Not-So-Obvious Questions to Ask Prospective Wedding Caterers

Experience & Expertise

1. Have you catered weddings at our venue before?
2. What’s the biggest challenge you’ve faced at a wedding, and how did you handle it?
3. Have you ever worked with our wedding planner or other vendors before?
4. Can you handle cultural or themed weddings with special menu requests?
5. Have you handled weddings like ours before (same size, style)?
6. Can you show us photos of food from past weddings?
7. How long have your chefs and serving staff been working with you?
8. How do you handle last-minute changes or unexpected issues?

Food & Menu

1. Do you source ingredients locally or seasonally?
2. Can we taste the food before we decide on the menu?
3. Can we mix different cuisines or create a fusion menu?
4. How do you keep the food hot/cold during the reception?
5. Can you handle special requests, like vegan or gluten-free meals?
6. Can you incorporate our wedding theme or colors into the food presentation?

Logistics & Planning 

1. How early do you arrive at the venue to set up?
2. Do you provide staff for setup and cleanup, or do we need to hire extra help?
3. What happens if more guests show up than expected?
4. How do you handle food service for a wedding with multiple locations (e.g., cocktail hour in one area, dinner in another)?
5. Do your servers follow a specific dress code, or can we request a certain look?
6. What’s your backup plan if a key staff member doesn’t show up?

Services & Equipment

1. Do you offer specialty stations (e.g., oyster bar, carving station) as add-ons?
2. What kind of dinnerware do you use? Do you offer eco-friendly options?
3. Can you provide specialty rentals like champagne towers or chocolate fountains?
4. Do you offer bar services, or should we hire a separate bartender?
5. Can you provide a full beverage package, or do we need to supply our own alcohol?

1. Have you catered weddings at our venue before?

A caterer who has worked at your venue before will be familiar with the space and any restrictions. They’ll also know the best way to serve guests. If they haven’t worked there before, ask if they’re willing to do a walkthrough to familiarize themselves with the space.

3. Have you ever worked with our wedding planner or other vendors before?

Smooth coordination between vendors makes everything easier. If the caterer has worked with your planner or photographer before and collaborated well with them, this should make things easier. If not, ask how they typically communicate and collaborate with vendors to keep everything running on schedule.

5. Have you handled weddings like ours before (same size, style)?

A small backyard wedding and a 300-guest ballroom reception have very different catering needs. Your caterer should have experience serving a wedding similar to yours, so they know how to plan portions, staff numbers, and timing.

7. How long have your chefs and serving staff been working with you?

You want your wedding day to be flawless, and only a well-trained team can make that happen. Experienced chefs and servers work efficiently under pressure, making sure food is served on time and at the right temperature. 

Inquire how long key staff members, especially the head chef and banquet manager, have been with the company. A team that has worked together for years usually runs things smoothly, while newer staff may need more oversight. If they bring in extra staff for big events, ask how they train them to maintain service quality.

2. What’s the biggest challenge you’ve faced at a wedding, and how did you handle it?

Catering comes with unexpected issues—weather changes, delays, or last-minute dietary requests. A good caterer should have a story about how they solved a problem quickly without disrupting the event. How they respond should clearly tell you how well they handle pressure and if they think fast on their feet.

4. Can you handle cultural or themed weddings with special menu requests?

Some weddings require traditional dishes or specific cooking methods. If your wedding includes a cultural or themed menu, make sure the caterer can prepare the dishes correctly. Ask if they’ve done something similar before and if they can adjust flavors to match authentic recipes.

6. Can you show us photos of food from past weddings?

Seeing real photos can help you understand their presentation style. A well-plated dish at a tasting may look different when made for 200 guests, so request photos of plated dinners, buffet setups, or food stations from actual weddings they’ve catered to.

8. How do you handle last-minute changes or unexpected issues?

Things can change quickly when you’re planning a wedding. The number of guests might go up or down, the weather could turn bad, or the caterer might not be able to obtain a certain ingredient. 

A good caterer will know how to deal with these kinds of surprises without ruining the event. When you’re talking to caterers, it’s important to ask them how they handle changes at the last minute and if they charge extra for making those adjustments.

9. Do you source ingredients locally or seasonally?

Fresh ingredients improve the taste and texture of a dish, while seasonal produce adds natural variety to the menu. Some caterers work with local farms or markets to get the freshest options, while others rely on bulk suppliers. Check with them on how they choose their ingredients and if they can adjust menus based on availability.

11. Can we mix different cuisines or create a fusion menu?

If you and your partner come from different cultural backgrounds or just love a mix of flavors, check if the caterer can blend cuisines or create dishes that reflect your tastes. Some may have experience with fusion-style catering, while others might prefer to stick to traditional menus.

