Questions to ask before booking a private dinner

A vague caterer will dodge specifics; a solid one will answer every question head-on, usually with examples. Your private dinner will only be as good as the clarity between you and the person you hire, so treat the quote conversation as an interview, not a formality.

What exactly happens on the day, and who shows up?

Ask: "Walk me through the timeline from when your team arrives until they leave. Who will be in my kitchen and dining space?"

Why it matters: You need to know whether the caterer arrives two hours before guests, one hour, or the night before. You need to know if they're bringing one chef and one server, or four staff members. Vague answers like "we'll sort it closer to the date" are a red flag—this should be locked down now.

Good answer: "Our head chef and one prep cook arrive three hours early. At six o'clock, two servers take over plating and table service. We wrap up by 10 p.m., do a full reset of your kitchen, and lock up by 10:30." You hear names, timings, specific roles, and an exit plan.

Evasive answer: "Oh, we're flexible. We'll bring what we think you need." That's code for "we'll improvise and potentially overwhelm your space."

What's your backup if something goes wrong?

Ask: "If the lobster order falls through or a server calls in sick the day before, what's your contingency? Who do I contact, and how will you fix it?"

Why it matters: Things break. Flights get delayed, suppliers have stock issues, people get sick. You're not asking for perfection; you're asking how they recover without leaving you scrambling at 5 p.m. on event day.

Good answer: "We build supplier relationships across the city, so if our main fishmonger is out of stock, we have two backup options. If a staffer drops out, I have a roster of trained freelancers I call—I'll notify you immediately. For menu substitutions, I'll present three alternatives and we'll agree before the day." This shows systems, communication protocol, and humility.

Evasive answer: "We've never had that problem." Everyone's had that problem. If they claim they haven't, they've not been doing this long enough, or they're not telling you what really happens.

How do you handle dietary requirements and last-minute tweaks?

Ask: "If three days before the event, a guest tells me they've gone vegan, or two people need gluten-free, can you adapt? How much notice do you need for menu changes, and is there an extra charge?"

Why it matters: Guests change their minds or forget to mention allergies. A good caterer has already thought about this friction point and has a framework for it. A poor one treats it as a favour or crisis.

Good answer: "We ask for final headcount and all dietary requirements at least one week out. Changes after that day cost a menu revision fee—I'll quote it separately. But allergies are sacred; if someone emails me 48 hours before and has a serious allergy, we rework the dish at no extra cost because that's safety, not preference." You're hearing clarity on timelines, respect for health, and honesty about costs.

Evasive answer: "We'll do our best. Just let us know." This means they haven't built proper systems, and last-minute requests will be stressful for everyone.

What's included in the quote, and what costs extra?

Ask: "I've got your quote for R3,500. Does that include the service charge? Beverages? Cleanup? Rentals like plates and glassware, or am I hiring those separately?"

Why it matters: Quotes can look clean on the surface and hide thousands in hidden add-ons. You need every line itemised so there are no surprises.

Good answer: They send you an itemised proposal: food, service staff, soft drinks, kitchen reset. They note separately what's not included—alcohol, premium glassware rentals, decorations—with approximate costs for each.

Evasive answer: "We'll invoice you for any extras as they come up." That's a recipe for bill shock.

Your goal is to walk away from the conversation feeling like you've spoken to someone competent and communicative. If they're giving you one-word answers or putting off detail until "we'll sort it later," find someone else. The best private dining experiences happen when both sides are precise about expectations.