How to Interview Caterers

When interviewing potential caterers for an upcoming event, it is important to ask the right questions to ensure that you're hiring the service that most closely fits your specific needs. Take the time to sit down with each of your potential caterers so that you can truly understand the services they provide and how well what you want matches with their ability to carry out your vision.

General Business Questions
Begin the interview with a few basic business questions to help you gain an understanding of the caterer's background and history in the industry.

• How long have you been in business? Approximately how many events have you catered?


• Has there ever been a time when your catering license was inactive or revoked?


• How long have most of your employees been on staff? What are your staff members' backgrounds?


• Has your kitchen been certified by the health department?


• Can I have a few email addresses and phone numbers of clients who have been satisfied with your service in the past?

Cost Questions
Knowing the bottom line is an important part of hiring the right caterer. While some professionals include everything from linens to cleanup fees in their per-head estimate, others like to line item each service and charge for them separately.

• What is the typical range for per person costs for catering this type of event?

Are there any additional charges for setup and cleanup?

• Is there a discount on meals for vendors and children?


• For buffets, will I be charged based on consumption or do you offer a per person rate?


• What do you charge for white glove service?


• Is there a surcharge if I add additional guests after we've finalized the list?


• Do you have a required minimum number of guests?


• Are gratuities included in your listed service charge?


• What taxes and additional fees should I expect?


• Are table linens, chairs, flatware, and dishware included in your per person cost? If not, do you have a partnership with a vendor that I can work with to obtain these items?


• For a wedding, how much do you charge for cake cutting service? Can I use an outside service to create the cake?

Procedural Questions
It's important to understand how your potential caterer likes to staff and run an event. You may find that while you like a particular caterer's menu, you don't like their philosophy about white glove service.

• What is your server to guest ratio?


• What do your servers wear for the event?


• How soon before the event does your team arrive?


• How much of the food do you prepare ahead of time? What do you use to keep the food warm (or cold)?


• How can I arrange for a tasting? Do you charge for this service?


• Who will I be working with on the day of the event?

Pitfalls to Avoid
Don't sign a contract with a caterer until you've tasted the food. What sounds good on paper can taste like cardboard in real life.

• Don't hire a caterer until you have thoroughly researched their business and their client relationships. Use sources like the Better Business Bureau to help you sort through any claims that have been made against the company.


• Don't assume that your potential caterer has a backup plan. Make sure you get in writing the when and where of who will take over should your caterer not be available on the day of your event.


• Don't go with the first caterer you find. While you might be tempted to cut the process short by hiring straight of the gate, always compare several caterers before making your final decision.