13. Can you handle special requests, like vegan or gluten-free meals?

Some of your guests may have dietary restrictions, and their meals should be just as well-prepared as everyone else’s. See if the caterer offers vegan, gluten-free, or allergy-friendly dishes and if these meals are plated separately. If possible, request a tasting to make sure they meet your expectations.

10. Can we taste the food before we decide on the menu?

Tastings are a great way to experience the food and how it will be presented. So, before you lock in your menu, ask your caterer if they offer tastings and if there’s a charge. Some caterers include tastings in their packages, while others charge separately. If you have specific dishes in mind, confirm that they’ll be included in the tasting.

12. How do you keep the food hot/cold during the reception?

The way food is handled before serving affects both taste and safety. Find out how they maintain the right temperature for plated meals, buffets, and food stations. 

Some caterers use chafing dishes, heating lamps, or refrigerated displays, depending on the type of food. If your reception lasts several hours, check what methods they use to keep everything fresh until the last plate is served.

14. Can you incorporate our wedding theme or colors into the food presentation?

Your wedding theme isn’t just about the decorations; it can be part of the food too. A caterer can add small but thoughtful touches, like edible flowers, colorful sauces, or creative plating that ties everything together. 

Some even design food stations or displays that match your décor. If you have a vision in mind, see if they can bring it to life and how much room there is for customization.

15. How early do you arrive at the venue to set up?

Timing is everything when it comes to a smooth wedding day. Some caterers arrive hours in advance to prepare, while others show up just before the event starts. 

It’s important to clarify their timeline so you know when everything will be ready. If your venue has restrictions on setup times, make sure the caterer can work within those limits.

17. What happens if more guests show up than expected?

Unexpected guests can throw off meal planning, so it’s good to know how the caterer prepares for last-minute changes. Some bring extra servings just in case, while others require a final headcount well in advance. Clarify their policy on guest increases and if they can adjust on the spot.

19. Do your servers follow a specific dress code, or can we request a certain look?

Servers are part of the overall experience, so their attire should match the tone of your wedding. Many caterers have a standard uniform, but some allow customization, like black-tie service or casual looks for outdoor receptions. If you have a preference, find out if they can accommodate it.

16. Do you provide staff for setup and cleanup, or do we need to hire extra help?

Some catering teams handle everything from setting tables to cleaning up after the last plate is cleared, while others only take care of the food service. Make sure you understand what’s included so there are no surprises. If additional staff is needed, find out if they can provide it or if you’ll need to hire help separately.

18. How do you handle food service for a wedding with multiple locations (e.g., cocktail hour in one area, dinner in another)?

If your wedding has separate areas for cocktails, dinner, and dessert, the caterer needs a plan to keep everything running smoothly. Some bring in extra teams to handle each space, while others set up small kitchens closer to where the food will be served. It helps to know their process so guests aren’t left waiting or served food that’s gone cold.

20. What’s your backup plan if a key staff member doesn’t show up?

No one wants last-minute staffing issues, but they can happen. A well-prepared caterer should have a plan for handling unexpected absences, be it extra staff on standby or a system for shifting roles. Knowing how they manage these situations gives peace of mind that service will go on as planned.

21. Do you offer specialty stations (e.g., oyster bar, carving station) as add-ons?

If you’re looking to make the dining experience more interactive, a specialty station can be a great addition. Some caterers offer options like a build-your-own taco bar, a pasta station with made-to-order sauces, or a chef slicing fresh cuts of meat. 

Since these extras may not be included in standard packages, check what’s available and if there’s an additional charge.

23. Can you provide specialty rentals like champagne towers or chocolate fountains?

A champagne tower or a chocolate fountain can be a fun way to make your reception feel more special, but not every caterer includes these in their packages.

If they don’t have them in-house, they may be able to arrange rentals for you or recommend a vendor that does. Sorting this out early can help avoid any last-minute stress.

22. What kind of dinnerware do you use? Do you offer eco-friendly options?

The plates and glassware at your wedding might not be the first thing on your mind, but they do add to the overall feel of the event. While some caterers stick to classic white china, others provide modern or rustic designs to match your style. 
If you prefer eco-friendly tableware like compostable plates, cups, and utensils for one reason or the other, check if they can accommodate your request.

24. Do you offer bar services, or should we hire a separate bartender?

Not every catering company includes bar service, so if you plan to serve alcohol on your special day, it’s good to check what’s covered. 

Some handle everything from mixing cocktails to serving wine, while others focus only on food. If they don’t offer bartenders, they may have recommendations for trusted professionals who can take care of the drinks.