10 questions to ask a caterer before signing

The questions that separate a good hire from a costly mistake

You've narrowed your list to two or three caterers. The menus look solid. The reviews check out. Now comes the part most hosts skip: asking the right questions before signing the contract.

These ten questions are designed to surface the information that doesn't show up in a proposal. They'll help you compare caterers on the things that actually matter once event day arrives.

The 10 questions every host should ask

1. What's included in the per-person price, and what's billed separately?

This is the most important question on the list. Some caterers bundle staffing, rentals, and setup into the per-person price. Others quote food only and add everything else as line items. You need the all-in number to compare proposals fairly. Our Atlanta catering cost guide breaks down what to expect in each category.

2. How many staff members will be on-site, and what are their roles?

Ask for a staffing breakdown. How many servers? Is there a lead captain or event manager? Who handles the bar? A caterer who can't give you clear numbers on staffing hasn't fully planned your event.

3. Can I customize the menu, or am I choosing from fixed packages?

Good caterers collaborate on menu development. They listen to your preferences, factor in the event's tone, and build something specific to you. If a caterer only offers set packages with no flexibility, that tells you something about how they'll handle other requests.

4. How do you handle dietary restrictions and food allergies?

This one matters more than most hosts realize. A strong caterer has a clear process for collecting dietary information and building safe options into the menu. If the answer is vague or dismissive, consider it a warning sign. Our guide to dietary restrictions at catered events explains what good accommodations look like.

5. Will you visit the venue before the event?

Kitchen access, power outlets, staging space, guest flow paths. These vary wildly between venues in Dunwoody, East Atlanta, and downtown. A caterer who skips the site visit is guessing at logistics instead of planning them.

6. What's your cancellation and rescheduling policy?

Life happens. Events get moved. Ask about the cancellation timeline, what portion of your deposit is refundable, and whether rescheduling carries a fee. Get this in writing before you sign.

7. Do you provide a day-of event timeline?

Professional caterers create a detailed timeline covering arrival, setup, service windows, course pacing, and breakdown. If your caterer doesn't produce one unprompted, ask for it. This document is what keeps the event on track.

8. Can I see photos or video from a recent event similar to mine?

Portfolio photos show you what the caterer's actual presentations look like in a real event setting, not just in a test kitchen. Ask for examples that match your event type and scale.

"I recently had the pleasure of working with Exquisite Delites while helping my company plan a large event, and they exceeded every expectation... Sandra + Eric were incredibly hands-on and professional, taking the time to go over every detail with us in planning calls." - Kristina G.

9. What happens if the guest count changes after I sign?

Most caterers allow headcount adjustments up to a certain deadline (often 7 to 14 days before the event). But the terms vary. Some charge for the higher of the original or final count. Others are more flexible. Know the rules before you commit.

10. Are you licensed, insured, and permitted for my venue?

This is non-negotiable. Ask for proof of liability insurance and any applicable health department certifications. Some venues also require caterers to carry specific coverage levels, so check with your venue first.

How to use the answers

Don't just collect answers. Compare them side by side.

Create a simple spreadsheet with each caterer in a column and the ten questions as rows. Fill in what each caterer told you. Patterns will emerge quickly. One might be the strongest on communication. Another might have the best pricing structure. A third might be the most experienced with your preferred service style.

The caterer who scores well across all ten is your best bet. The one with gaps is worth questioning further or passing on.

If you're planning a wedding and want questions specific to that context, our wedding catering menu planning guide covers what to look for in a wedding-focused caterer.

For a broader look at the full evaluation process, our complete guide to choosing a caterer in Atlanta covers the full selection process from start to finish.

What this means for your event

• Asking detailed questions early eliminates surprises later. The best time to learn about hidden fees or inflexible policies is before the contract is signed.
• A caterer's willingness to answer these questions thoroughly is itself a signal. Clear, confident responses indicate a team that plans well and communicates well.
• Atlanta's catering market rewards informed hosts. The more specific your questions, the better your outcome.

Frequently asked questions

Should I get proposals from multiple caterers before deciding?

Yes. Three proposals give you enough data to compare pricing, service levels, and communication styles. Any fewer and you're relying on gut feel rather than informed comparison.

Is it appropriate to negotiate catering prices?

It depends on the caterer. Many are willing to adjust menu selections or service levels to fit a budget. Asking "how can we make this work within our budget?" is more productive than asking for a blanket discount.

What if a caterer can't answer some of these questions?

That's useful information. A caterer who can't articulate their cancellation policy, staffing plan, or insurance status is not operating at the level your event requires. Consider it a signal to keep looking.

Ready to start planning?

When you're ready to have the conversation, reach out. We're happy to walk through any of these questions and show you exactly how we approach your event.