Most People Book a Caterer After Asking Two Questions: "How Much?" and "Are You Available?"
That's it. That's what most families ask before committing thousands of shekels to one of the most important parts of their event. And then they're surprised when things don't go as expected.
I get it — planning an event is overwhelming, and catering is just one of twenty decisions you're making. But food is what your guests remember. Not the flowers. Not the DJ. The food. So here are 15 questions you should actually ask before signing anything.
About the Food
1. Can I do a tasting before I commit? Any serious caterer will say yes. If they dodge this question, that tells you everything. A tasting should include items from the actual menu you're considering, not a special "show" tasting with food they won't actually serve at your event.
2. Where is the food prepared? Some caterers have a central kitchen and transport everything. Others cook on-site. Both can work, but you should know which model your caterer uses and what that means for freshness and quality.
3. Can you handle dietary restrictions? Gluten-free, nut allergies, diabetic needs — these aren't rare anymore. Your caterer should be able to accommodate them without making it a whole production. Ask how they label and separate special meals.
4. What's actually included in each menu tier? Get specifics. How many courses? What proteins? What sides? How many options per course? "Premium menu" means nothing without details.
About the Service
5. What style of service do you offer? Buffet, family-style, plated — each creates a different atmosphere. Plated service (what we specialize in) gives a more formal, controlled experience. Buffet is more casual and can be more cost-effective for large groups. Make sure the caterer actually has experience with the style you want.
6. What's the staff-to-guest ratio? For plated service, you generally want 1 server per 10-12 guests. For buffet, 1 per 20-25 is workable. If a caterer is vague about staffing, push for specifics. Understaffing is one of the most common problems at catered events.
7. Who manages the event on-site? You want a named person — a floor manager or event coordinator — not just "someone from our team." This person should be your point of contact during the event.
About the Business
8. What's your hechsher? In Israel, this is fundamental. Know exactly what certification they hold. Badatz Eda Chareidit, Rabbanut Mehadrin, or something else? Make sure it matches your community's standards and your venue's requirements.
9. Can I see your full contract before deciding? Read the fine print. Look for cancellation policies, payment schedules, and liability clauses. A good caterer has a clear, fair contract and doesn't mind you reading every word.
10. What's your cancellation and change policy? Life is unpredictable. What happens if you need to cancel? Change the date? Reduce the guest count significantly? Get this in writing before you sign.
11. What's the payment schedule? Typical structure: deposit at booking, second payment 2-4 weeks before the event, final payment after. If someone wants full payment upfront, that's unusual and you should ask why.
About the Logistics
12. Have you worked at my venue before? Venue experience matters enormously. A caterer who knows the kitchen, the loading dock, the power outlets, and the flow of the space will deliver a smoother event than one figuring it out for the first time.
13. What happens if the guest count changes? Most caterers need a final count 5-10 days before. But what's the flexibility range? Can you add 10% more guests at the last minute? What's the minimum count you'll be charged for?
14. What do you bring and what does the venue provide? Plates, glasses, cutlery, linens, serving equipment, tables — who supplies what? Misunderstandings here lead to day-of disasters. Get it itemized.
15. Can I see photos and references from recent events? Not from five years ago — recent. Within the last 6 months if possible. And ask if you can speak with a past client. Any caterer proud of their work will happily connect you.
The Bonus Question
Here's one more that most people never think to ask: "What's the biggest thing that can go wrong, and how do you handle it?" A caterer who's been in the business has stories. Equipment failures, ingredient shortages, weather disasters. What matters isn't that things never go wrong — it's how they handle it when they do. A confident, experienced caterer will give you a real answer to this question, not a blank stare.
Use This List
Print this out. Bring it to your meetings. Send it by email. Any caterer worth booking will appreciate a client who asks good questions — it shows you care about the event and that you're serious. If a caterer gets annoyed by these questions, that's your answer right there.