Nov 13th 2025
People remember the taste of a meal more than the decorations. This is why choosing the right catering service is so important. It helps hosts feel confident about their event.
They start by asking if the caterer has worked at the venue before. They want to know if they can visit the kitchen to check everything. They also ask about extra rentals needed and how it will affect the cost.
They look at all the fees, not just for the food. This includes tax, gratuities, and staff costs. They also check if they need to rent tables, chairs, and linens.
Key Takeaways
- Verify venue experience, a site visit, and any added rentals that affect cost and logistics.
- Confirm all fees beyond food, from service charges and gratuities to rentals and bar supplies.
- Ask about sourcing, menu flexibility for cultural dishes, and clear timing for each service style.
- Clarify tastings, arrival and setup timing, dietary needs, and kids and vendor meal pricing.
- Lock guest count rules, change deadlines, leftovers policies, and tipping practices by role.
- Align staffing, attire, glassware estimates, and server ratios with venue layout and guest count.
- Choose a bar model—flat rate, on consumption, or DIY—with a plan for mixers, ice, and skilled bartenders.
How to choose a catering service for weddings and corporate events
Start by considering the venue. Look for catering teams familiar with the location or willing to do a full walkthrough. They should check if they have access to the kitchen, power, and prep areas. This helps avoid unexpected costs for things like ovens or generators.
Make detailed comparisons. Ask for proposals that include all costs, like taxes and service fees. Use a checklist to ensure everything is included and the total cost is clear.
Check if the catering service can adapt to your menu needs. Ask about using local ingredients and if they can add special items. A tasting is a must to check the food’s taste, portion size, and presentation.
Focus on guest comfort. Make sure the catering service can handle special dietary needs and offer options for kids and vendors. Include these details in your checklist to ensure everyone is taken care of.
Know who will be in charge on the day of the event. If the initial consultant won’t be there, meet the event supervisor a week or two before. This ensures they know the plan and can make any last-minute changes.
Confirm all details about rentals and counts. Plan for enough glasses and discuss washing options. Also, have a backup plan for broken items.
Plan for late-night snacks: sliders or a grazing table can keep guests happy and meet venue rules.
Coordinate schedules: make sure everyone knows their role and timing to avoid delays.
Set dress code standards: ensure uniforms match the event’s style for a cohesive look.
Keep a list of all your inquiries. This ensures every quote includes the same details. It helps you find a catering service that meets your needs without surprises.
What questions should I ask a catering service?
This checklist helps make interviews easier. It includes questions to ask a catering service and notes from planners and venues. This way, teams know what to ask and why.
Venue and logistics: Have they worked at the site, or will they do a walkthrough to assess kitchen power, prep space, load-in, and storage? What equipment do they bring, and what must be rented?
Tabletop and setup: If they provide dishware and glassware, will they set the tables and manage place settings?
Menu and sourcing: Is food fresh, frozen, organic, seasonal, or local? Can they adapt to cultural or family recipes and specialty cuisines?
Timelines and service: For the guest count and style—plated, buffet, or stations—how long will service take, and how do venue rules affect pacing?
Tasting: Do they offer a tasting, is it included or billable, and are there limits on items or guests?
Arrival and staffing: What time will setup start? Will the initial consultant be onsite, and can the team meet the event supervisor 1–2 weeks before?
Staffing hours: How accurate are staffing quotes? Do they include buffers for setup, speeches, and strike, and do they bill actual hours with refunds if underused?
Rentals precision: How many glasses per guest are budgeted—5–6, or up to 8 for certain formats—and can they confirm onsite washing if needed?
Bar service: Are they licensed for a per-guest package or an SOP/consumption model? If the host supplies alcohol, can they staff bartenders and create a specialty cocktail list?
Dietary, kids, and vendor meals: What are the policies and prices for gluten-free, vegan, vegetarian, children’s menus, and vendor meals?
Guest count and changes: When is the final guarantee due, and what is the last day to adjust? How are last-minute additions handled to avoid shortages?
Leftovers: What happens to extra food, can guests take it, and whose containers are used?
Staffing ratios: For plated service, what server-to-guest ratio will they use, and how does a large venue change that plan?
Entrée selection: Do they prefer RSVP choices or at-table picks, and can three options—fish, red or white meat, vegan/vegetarian—be offered?
Staff attire: What will the team wear, and can it match the event’s dress code?
These questions are for weddings and corporate events. They also answer common catering service faqs. This helps make smart, timely decisions.
Planners can use this list for wedding catering questions or any formal reception. It answers what questions should I ask a catering service clearly and confidently.
Conclusion
Good planning starts with smart questions and a solid contract. Event pros say strong results come from careful checks. These include knowing the venue, tasting food, and clear roles for everyone.
Asking the right questions helps hosts avoid problems and keep their event on track. They can also save money. It’s all about the food and how it flows.
Make sure the food fits the event’s culture and meets everyone’s dietary needs. Plan for kids and staff meals too. Know the timeline for setup and when food will be ready.
Look for caterers who give clear quotes and have a plan for the day.
Contact Cotton Patch Cafe today for professional catering services all across Texas! We have started our holiday catering, call for any questions today!