45 Questions to Ask Your Wedding Caterer

Written by Emma Hla
Whether you’re picking from a list of preferred caterers at your venue, or going it alone and choosing your own supplier, it’s best to have some questions up your sleeve for those initial enquiries and meetings.

Your chosen caterer will play such a pivotal part in your day and, if you don’t have a dedicated wedding planner, your caterers ensure the running of the day. Hopefully this feature will offer some guidance and ensure you’re comfortable and confident when you finally book your caterer.

Now, we certainly aren’t suggesting reeling off each and every one of the questions below! But, if certain elements are important to you then this is a good list of things you might want to cover/know.

Questions to Ask Your Wedding Caterer

The Essentials

  • Is my wedding date available?
  • How many weddings will you cater for on that day?
  • Have you worked at my venue before?
  • Do I need to acquire a special food/alcohol/event permit for my venue and can you assist? (This question is important if you’re choosing to have your wedding at home or in a private estate that isn’t an event venue).
  • How many weddings do you cater for each year?
  • How long have you been catering for?
  • Can I see your license/permit/insurance?

Food + Service

  • What kind of cuisine do you specialise in?
  • Can we create menus with you or are there set menus to choose from?
  • How do you do food tastings – private, at our home, in groups?
  • Will you be there on our day, or will you have a designated coordinator?
  • Will you provide the necessary waiting staff? If so, what is the ratio of staff to guests?
  • What will the waiting staff wear?
  • Can we work with you on our schedule or do you have your own we need to follow?
  • Do you provide the tableware, linens and chairs? If so what are our options?
  • Are you happy for us to hire in our own tableware, linens and chairs?
  • Will your team be responsible for setting the tables (Think about who will place your favours, light the candles, add the table numbers and place-cards etc).
  • Can you provide menus for children/guests with dietary requirements/on-the-day suppliers?
  • When do we need to confirm menus by prior to the wedding?
  • When do we need to confirm guest numbers by prior to the wedding?
  • What brands of water/tea/coffee do you use and can we specify?
  • Can I see pictures of previous weddings you’ve catered for?
  • What happens to the leftover food? What are the options for leftover food?
  • What information do you need from me before the wedding day?
  • Are you responsible for the clean-up and returning the venue?

The Money Stuff

  • Do you work on a set fee or a cost per head?
  • What is your average cost per head?
  • Do you charge for food tastings or is this part of the price?
  • What does your price include? (Think about VAT, gratuity, hire of tableware, linens and chairs, refreshments for guests such as water, tea and coffee).
  • How much do additional meals cost for your on-the-day suppliers?
  • Are there additional costs for guests with dietary requirements?
  • How much do you charge for children’s meals?
  • If we use our choice of cake-maker, do you charge a cake-cutting fee?
  • What are your payment terms?
  • How much of a deposit is required?


  • Do you provide alcohol or can we bring in our own?
  • What brands of alcohol do you serve?
  • Can you guide us on quantities per head?
  • Can you create signature cocktails? If so, is there an additional charge?
  • Can we use other suppliers during the reception? (If you would like to bring in a separate bar supplier such as a Prosecco van or gin specialists, then check this is OK with the venue and the caterer, there may be an additional fee).
  • Will your staff serve alcohol during the wedding breakfast?
  • Will you provide bartenders for the evening reception?
  • Do you include a Champagne toast?
  • Are we charged for the number of bottles ordered, or the number of bottles opened?
  • Can you operate a cash bar?

Planning Tip

My biggest tip on this subject is for after you’ve booked – make sure everything you’ve agreed with your caterer is in writing, right down to the smallest detail. Then prior to the wedding, just go through all of the agreed points again so everyone is happily on the same page.

Your caterers are a huge on-the-day factor and this is one part you want to run smoothly.

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