A quote tells you a price. These questions tell you what you are actually buying. Ask all twelve of your shortlisted caterers, and compare the answers rather than the numbers.
About their experience
1. Have you catered an event like mine before?
Not "have you catered a wedding" - have you catered one at roughly this size, in this style, at this kind of venue. Ask when, and ask how it went.
2. Can I speak to two recent clients?
Recent matters more than glowing. A reference from three years ago describes a team that may no longer exist.
3. Have you worked at my venue before?
A caterer who knows the venue already knows the kitchen access, the parking, the lift situation and the noise rules. If they have not, ask whether they will do a site visit.
About the food
4. Who writes the menu, and how much can I change it?
Some caterers work from fixed packages, others build from scratch. Neither is wrong, but you should know which you are dealing with before you start asking for substitutions.
5. How do you handle dietary requirements?
Ask specifically about whatever applies to your guests - pure veg preparation, Jain requirements, vegan options, or serious allergies. The answer you want describes a process, not just a promise. Our guide to planning dietary-aware menus covers what good practice looks like.
6. Where is the food prepared, and how does it get to the venue?
This shapes what is realistically on the menu. Dishes that must be served immediately behave very differently from dishes that hold well.
7. What are your food safety and hygiene certifications?
Ask to see current documentation rather than taking it as read.
About the service
8. How many staff will be on site, and for how long?
Staffing is where quotes most often differ without looking like they do. Get the number and the hours, and ask what happens if service runs late.
9. Who is my point of contact on the day?
Name and phone number. Ask what time they arrive and when they leave.
10. What do you need from the venue?
Power, water, a preparation area, parking, access timing. Better to discover a mismatch now than on the morning.
About the money and the paperwork
11. What is not included in this quote?
The single most useful question on this list. Ask it directly and let them answer at length.
12. What happens if my guest count changes?
Ask about movement in both directions, and ask when the final number is due. Then ask the same about cancellation.
If a caterer becomes vague on questions 11 and 12, treat that as information. The answers exist - they always exist - and you want them before the deposit, not after.
What to do with the answers
Write the responses into a single table so the three caterers sit side by side. Patterns show up immediately: one is cheaper because they staff lighter, another is dearer because transport is bundled in. That is the comparison worth making.
Find verified caterers in your city and start with these twelve.
