Wedding Caterer: Questions to Ask Before Signing

Do you have a meeting scheduled with a wedding caterer? One hour, sometimes two, to decide what a hundred people will eat on one of the most important days of your life. These meetings often go by quickly, and it’s only hours or even weeks later that certain questions come to mind! 

Here are the most useful questions to ask, in the order they naturally arise. Each one comes with a reason why it’s worth asking and what a good answer should look like. You’ll even find a printable checklist at the end to add to your wedding planning binder! 

What to Prepare Before You Call

Before your appointment, we recommend having the following information in mind: 

1. Your wedding date, or at least your preferred month. 
2. Your dream venue. Without it, no one can discuss availability. 
3. An approximate guest count. A rough range is enough at this stage. Hosting 80 guests is very different from hosting 200. 
4. The type of meal service you have in mind. A plated dinner, buffet, or cocktail-style reception will shape the rest of the discussion, right down to the floor plan. Our meal service guide compares the main options if you’re still undecided. 

The Date, the Venue, and Event Logistics

Is Our Date Available, and Which Rooms Are Available?

This is the first question to ask because it immediately opens or closes several possibilities. Ask to see all your options. You never know, you may fall in love with something other than your original choice. 

How Many Events Are Taking Place at the Venue That Day?

This is a question many couples forget to ask. To avoid surprises, it’s important to know whether you’ll have exclusive use of the property. Multiple weddings taking place at the same venue on the same day is common in the industry. What you want to know is how the spaces are separated, where guests will circulate, and when each group is expected to arrive. 

Can We Hold the Ceremony On-Site?

If so, ask who sets up the chairs, who provides the sound system, and who coordinates guest movement from the ceremony to the cocktail hour. For outdoor ceremonies, don’t forget to ask about the rain contingency plan. 

What Time Will the Venue Be Available on the Wedding Day?

Every one of your vendors will ask this question, so it’s important that you have the answer. Decorators, DJs, lighting technicians, and entertainment providers all need to coordinate their setup schedules. 

The Menu and Tasting Experience

What Does the Package Include in Terms of Canapés and Number of Courses?

This is the best way to compare offers while shopping around. It gives you a clear picture of what you’re getting for your money. 

For example, the Distingué package at $119 per person includes unlimited welcome cocktails during cocktail hour, three canapés per guest, and a three-course meal with unlimited wine service during dinner. This is the kind of general overview you’re looking for. 

Can We Replace a Course or Add an Additional Dish?

This will tell you how flexible the caterer and their packages are. Be sure to ask how any changes impact the per-person cost so there are no surprises when it’s time to sign the contract. 

Is There a Tasting Before Choosing the Menu?

It’s always reassuring to know what to expect and avoid surprises when it comes to the meal. Ask whether you can sample the menu before making your selection. 

At La Distinction, tasting evenings are offered throughout the year. Up to six guests can attend and sample the dishes they are considering for their wedding, helping them make an informed decision. 

How Do You Handle Allergies and Special Dietary Requirements?

Ask how the kitchen manages allergies and whether special meals are clearly identified during service on the wedding day. It’s also a good idea to include a section on your RSVP card where guests can indicate allergies or dietary restrictions. 

Do You Offer a Children’s Meal Option?

Ask what is included and how many courses are served to children. At La Distinction, we know younger guests aren’t always fans of Labrador tea-braised beef. That’s why we offer child-friendly alternatives such as chicken tenders and lasagna. 

How Does the Wedding Cake Work?

Can your caterer provide a wedding cake? If not, are outside cakes permitted? Will there be a cake-cutting fee? 

The Bar

What Bar Packages Are Available?

At La Distinction, you have three options: 

• Cash bar 

• Subsidized bar ($3 contribution per drink) 

• Open bar 

Ask what each option includes and what time the bar will open and close for your event. 

Can We Bring Our Own Wine or Alcohol?

This is a very important question, as caterers operate under liquor permits and must follow strict regulations regarding alcohol service. 

Service and the Wedding-Day Team

Who Will Be On-Site on the Wedding Day and Looking After Us?

The person you meet during the planning process is not always the person who will be there on your wedding day. Ask for the name of the on-site coordinator and how to reach them throughout the event. This may be the most useful question of the entire meeting, yet it’s often forgotten. 

How Long Do You Expect Dinner Service to Take?

This will give you a clear picture of the evening’s timeline. A banquet meal is served very differently than a romantic dinner in a restaurant. 

Is Tableware Included?

If your reception is taking place at the caterer’s venue, the answer is usually yes. However, for off-site catering services, there are often additional fees related to transporting and organizing dishes, cutlery, and glassware. At La Distinction, these fees are $12 per person. 

The Contract, Pricing, and Deadlines

Is the Per-Person Price Guaranteed?

Will the price change if we’re booking our wedding two years from now? This is important information to know in advance. 

How Much Does the Room Rental Cost?

We offer several rooms available for weddings, ranging from $350 to $5,900. The cost depends on the room, the date, and the rental duration. Ask for pricing on two or three rooms within your budget rather than focusing on a single option. 

What If the Reception Is Held Elsewhere?

When the event takes place at a venue that does not belong to the caterer, catering service fees are $32 per person. For backyard weddings or receptions held in a rented location, Distinction at Home is the perfect solution. 

How Late Can We Adjust the Guest Count?

At La Distinction, guests can be removed from the final count at no charge up to five days before the event. After that deadline, charges may apply because food orders have already been placed.

How Are Payments Scheduled?

Ask for the complete payment schedule, from the initial deposit to the final balance, including the due date for each installment. 

At La Distinction: 

• 20% deposit upon signing 

• 20% payment due six months before the wedding 

• Full balance due 15 days before the wedding day 

The Printable Checklist

These questions fit on a single page. Download the checklist and bring it with you to each caterer meeting. Use one column for each caterer you meet with so you can compare them side by side rather than relying on memory. 

Frequently asked questions

How Many Caterers Should We Meet With?

Two or three is usually enough. 

When Should We Meet With a Caterer?

Early in the planning process, because the venue and caterer are often booked together. For a December wedding or Valentine’s Day weekend wedding, it’s wise to book at least a year in advance. Our article on when to book your wedding vendors outlines the typical planning timeline. 

Should We Visit the Venue Before Signing?

Absolutely , If possible, visit during the same season as your wedding. Lighting, temperature, and outdoor spaces can look very different from one season to another. 

Can We Have a Catered Reception at Home Instead of in a Venue?

Yes, Distinction at Home can cater at your location for an additional fee of $32 per person. Just make sure you have adequate service space and easy access for deliveries. 

What Should We Ask About the Late-Night Snack Buffet?

Ask what options are available, when the buffet will be served, and how many guests it is designed to accommodate. 

Our article on late-night wedding snacks describes the available options in detail.