Questions to Ask a Caterer Before You Book

By the end of this post, you'll have a ready-to-use list of questions to ask a caterer, grouped by stage. That way you can compare quotes fairly, catch surprises early and book with confidence. Food is often your biggest line item and the thing guests talk about on the drive home, so an extra call or two before you sign is worth the time.

Print this out, keep it open during calls, or copy the questions into your notes app. You don't need to ask every single one. Pick the ones that fit your event.

Start with the basics: is this caterer a fit?

Before you get into menus, make sure the caterer can actually take your event on.

Availability and capacity

• Are you available on our date? How many events do you usually cater on the same day?
• What's the smallest and largest guest count you're comfortable serving?
• Do you travel to our location? If we're in Surrey and you're based in Vancouver, is there a travel charge?
• How far ahead do your clients usually book?

Popular summer weekends and the December holiday season often fill up months in advance. If your date falls in one of those windows, start reaching out early and ask how long they'll hold a date while you decide.

Style of service

Plated dinners, buffets, family style platters, food stations, passed canapés and simple drop-off catering all feel very different and need different staffing. Ask which style they do most often and which they'd recommend for your space and guest count. A caterer who's honest about what they do best is usually a good sign.

Questions to ask about the menu

This is the fun part, but it's also where details get missed.

• Can we see sample menus from events similar to ours?
• Do you offer a tasting? Is it included or charged separately, and when does it usually happen?
• How flexible are your menus? Can we swap dishes or add a family recipe?
• Do you use seasonal ingredients, and could the menu change depending on what's available?
• How do you keep hot food hot and cold food cold over a long service?

Metro Vancouver celebrations often bring together several cultures and food traditions in one room. If you're planning a wedding that blends two families' cuisines, or a milestone birthday where Grandma's favourite dish has to appear, ask the caterer directly whether they've cooked that cuisine before. Ask to see photos or sample menus rather than taking a general "we can do anything" at face value.

Dietary needs and allergies deserve their own conversation

Make a list of your guests' needs before you call: vegetarian, vegan, gluten-free, halal, kosher, nut allergies, shellfish allergies and anything else that comes up on your RSVPs. Then ask:

• How do you prevent cross-contact in the kitchen?
• Will dishes be labelled at the buffet or station?
• Can guests with allergies get individually plated meals?
• Will your serving staff know what's in each dish if a guest asks?

If someone at your event has a serious allergy, this conversation matters more than any other on this list.

Questions about pricing and the quote

Always ask for an itemized quote in writing. A single total makes it very hard to compare caterers, because one quote might include rentals and staff while another covers food only.

Ask what's included and what costs extra:

• Food, priced per person or as a flat rate
• Serving staff, chefs and bartenders
• Rentals like plates, glassware, cutlery, linens and chafing dishes
• Setup, teardown and cleanup
• Service charges, gratuity, travel fees and taxes
• Cake cutting or serving if you're bringing in a cake from another vendor

Then ask about the money side of the agreement:

• How much is the deposit, and when are the remaining payments due?
• When do you need our final guest count?
• What happens if our numbers go up or down after that date?
• What's your cancellation and postponement policy?

Get every answer reflected in the contract. If something was promised on the phone, it should be on paper.

Questions about staffing and day-of logistics

A great menu can still fall flat if the timing goes sideways. These questions help you picture the day:

• How many staff will you bring for our guest count and service style?
• Who's the lead on site, and will we meet them beforehand?
• What time do you arrive, and how long do setup and teardown usually take?
• What do you need from the venue? Kitchen access, power outlets, running water, fridge space?
• Do you take away garbage, recycling and compost, or is that our job?
• What's your policy on leftovers? Can we keep them, and how should they be packed and stored?

Share the answers with your venue early. Some venues have their own rules about load-in times, kitchen use or approved caterers, so check before you fall in love with a menu. If you're still choosing a space, it helps to browse venues and caterers side by side.

Outdoor events and West Coast weather

If you're planning a backyard party in Burnaby or a picnic-style gathering in a Richmond park, ask the caterer how they handle outdoor service. Do they need a tent or covered prep area? How do they protect food from rain, wind or a surprise hot afternoon? What's the plan if the weather turns the morning of the event?

Our rainy season can stretch from fall well into spring, and even summer has the odd soggy weekend. Agree on an indoor backup plan with both your venue and your caterer. If you're using a public park, check with your municipality about bookings and whether food service or tents are allowed.

Questions about alcohol, licensing and insurance

These are less exciting but very important.

• Do you provide bar service, or will we need a separate bartender?
• Are your bartenders trained in responsible alcohol service?
• Who's responsible for any liquor licence or permit our event needs?
• Can you show proof of liability insurance? Many venues ask for it.
• How do you meet health authority food safety requirements?

Liquor rules depend on your event type and location, so check with your municipality and the relevant BC authority rather than relying on what someone remembers from a past party. On Eventory, some vendors display Licensed or Insured badges after we've checked their documents, which can be a helpful starting point. It's still smart to ask for the paperwork your venue requires.

Red flags to watch for

• A vague quote with no breakdown
• Reluctance to put anything in a written contract
• Pressure to book immediately without time to review
• No reviews, references or photos of past events
• Slow or unclear replies during the quoting stage, which often hints at how communication will go later

Your quick checklist before you sign

1. Confirm the date, guest count range and service style.
2. Get an itemized quote in writing from at least two or three caterers.
3. Book a tasting if one is offered.
4. Share your full list of dietary needs and allergies.
5. Confirm staffing, arrival times and venue requirements.
6. Agree on a weather backup plan for any outdoor portion.
7. Clarify alcohol service and who handles any permits.
8. Read the deposit, final count and cancellation terms carefully.
9. Make sure everything you discussed is in the contract.

If catering is one piece of a bigger celebration, our guide to birthday party planning in Vancouver, step by step walks through the rest of the timeline.

Ready to start asking?

When you've got your list of questions to ask a caterer ready, browse catering vendors on Eventory to see their photos, menus and packages. You can message a caterer with your questions and request a quote so you can compare your options side by side before you book.