Party Pros: 17 Questions to Ask Caterers

You'll spend more money on food than any other aspect of your party, so you'll want to work with a top-notch professional. When making appointments to interview caterers, try to schedule a tasting of their wares at a later point. Don't forget to ask them the questions below, which will help make choosing a caterer easier -- just make sure your taste buds have a say in the matter, too.

1. Does the caterer specialize in certain types of food or service? (They should provide you with sample menus to review.)

2. Can the caterer arrange for a tasting of the specific foods you're interested in prior to hiring? (They should.) Schedule a tasting if you get a good vibe.

3. What is the caterer's average price range? Are costs itemized depending on the foods you choose, or is there an all-inclusive flat rate? What would that include (linens, tax, gratuities, etc.)? Does the caterer have printed price sheets for food selections?

4. How involved is the caterer in a typical celebration -- does he or she work like an event coordinator/banquet manager, cueing the band, adjusting the schedule if guests don't seem ready to sit down to dinner, and so on? (You will need to find someone to fill this role -- if your site manager or caterer isn't going to do this, think about hiring an event coordinator.)

5. Will the caterer provide tables, chairs, plates, table linens, silverware, salt-and-pepper shakers, and more? Ask to see these items to make sure they're acceptable. Do you have to rent tables, place settings, and/or other equipment or will they arrange for the rentals?

6. Who is the main contact? Will the same person you work with when planning also oversee meal service on the day of the party? (You want this to be the case.)

7. Is the caterer working any other events or parties on the same weekend, on the same day, or at the same time as yours? (You want to be sure they will devote sufficient attention to you. You may want to pass on a smaller outfit who indicates they have another job or two scheduled for that day.)

8. Does the caterer handle all settings of tables? Will they put out place cards and favors?

9. Will the caterer provide wait staff? How many would they recommend for the size of your party? What will the wait staff wear? (Top caterers say they always use their own serving personnel, even if the site's staff is available, because they understand the caterer's way of doing business.)

10. Will the caterer be willing to include a recipe you provide, like a special family dish, or an appetizer with some sort of sentimental significance? Can they prepare vegetarian, kosher, or halal meals for some of your guests if needed?

11. Where will the food be prepared? Are there on-site facilities, or do you, the caterer, and the site manager need to make additional arrangements? If the caterer must bring in his or her own equipment, is there an additional fee?

12. Does the caterer work with fresh (not frozen) food?

13. Does the caterer have a license? (This means the business has met health department standards and has liability insurance -- make sure this includes a liquor license if you're having a bar.)

14. Can the caterer provide alcohol? Or can you handle the bar separately? If you can provide it, is there a corkage fee? How and when do you get the alcohol to the caterer? If the caterer will provide it, do they have an inflexible wine list, or can you make special requests? How is this list priced?

15. How will the caterer arrange the food on the buffet table or on plates? Can you see photos of previous work displays?

16. Can you speak to previous clients? (Get at least two references that had a similar number of guests and a similar menu style.)

17. Does the caterer also do cakes? Can you use an outside baker if you desire? Is there a cake-cutting fee?

 

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