Before you sign a catering contract, ask about what the per-person price actually includes, how service charge and gratuity are handled, when the final headcount is due, who will be on-site at your event, and what happens if you need to cancel. The questions below cover every category where clients regularly get surprised by the answer after they have already paid a deposit.
Questions About Pricing and What Is Included
Getting a clear picture of what is in the per-person price before you compare quotes is the most important step. Two quotes at $65 per person may be very different if one includes beverages and one does not.
What does the per-person price include? Ask specifically whether the quote covers food only, or whether it also includes non-alcoholic beverages, a coffee and tea station, setup, breakdown, serving equipment, and linens. Each of these can add $5 to $20 per person when purchased separately.
Is the service charge included in the quoted price, or added on top? A service charge of 18 to 22 percent applied on top of the food price is a substantial addition. If the quote says "$65 per person," ask whether that is before or after the service charge.
Is gratuity separate from the service charge? Some caterers include gratuity within the service charge; others add it separately. Confirm in writing so you know whether you are expected to tip beyond the quoted total.
Are there any fees not included in the quote? Ask explicitly about: overtime charges if the event runs long, cake cutting fees for outside bakeries, equipment delivery fees, parking for catering vehicles, and trash removal.
For a detailed breakdown of how service charges and gratuity stack against food costs, see catering cost per person.
Questions About the Menu and Dietary Accommodations
Can you provide a written menu for our event, with specific dish names? "Seasonal buffet" is not a menu. You need named dishes so you can evaluate quality, verify allergen information, and hold the caterer accountable to what was agreed.
How do you handle guests with food allergies or dietary restrictions? Ask specifically whether allergy-free dishes are prepared in a separate area to prevent cross-contamination, or whether they share prep surfaces with allergen-containing foods. For events with guests who have severe allergies, cross-contamination protocols are not optional.
Can guests choose between two entree options, or is the menu fixed? Some catering packages offer a choice of two proteins (chicken or fish, for example). Others are single-menu. If you want to offer a choice, confirm whether it requires a different price tier or additional staffing.
What is your substitution policy if an ingredient is unavailable? Ask at what quality tier substitutions are made. The answer should be "equivalent quality or higher." If the caterer is noncommittal, include substitution language in the contract before signing.
Tip
For events with more than three or four distinct dietary needs (gluten-free, nut-free, vegan, halal, etc.), ask the caterer to walk you through how they would handle each one concretely. A caterer who can answer specifically and immediately is operationally competent in this area; one who gives a vague general answer may not have the workflow in place.
Questions About Staffing and Setup
How many staff will be at my event, and what are their roles? Get the number of servers, bartenders, and supervisors in writing. For a plated dinner for 50 guests, industry standards call for three to five servers. Fewer than that is a flag.
What is the setup and breakdown window for the catering team? The caterer typically needs access one to two hours before guests arrive and an equal amount of time after the event ends. Confirm this with your venue before signing either contract.
Does the catering package include equipment rental - tables, linens, chafing dishes, serving ware? Many caterers include these as standard; some charge separately. Renting tables, linens, and serving equipment for 50 guests can add $500 to $1,000 to the total cost if it is not included.
Who is the on-site lead for my event, and can I communicate directly with that person before the event? This is the single most practical question you can ask. The person you speak with during the sales process may not be the person running your event. Knowing who is in charge on the day, and having a way to contact them, prevents coordination failures.
Questions About Service Charges and Gratuity
Is the service charge a tip that goes to the servers, or is it retained by the catering company? The honest answer is that most service charges go at least partially to the company and are used to cover overhead costs, with some portion distributed to staff. The distribution varies by caterer and is often not disclosed unless you ask.
If the service charge is not a gratuity, do you expect additional tipping? Some caterers expect an additional cash gratuity directly to the lead server or captain on the event day. Others say the service charge covers all expectations. Ask and include the answer in your notes.
Is the service charge calculated on the food total, or on the total including beverages? A service charge on a total that includes open bar alcohol can be significantly higher than one applied only to the food subtotal. Confirm what the base amount is.
Questions About the Contract and Cancellation Policy
What is your cancellation policy, and what refund would I receive if I cancel 60 days before the event? Ask this question for at least two or three different time horizons (90 days, 60 days, 30 days) to understand the full sliding scale.
