously, ask this first. If they’ve already got plans, see if they know someone else who’s good and, like, not already booked.
Maybe, caterers have each other’s backs or something.
2) How many weddings do you do each year—and ones like ours?
Okay, volume ain’t everything, but if they got lots of gigs, it might mean they’ve got their stuff together. Like, their processes, staffing, and all that. See if they’ve done weddings similar to yours, like, in size and style.
3) Have you ever worked at our venue before?
If they’ve been there before, fewer surprises pop up, like load-in logistics, power access, or trash removal. If not, maybe go on a site visit with them, ya know?
4) Are there cuisines or dietary styles you’re, like, best at?
5) What meal service styles can you do?
Some teams are kinda specialized, you know? Like, maybe they’re great at doing Mediterranean or vegan stuff. You’ll wanna see if that matches what you’re after, especially if you need some special dietary considerations.
Plated, buffet, family-style—there’s a few, right? Each has its own, um, flavor or something regarding how the night’s gonna flow and the costs. Just ask for the pros and cons, I guess, given your number of guests and venue setup.
6) How much do you reckon it'll cost for our guests?
Ask for, like, per-person pricing and how that’s divvied up—food, staff, rentals, all that jazz. Share what you’re thinking for headcount, plus if you’ll have kids or late-night munchies.
7) What's in your packages?
You should definitely know like, what’s included. How many hors d’oeuvres, courses, desserts, and drinks, all things like that. Don’t forget staffing and cleanup.
8) How flexible are your menus?
So, like, maybe you want some special dish that your nana makes, or a twist on their usual offerings. Find out how flexible they are and if they charge extra for recipes that aren’t on their menu.
9) How do your tastings even work?
Some places offer tastings after you’re booked; others wanna charge upfront and then maybe credit it if you go with them. Check out how many dishes you get to try and other stuff like drinks included in this tasting deal.
10) Can we see some past menus and wedding photos?
Checking out visuals will help you judge their style, ya know? Ask for example menus that resonate with your service style and number of guests.
11) How do you manage allergies and dietary restrictions?
Some guests might need vegetarian, vegan, gluten-free, or whatever options. See how they handle that and if the servers are clued up about it.
12) For plated meals, how do guests make their entrée choice?
Like, do they choose during RSVP, or can they pick on the spot, like a restaurant? Our style will determine the staff needed.
13) Do you provide alcohol and bar service?
If they deal with the bar, make sure they’re legit with licenses and all. Also, check if you’re bringing your own booze, what are the details like corkage fees or ice?
14) Are you licensed and insured, like regarding liquor liability?
You shouldn’t skip this one. Just, like, make sure they’re covered with all the necessary permits and insurance stuff. Your venue might need to check too.
15) Can you also whip up the wedding cake or dessert?
Some caterers bake themselves; others get stuff from specialists. If it ain’t them, there’s usually some, like, fee for cutting or something.
16) Can you provide rentals—or sort them out?
There’s a lot to think about, like tables and chairs, or glassware.
Make sure the caterer either supplies these directly or sorts out some rentals themselves.
17) Can you sort out meals for vendors, too?
Yep, folks working long hours like videographers and planners need grub. Check if vendor meals are boxed or seated and how much it’ll cost.
18) What’s your staff-to-guest ratio?
For a plated dinner, one server for 10-12 might do, but for buffets, it might be one per 20-something guests. Ask how they deal with different needs for kids or seniors, too.
19) Are there more fees we need to know about?
Just outright ask, like, if there’re any service fees, tips, or other random charges to expect. It’s best to get a sample invoice or something like that.
20) What do you do if we gotta postpone or cancel?
Life happens, right? Find out about deposits, refunds, and flexible dates if you need to reschedule or reduce your guest count.
How to Run a Smart Tasting: A Mini Playbook:
When you do a tasting, it’s your sneak peek into what you’re serving on the big day. Treat it like kinda a work session. Here’s a few pointers:
A) Choose Caterers Wisely:
Pick 2 or 3 who fit your budget and service style. Check out their menus, but tasting is where you really see how good they are.
B) Make a Focused Tasting List:
Pick two or three options you’re unsure about in each category, like passed bites or entrees. This’ll give you a good mix to try out.
C) Rate Like a Pro:
Use a simple score sheet for stuff like flavor and texture. Check portion sizes and how they hold up over time.
D) Pairing and Timing:
If it’s a thing, try out their drinks. Talk about course timing and when to have those toasts compared with what’s happening during the night.
E) Finalize with Thought:
Once you’ve chosen, confirm final portions and any dietary swaps. Understand deadlines for guest numbers.
Budget Savvy:
Splurge on high-impact proteins and maybe an extra bartender. You can save on appetizers and go for seasonal produce and family-style mains. But never underestimate good bread and butter—it’s the first step in impressing your guests.
Logistics Often Overlooked:
Don’t forget about ice math for the bar, power for outdoor events, and trash stuff. Labeling foods at buffets is important too, ya know?
Sample Email Template to Inquire with a Caterer:
Subject: Wedding Catering Inquiry – [Your Names], [Date], [Venue/City]:
Hey [Caterer Name],
We’re planning our wedding on [Date] for like [Guest Count] people at [Venue/City]. We’re eyeing a [service style: plated/family-style/stations/cocktail] reception and some cool bar service is needed too. Can you share your availability, proposals, tasting deets, and whatever else about rentals and staffing? Thanks a ton—let’s chat soon!
[Your Names], [Phone]
Quick Red-Flag Checklist:
– Vague answers ’bout licenses/insurance
– No written proposal or timeline
– Don’t wanna talk food restrictions
– Wavy or unclear fees
– Tasting not as good, um, as the photos or menus look
Conclusion: The Bottom Line
Finding the right caterer isn’t just about the food. It’s more like, a team effort with logistics and timing that rounds out your day. Use this list of questions to find the right fit, have a structured tasting, and create a menu that’s just so totally you, from the first bite to the last crumb.
Should you require assistance with Event Catering Services, do not hesitate to contact our team of experts at VNV Events.