Questions to ask a wedding caterer

Menu and tasting

1. Can we do a tasting of the dishes we are considering, and is the tasting charged?
2. Which dishes do you cook best for large numbers, and which do you advise against for a long buffet?
3. How do you label and keep apart vegetarian, Jain, vegan and allergy-friendly dishes, including serving spoons?
4. Can you make separate, milder food for children or elders who need it?
5. Where will the food be cooked: at the venue, or elsewhere and transported? How long is it in transit?

Counting and pricing

1. What exactly is included in the per-head price: starters, counters, desserts, water, tea or coffee?
2. By when must we confirm the final number, and how do you count guests on the day?
3. Do you charge for children, drivers, photographers and other vendors who eat?
4. If more guests arrive than guaranteed, how much extra food is ready and at what price per plate?
5. Are crockery, cutlery, tables, linen and serving staff included or separate?

Food safety and service

1. How will hot dishes stay hot and cold dishes stay cold during a long buffet?
2. How do you keep raw and cooked food apart, and where do staff wash hands?
3. What water do you use for cooking, drinks and ice?
4. How many serving staff will there be per hundred guests, and will they wear gloves and caps?
5. What is your plan for leftovers? Can surplus food be packed for staff or a food-donation group you trust?

Contract and payments

1. What advance do you need, and when are the remaining payments due?
2. Which taxes apply, and are they shown separately on the invoice?
3. What happens if the event is postponed, or the guest count drops after we confirm?
4. Who is the head cook and the service manager on the day, and can we meet them beforehand?

Get it in writing

• A written quote on the vendor’s letterhead, email or invoice format, dated, with the event name, date, venue and hours.
• An itemised list of what is included and what costs extra, so two quotes can be compared line by line.
• Whether taxes are included in each amount, and whether the vendor will issue a proper invoice.
• The payment schedule: advance, part payments and balance, with the date each one is due and how it is paid.
• What happens if you postpone, reduce the guest count or cancel, and what happens if the vendor cannot deliver.
• The name and phone number of the person who will actually be in charge on the day.
• A receipt for every payment, including cash, with the date and what it was for.