So, you’re planning a big event—maybe a wedding, a corporate gig, a birthday bash, or a backyard BBQ that’s gotten a little out of hand—and now you’re Googling things like “how to hire a caterer” at 2 AM while stress-eating Doritos. Sound about right?
Whether you’re planning for 20 guests or 200, hiring the right catering service can feel like a lot. You want amazing food, zero drama, and no last-minute disasters (like running out of forks or the salmon tasting like sadness). But how do you even start with so many catering options out there?
Here’s what to look for when hiring a catering service:
- Experience with your type of event
- Clear, honest pricing
- Flexibility with menu and dietary needs
- Good communication and responsiveness
- Glowing reviews or references
In this guide, we’re breaking down exactly what you need to check before handing over your deposit. We’ll talk about food, budgets, red flags, and everything in between—so you can book confidently (and maybe get some sleep).
Experience Matters More Than You Think
Have They Done Events Like Yours Before?
If you’re throwing a wedding, you don’t want someone who only caters to corporate lunches. It’s like hiring a magician to DJ your prom—great guy, wrong gig.
Ask them straight-up:
“How Many [Insert Your Event Type] Have You Catered?”
This tells you if they know what hiccups to expect. Weddings run late. Corporate meetings run early. Birthdays? Kids are gonna spill juice. Every event has its quirks.
Check For Photos Or Sample Menus
Most decent caterers will have a gallery on their website or Instagram. If their “portfolio” looks like it was taken on a potato in 2012, that’s a red flag.
Quick Tip: Look for photos of dishes at actual events, not just studio shots. You want to see how things look in the wild.
Taste Test Everything (Yes, Everything)
Before you commit, do a tasting. It’s not weird—most caterers offer this. If they don’t? Run.
Here’s what to pay attention to:
- Flavor (obviously)
- Portion size
- Presentation
- Texture (is it soggy or fresh?)
Fact Box: According to a survey by The Knot, 78% of couples say food is the most remembered part of a wedding.
What’s Actually Included?
Some caterers are full-service (they handle everything—setup, service, cleanup), while others just drop off the food like Uber Eats on a fancy platter.
Suggestion Box: Ask: “Will your team stay during the event?” If yes, make sure it’s part of the written quote.
Budget Talks: What’s The Damage?
Get A Clear, Itemized Quote
Good caterers don’t play hide-and-seek with pricing. You should see:
- Per-person food cost
- Staffing fees
- Setup/cleanup charges
- Equipment rental (chafing dishes, plates, utensils)
- Taxes and tips
If the quote just says “$4,500 total,” that’s a no. You want to know what you’re paying for.
Warning Box: Beware of super-low quotes—they often balloon later with “extra” charges you didn’t expect. If it sounds too good to be true, it probably is.
Flexibility With Dietary Needs
In every group, there’s someone vegan, gluten-free, allergic to nuts, or on a keto-paleo hybrid diet they saw on TikTok. A good caterer doesn’t get flustered by this—they have options.
Ask about:
- Vegan/vegetarian/gluten-free dishes
- Separate prep for allergens
- Labeling at the event
Info Box: Bonus points if they offer “build your own” stations (like taco bars or salad buffets). It makes life easier for picky eaters.
Professionalism And Communication
You don’t want to chase your caterer like a toddler who stole your phone.
They should:
- Reply to emails or texts promptly
- Show up on time for meetings
- Confirm all details in writing
- Be nice (sounds basic, but you’d be surprised)
Danger Box: If they take a week to return your call during the booking process, imagine how they’ll handle your event.
Check Reviews (But Read Between The Lines)
Don’t just look at the star rating—read the actual reviews.
Look for:
- Mentions of food quality
- Punctuality and setup
- Staff friendliness
- How they handled unexpected issues
If someone wrote, “The food was great, but they ghosted us the week before,” that’s not okay.
Quick Tip: Ask the caterer for two or three recent references. Then actually call or email them. It’s not weird. You’re spending real money—do your homework.
Contracts Aren’t Scary—They’re Your Backup Plan
Always, always get a contract. Verbal promises are like gas station sandwiches—flimsy and full of regret.
Your contract should include:
- Date, time, and location of the event
- Number of guests
- Menu
- Price breakdown
- Payment schedule
- Cancellation policy
Success Box: Make sure the cancellation clause protects you, not just the caterer. If they bail, you should get your money back.
Red Flags To Watch Out For
Sometimes, you just get a bad vibe—and that’s reason enough to pass. But here are a few solid warning signs:
- No business license or insurance
- Sketchy or vague pricing
- No tastings offered
- Can’t provide recent references
- Poor communication or rudeness
Warning Box: If your gut says, “Hmm, something’s off,” listen to it. You’re not being dramatic.
Questions You Should Always Ask Before Hiring
Don’t leave your first meeting without these answers:
- How many events like mine have you catered to?
- Do you have a sample contract I can review?
- Can I customize the menu?
- What’s your backup plan if something goes wrong?
- Are staff, setup, and cleanup included in the price?
Write them down, bring them with you, and don’t be afraid to take notes. You’re not being annoying—you’re being smart.
Conclusion
Finding the right catering service isn’t just about the food—it’s about peace of mind. You want someone who’s organized, reliable, and, yes, makes delicious lasagna. If you do your research, ask the right questions, and trust your instincts, you’ll be just fine.
Success Box: To recap: Choose a caterer who communicates, offers flexible and tasty options, has experience with your type of event, and gives you a detailed quote upfront.
Your guests will be full and happy, wondering how you pulled it all off so smoothly.
Now get that second slice of cake—you earned it.
How much should I spend on catering?
It depends on your location, guest count, and menu. On average, expect $25–$100 per person. Add more if you need staff or rentals.
Should I tip my caterer?
Yes! Some include gratuity in the contract, but if not, 15–20% of the total bill is standard for full-service.
Can a caterer handle alcohol, too?
Some caterers offer bar service or can bring licensed bartenders. Ask if they have liquor licenses and insurance.
What if I need to cancel?
Read your contract! Most caterers have cancellation windows—cancel too late, and you might lose your deposit.
How early should I book a caterer?
6–12 months in advance is smart for weddings and big events. For smaller gatherings, 2–3 months is usually enough.
