Questions to ask a caterer before booking a work function

You've got three weeks until the company's quarterly function, and three catering quotes sitting in your inbox. Two look nearly identical. One caterer answered your first email in four minutes, but you don't know what questions to actually ask to separate the competent from the rushed. Knowing exactly what to probe—and how to read the answer—is what stops you booking someone who disappears on event day or forgets the non-dairy milk for half your team.

Ask about their capacity and team size, not just availability

Don't settle for "Yes, we can do 120 people on the 14th." Press for: How many staff will they bring, and what's their catering experience? A caterer who mentions specific roles—kitchen lead, three plating assistants, a dedicated beverage manager—suggests they've thought through logistics. If they hedge or talk in vague numbers, that's a red flag. A good caterer will tell you upfront if they're bringing a team of four or outsourcing some tasks, and they'll explain why that works for your headcount. Ask whether the same team has run events of comparable size before. Evasive answers—"we'll figure it out on the day" or "depends who's available"—mean they're making it up as they go, not planning.

This matters because an understaffed kitchen means late service, cold food, or forgotten dietary swaps. Overstaffing wastes your budget but shows confidence. Ask how many people they'll have plating, serving, and clearing, and whether they'll brief them on your company's layout and timeline beforehand.

Dig into the actual logistics and timeline

Get them to walk you through the day in sequence. What time do they arrive? When do they set up? When do they serve, and for how long? What happens in between courses? How do they handle clearing and packing up? When will the space be fully theirs, and when must it be vacated?

A caterer who asks about your venue's kitchen access, parking, power points, and table layout is thinking ahead. One who says "we'll sort it when we get there" has not. Ask them to spell out exactly what they'll do if your venue's oven breaks or there's a 20-minute delay to the event start. A good answer is specific: "We'd keep hot items in chafing dishes at this temperature" or "We've got battery-powered warming boxes as backup." A vague answer like "we'll improvise" reveals they don't have contingency plans.

Find out, too, who your point of contact is on the day. Will it be the same person you've spoken to, or someone new? If it's someone new, ask them to confirm they'll brief that person thoroughly and give them your mobile number directly.

Clarify what's included and what triggers extra cost

Many caterers bundle table setup, crockery, and cutlery, but some don't. Ask them to itemise it plainly:

• Are plates, glasses, and cutlery included, or hire-only?
• Do they supply linens and napkins, or do you provide them?
• Who clears tables, and how often during service?
• Is there a setup fee separate from the per-head cost?
• What counts as an "extra" (late delivery, extended service time, special plating requests)?

A caterer who fumbles or says "we'll work it out on the quote" is avoiding clarity. The best ones send a detailed breakdown unprompted and welcome your follow-up questions. Ask them to confirm in writing what happens if your headcount changes by ten people in the final week—some add a small surcharge, others won't.

Also ask whether they'll provide a detailed invoice a few days before the event listing every item, portion, and cost. If they resist that transparency, move on.

Once you've asked these three things and received answers you trust, you've got the foundation for a safe booking. Verify their references directly with those clients, and check they're registered with the relevant health authorities in your province. Finding a caterer who answers thoughtfully now means you won't be fielding panicked calls on event day. Start your search on Strove, where you can read reviews and vet credentials before you make contact.