12 Questions to Ask a Caterer Before You Book
A good caterer welcomes hard questions. A nervous one dodges them. Whether you are planning a wedding, a corporate function, or a milestone birthday, asking the right things up front saves you from the kind of surprises nobody wants on event day. Here is the interview every host should run before signing a contract.
About pricing & the contract
- "What is your per-person rate, and what is included?" Get clarity on whether the price covers food only, food + drinks, food + drinks + dessert, or full setup with linens and service. The difference between a $13 and $22 per-person quote is usually what is included, not the food itself.
- "Is there a minimum guest count or order size?" Many caterers will not staff a wedding for under 25 guests. Knowing the minimum saves a conversation.
- "What is your deposit policy and final-payment timeline?" Standard is 25–50% deposit at booking, balance due 7–14 days before the event. Anything else, ask why.
- "What happens if my guest count changes?" Most caterers lock numbers 7–14 days out. Find out the exact cutoff and what the policy is for last-minute additions.
About the food itself
- "Is the food cooked on-site or delivered?" Some caterers cook fresh at the venue; others prep ahead and reheat. Both are fine — but the answer affects your venue requirements (kitchen access, electrical, water).
- "Can I taste the menu before I book?" Reputable caterers offer tastings, sometimes free for booked events. If they refuse outright, that is a red flag.
- "How do you handle dietary restrictions?" Vegetarian, gluten-free, dairy-free, nut allergies — find out their default accommodations and what costs extra. Get this in writing.
- "What happens to leftovers?" Some caterers pack leftovers for the host, others take them away. State health code varies.
About logistics & setup
- "Do you handle setup, service, and cleanup?" Full-service catering covers all three. Drop-off catering covers none. The price difference reflects the labor.
- "How much time before the event will you arrive?" Two hours for a small event; 3–4 hours for a wedding. If the answer is "we will be there 30 minutes before guests arrive," ask follow-up questions.
- "Are gratuity and service fees included or extra?" 18–22% gratuity is standard. Some quotes include it, others tack it on at the end. Confirm before signing.
- "What is your backup plan if a key staff member calls out?" A real caterer will have a clear answer. "We will figure it out" is not a clear answer.
Red flags to watch for
- Reluctance to provide a written contract.
- No tasting option, even for a fee.
- Vague answers about ingredient sourcing or allergen handling.
- Pressure to commit before you have seen a menu or pricing in writing.
- No references or recent event photos.
- Deposit demands above 50%.
- Refusal to discuss what happens if they cancel or no-show.
How we answer these at Not Just Cake
For our own catering at Not Just Cake: our packages range $13–$16 per person depending on style (Italian, Mexican, BBQ, sandwich), drinks and dessert are always included, we cook from scratch, we accept dietary requests with notice, and our typical deposit is 25%. We do not pressure-sell and we will tell you honestly if your event is outside our capacity.
If you want to compare us against another caterer — please do. Walk in with this list. The best caterer for your event is the one who answers every question without flinching. Reach out when you are ready and we will give you ours in writing.