Questions to Ask Before You Hire Your Wedding Caterer

Planning your wedding comes with lots of decisions, but one of the most important (and most fun) is choosing your wedding caterer. Whether you're dreaming of a classic plated dinner or fun and interactive food stations, your caterer plays a major role in the overall guest experience. As wedding planners who’ve been in the industry for years, we’ve seen firsthand what sets a great catering team apart. Before you sign any contracts, here are some essential questions to ask to make sure everything aligns with your vision, budget, and needs.

What Type of Meal Services Do You Offer?

Not all catering styles are equal, and different formats can impact your timeline, atmosphere, and even the overall vibe of your reception. Ask your potential caterer whether they offer buffet service, family-style service, stations, or plated meals. Buffets are casual, cost-effective, and allow for variety. Family-style encourages conversation and a cozy feel. Stations are interactive and fun with multiple themed setups. Plated meals are more formal and efficient for guests. Knowing what styles they offer can help you narrow down what feels right for your wedding day.

Photographer: Hunter Hennes

Are Menus Fixed or Can We Create a Custom Menu?

Every couple is different, and so are their tastes. Ask if you’re limited to a set menu or if you can mix, match, and personalize. If food is a big part of your story, like tacos on your first date or Sunday pasta nights, incorporating those touches can make your meal feel extra special. A flexible caterer will be open to working with you to create something unique.

Do You Offer Menu Tastings?

Tastings aren’t just delicious, they’re a crucial step in the decision-making process. This is your chance to confirm flavors, portions, and presentation before the wedding day. Some caterers offer complimentary tastings once you’ve booked, while others may charge a fee. Be sure to clarify how and when tastings happen so you’re not caught off guard.

Photographer: Megan Kuhn

Do You Have Options for Allergy or Dietary Restrictions?

You’ll likely have guests with food allergies, sensitivities, or specific diets at your wedding. Common allergies and food sensitivities include gluten-free, vegetarian, vegan, and nut allergies. Ask your caterer how they handle these needs. Do they offer separate plates? Can they adapt menu items? Having a caterer who’s experienced with dietary restrictions ensures all your guests feel considered and cared for.

Is There a Cake-Cutting Fee?

It might sound like a small detail, but some caterers charge an additional cake-cutting fee, usually per slice. If you’re bringing in a cake from an outside bakery, this is important to ask upfront. Some caterers include it in their package, while others treat it as an add-on service.

Photographer: Our Ampersand

What is Your Leftover Food Policy?

No one wants to see good food go to waste. Ask your caterer what happens to any extra food after dinner is served. Some caterers will pack up leftovers for you, while others may not allow food to leave due to health code rules, unless a food release form is signed. Knowing ahead of time helps you plan and potentially even donate or reuse the extras.

What Fees Do You Charge?

Caterers often charge more than just the cost of food, beverage and serving staff. Some caterers include everything in one flat rate, while others may have additional charges like production fees, travel fees, or holiday surcharges. Knowing this upfront will help you avoid budget surprises later on. Always ask for a detailed breakdown of costs so you can compare proposals fairly.

Photographer: Matlock & Kelly

How Long Will The Serving Staff Be Onsite?

Most full-service caterers will provide staff who stay until the very end to bus tables, empty trash, and clean the kitchen. If you’re not hiring a full-service caterer, these responsibilities will need to be assigned to someone else, whether that’s your planner, venue staff, or designated friends and family members. Asking this question ensures you have a plan in place so nothing is overlooked during cleanup.

The right caterer will not only serve delicious food but also help your day run smoothly behind the scenes. By asking these questions early on, you’ll avoid last-minute surprises and ensure a menu that reflects your style, your story, and your guests’ needs.

Need help finding the perfect caterer for your wedding day? Contact us today to learn more about our wedding planning and coordination packages, we’ll help you find the right caterer to match your vision!