Is a rescheduling option available if I need to postpone rather than cancel? Many caterers will allow a deposit to be applied to a rescheduled event at a later date. This option often has to be requested - it is typically not automatic.
What is your policy if you need to cancel or cannot fulfill the contract? Ask what happens if the caterer is unable to perform - illness, staffing crisis, or business closure. The contract should specify a refund of all payments if the caterer cancels.
For a full breakdown of what to look for in the contract itself, see catering contract: what to check before you sign.
Questions About Experience and References
How many events of this size and format have you catered in the past year? A caterer who has run ten events similar to yours is operationally different from one for whom yours would be a first at that scale. Ask specifically about size and format, not just general experience.
Can you provide two or three references from recent clients? Ask references about the most important thing: whether the food quality at the event matched the tasting. Some caterers produce excellent tasting food but cut corners on the event day when volume increases. Ask directly.
Have you worked at this venue before? A caterer familiar with your venue's kitchen setup, loading access, and service logistics has an operational advantage. If they have not worked there before, ask how they plan to do a site visit.
Red Flags to Listen For in a Caterer's Answers
Resistance to providing references. Any working caterer has recent client references. If they hesitate or say references are not available, that is a significant flag.
Vagueness on service charge distribution. A caterer who cannot or will not answer clearly how the service charge is distributed - and whether additional tipping is expected - is either disorganized or deliberately obscuring the answer.
No certificate of insurance. A professional caterer should be able to email you a certificate of insurance within one business day. If they say they will get it to you later, that is a flag. Do not sign the contract without seeing it.
Pressure to sign before you have the written contract. Some caterers ask for a deposit to hold the date before the contract is ready. A verbal agreement to hold the date for 48 to 72 hours while you review the written contract is reasonable; signing a deposit check before you have a written contract is not.
Key takeaway
The most important question is one many people skip: "Can you walk me through what happens from the time your team arrives to the time they leave?" A caterer who can answer this concretely and in sequence - setup, service, breakdown, communication during the event - is organized. One who gives a vague answer about "handling everything" has not actually planned your event yet.
Getting clear answers to these questions before you sign is not excessive due diligence - it is basic event planning. The right caterer will answer every question directly, provide documentation without being asked twice, and give you a written quote that matches what was discussed verbally.
For what to do once you have the written contract in hand, see catering contract: what to check before you sign. For deciding whether a full-service caterer or a private chef is the right format for your event, see caterer vs. private chef.
Frequently asked questions
How many tastings does a caterer offer before booking?
Most full-service caterers offer one complimentary tasting session for events above a minimum spend threshold, typically $3,000 to $5,000 in food. For smaller events, tastings are sometimes offered at a per-person fee that is credited toward the booking. Ask upfront whether a tasting is available and whether it is complimentary or charged.
Should a caterer provide references?
Yes. Any established caterer should be able to provide two or three recent client references for events of a similar size and format. Ask references specifically about food quality on the day (not just the tasting), staff professionalism, and whether the final invoice matched the quoted total. A caterer who declines to provide references is a flag.
Does the caterer handle permits for alcohol service?
It depends on the state and municipality. Some jurisdictions require a temporary alcohol permit for private events; others only require the caterer to hold a catering liquor license. Ask the caterer directly whether they hold the appropriate license and whether any additional permits are needed for your venue. Do not assume this is handled automatically.
What is a reasonable lead time before the caterer needs the final headcount?
Most caterers require a confirmed headcount seven to fourteen days before the event. This is the number they will use for food ordering and staffing. A final headcount deadline shorter than seven days is tight and can result in shortfalls if your guest count increases late. Get the specific deadline in writing so both parties have the same expectation.
Will the caterer I interview actually be at my event?
Not necessarily. At larger catering companies, the salesperson or event coordinator who takes your booking may not be the person on-site during the event. Ask directly who will be the lead on your event day, whether you can meet that person in advance, and whether they will be present for the full duration of service.
What does liability insurance cover for a catering event?
A caterer's general liability insurance covers property damage and bodily injury claims arising from their work at your event. Liquor liability covers claims related to alcohol service. If a guest is injured because of food the caterer prepared or a staff member's actions, their liability policy is what covers the claim. Ask for a certificate of insurance before signing.