25 Questions to Ask a Caterer for Your Wedding 

Planning a wedding is like assembling a giant jigsaw puzzle—with some pieces coming in beautiful gold foil and others getting lost under the couch. One of the biggest (and tastiest!) pieces of your wedding is the catering. But how can you guarantee your dream menu matches reality? 

The answer lies in asking the right questions. Whether you’re picturing a full banquet, chic food stations, or cozy sharing platters, knowing what to ask your caterer can make all the difference. This guide will walk you through the process, from understanding your needs to browsing unique catering styles.

Before bombarding your caterer with questions, it’s important to check a few things off your own to-do list. Start by answering these for yourself:

1. Define your wedding style: Your style will shape every detail of the catering experience. 
2. Set a budget: Catering can typically eat up 10-20% of your overall wedding budget, so be clear about the numbers up front. 
3. Know your guests: Think beyond just headcount. Are there specific dietary needs, allergies, or cultural preferences that need to be addressed? 

Once you have these figured out, you’ll be ready to tackle the important questions. 

Table of Contents:

• Initial Questions to Ask
• Customizations
• Logistics
• Beverages and Bar Services
• Pricing and Contracts
• Red Flags to Avoid
• Why Asking the Right Questions Matters
• When to Book Your Caterer vs. Your Venue

25 Critical Questions to Ask Your Wedding Caterer

All right, it’s question time! These will ensure you’re aligned with your catering team and avoid wedding day surprises (other than happy ones). 

General basics

Start by getting an overview of the caterer’s process and services. 

1. Are you available on my chosen wedding date? 
2. Do you specialize in certain cuisines or styles of cooking? 
3. Have you worked at my wedding venue before? 
4. Are you licensed and insured (a requirement for many venues)? 
5. What is your experience with weddings of my size and style? 

Food and menu customization

Aside from ensuring the food is delicious, you’ll want to make sure your menu aligns with your preferences and guest needs. 

6. Do you offer tastings before we finalize the menu? 
7. Can you customize the menu to include family recipes or special dishes? 
8. How do you accommodate dietary restrictions (e.g., vegan, gluten-free, nut allergies)? 
9. Can you prepare a kids’ menu or special meals for vendors? 
10. Do you offer classic food stations, buffet-style meals, or plated dinners? 

Logistics and operations

Many couples overlook this part, but understanding how your caterer operates is crucial to ensuring your event runs smoothly. 

11. When do you need my final guest count? 
12. How far in advance do you prep the food, and how is it kept fresh? 
13. Do you arrange the linens, tableware, and serving utensils, or is that my responsibility? 
14. Will your team handle setup and cleanup, or will I need additional staff? 
15. How do you handle last-minute changes or emergencies? 

Beverages and bar services

If your caterer also manages drinks, here are some extra questions to include. 

16. Do you provide full bar service, or do I need to work with a separate vendor? 
17. Do you offer customizable drink packages (e.g., open bar, cash bar, or limited bar)? 
18. Can you create signature cocktails based on our preferences? 
19. Are you responsible for obtaining alcohol permits, if required? 
20. Can you provide options like non-alcoholic drinks or coffee stations? 

Pricing and contracts

Finally, get crystal-clear on what you’re paying for to avoid surprises later. 

21. How is your pricing structured—by person, by package, or à la carte? 
22. What is included in your quoted price, and what is extra (e.g., staff fees, rentals)? 
23. When is the deposit due, and what is your refund/cancellation policy? 
24. Are there additional fees for overtime, travel, or specialty requests? 
25. Can I review a sample contract before committing? 

Red Flags to watch for

When interviewing a caterer, it’s important to stay vigilant for any warning signs that might indicate future issues. Here are some red flags to keep in mind during your selection process: 

1. Lack of communication: If a caterer is slow to respond to your questions or doesn’t provide clear answers, this could signal poor communication throughout the planning process. 
2. No references or reviews: A reputable caterer should be able to provide references or have positive reviews online. Beware of a caterer who can’t share past client experiences. 
3. Pushy sales tactics: If you feel pressured to commit quickly without enough time to consider your options, this might be a sign the caterer isn’t prioritizing your needs. 
4. Vague pricing details: Transparency is key. Be cautious if the caterer is unwilling or unable to provide a clear breakdown of costs. 
5. Unprofessional behavior: Pay attention to their demeanor during your interactions. Unprofessionalism, such as tardiness or dismissive attitudes, can carry over into their service. 
6. No tasting options: A caterer that refuses to schedule a tasting or charges unreasonable fees for one could be hiding the quality (or lack thereof) of their food. 

By keeping an eye out for these red flags, you can feel more confident choosing a caterer who will deliver a smooth and enjoyable experience for your event. 

Why Asking the Right Questions Matters

These questions aren’t about being overly cautious—they’re about collaboration. Your caterer is one of the few vendors who directly impacts your guests’ experience, alongside your venue, entertainment, and photographer. Their service and execution influence everything, from your timeline to your overall vibe. 

By asking the right questions, you’re not just hiring someone who makes great food—you’re finding a partner who’ll help execute your dream vision. 

Creative catering ideas to enhance your day

Hoping to make your wedding a little extra when it comes to food? Here are some creative twists to excite guests.

• Brunch buffet: French toast kabobs, avocado toast bars, or mini breakfast skillets for daytime weddings. 
• Food trucks: Add a casual touch with trucks offering tacos, gelato, or wood-fired pizzas. 
• Interactive stations: Think make-your-own poke bowls or a mac-and-cheese bar. 
• Global cuisine: Showcase your favorite destinations, from Mediterranean mezze plates to Thai curry bowls. 
• S’mores bars: Perfect for an evening reception with a cozy bonfire vibe. 

For more inspiration, explore these unique catering ideas for events.

When to Book Your Caterer vs. Your Venue

One final important question for you to consider is which should come first—the venue or the caterer? 

The case for booking the venue first

Most wedding planners recommend securing your venue first. Why? Many wedding venues have exclusive or preferred caterers they work with. If you book a venue and later learn it requires you to use their in-house catering service, your catering choices will be limited. On the upside, this can save you the hassle of vetting caterers and may streamline your overall planning. 

Booking the caterer first

Alternatively, if food is your top priority, selecting your caterer first may make more sense. Some high-profile caterers specialize in particular cuisines or styles, and they might only work with certain types of venues or those with flexible policies. Spaces on Peerspace make it easy to find spaces that accommodate external catering. 

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Pro Tip: Ask about venue policies before making any commitments. 

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Bring Your Wedding Vision to Life

Hiring the right caterer can transform your wedding into an unforgettable culinary experience. By starting with these key questions to ask a caterer for a wedding, you’ll not only feel confident in your decision—you’ll be one step closer to creating a day you and your guests will cherish forever. 

What if you could pair your dream wedding venue with top-notch catering services in one click? With Peerspace, it’s possible. Many venues come equipped with on-site catering or recommended partners to simplify your planning. Start browsing stunning spaces now on Peerspace, and bring your wedding vision to life!