What to ask a caterer for a wedding?

Caterers in Delhi NCR, countless decisions, and choosing the right caterer is one of the most important. The food and drinks will be the centerpiece of your celebration, so you need to ask the right questions to avoid surprises and ensure everything aligns with your vision. Here’s a comprehensive list of questions to ask any potential caterer—organized by category—to help you make an informed choice.

Availability & Logistics
These questions establish the fundamental compatibility between your needs and their operation.

“Will our wedding be the only event you are personally catering for on our date?”

Why this is important: This determines how stretched their resources and focus will be. If they are handling multiple events, ask who their dedicated on-site manager will be and what their experience level is.

“What is your typical staff-to-guest ratio for a plated dinner versus a buffet, and how are your servers dressed?”

Why this is important: A high staff-to-guest ratio ensures prompt, quality service. Knowing the server’s attire helps ensure they match the formality and style of your event.

“Have you worked at our specific venue before? If not, will you conduct a site visit, and is there a fee for that?”

Why this is important: Familiarity with the venue’s kitchen, load-in, and layout is a huge advantage. If they haven’t, a site visit is crucial to iron out logistics and understand any venue-specific restrictions.

“What is your plan for the breakdown and cleanup process, including trash removal and clearing dishes?”

Why this is important: Some venues require the caterer to remove all trash. Clarity on cleanup responsibilities prevents extra charges or last-minute scrambling.

Menu, Tastings & Dietary Needs
The food is the star of the show. Dig into the details of the menu and sourcing.

“How flexible is your menu? Can we fully customize a dish (e.g., incorporate a family recipe) or are we limited to adjustments on set packages?”

Why this is important: This reveals their capacity for creativity and collaboration. If a signature dish is important to you, you need to know their willingness to accommodate.

“Where do you source your ingredients? Do you prioritize local, seasonal, or organic produce, and how will that affect the final menu?”

Why this is important: Quality and freshness matter. Sourcing locally or seasonally can impact flavor and price, and this question speaks to their commitment to ingredient integrity.

“How do you handle special dietary restrictions (vegan, gluten-free, nut allergies) and how will those guests’ meals be clearly labeled and served to avoid cross-contamination?”

Why this is important: This is crucial for guest safety. You need a clear process that goes beyond simply having a vegetarian option; it must address serious allergies with confidence.

“When do food tastings take place, what is the cost, and how many items can we sample?”

Why this is important: Tastings are your chance to vet the food quality and presentation. Understand the fee structure (is it credited back upon booking?) and the scope of what you can try.

Pricing & Contract Details
Be transparent about your budget and ensure no hidden fees are lurking in the fine print.

“What, exactly, is included in your ‘per-person’ price? Does this cover service staff, linens, non-alcoholic beverages, cake-cutting fees, tax, and gratuity?”

Why this is important: Catering quotes often hide mandatory fees like service charges (which can be 18–25%) and taxes. Getting a complete, itemized breakdown prevents budget surprises.

“What is the final ‘guaranteed guest count’ deadline, and what is your policy if our final number drops after that date?”

Why this is important: You will be charged for the guaranteed number, so knowing the deadline is vital. Understand if any penalties or minimum counts apply regardless of last-minute cancellations.

“Do you charge a cake-cutting fee, even if you are not providing the wedding cake?”

Why this is important: This is a common hidden fee. If you’re using an outside bakery, many caterers charge a “plating fee” to slice and serve the dessert.

“What is your policy for handling any leftover food at the end of the night?”

Why this is important: Due to health regulations, many caterers cannot leave prepared food with you. Ask if they provide take-home containers for the couple or if they have a partnership with a food donation charity.

By covering these core areas—from the logistics and service to the menu’s fine print—you will ensure you are selecting a caterer who is a seamless, professional fit for your wedding day.

Would you like me to find out if any highly-rated wedding caterers specialize in a specific cuisine (like vegetarian or ethnic food) in your area?