December 21, 2023

The Perfect Wedding Feast: A Guide to Questions for Your Caterer


Your wedding day should be a beautiful blend of sights, sounds, emotions, and a memorable culinary experience. Your wedding feast can set the tone for creating core memories for you and your guests and should be a festive extension of your big day.

We, The SixPence, believe this wholeheartedly and are eager to help bring your dream event to life with the help of an unforgettable culinary experience. This is why we are happy to guide you with knowing the right questions to ask your wedding caterer for your big day and getting the most out of your event.

Importance of Choosing the Right Caterer

Wouldn’t it be wonderful to experience the flavors and textures just as you imagined?

It all starts with choosing the right caterer.

Choosing the right caterer is about finding someone who understands your vision, shares your passion for food, and can effortlessly translate your culinary dreams into reality. But what are the right questions to ask the wedding caterer?

Preliminary Considerations

Planning your wedding can be a whirlwind of decisions, and in the middle of the whirlwind of floral arrangements and venue selections, deciding on your culinary experience can be daunting to try to tackle all on your own. But you don’t have to! The right caterer can help, all you have to do is lay the groundwork. These preliminary questions to ask your wedding caterer will help you assess their capabilities, gauge their understanding of your needs, and ultimately ensure that your wedding feast reflects your unique style.

Budgetary Constraints

Your wedding budget requires a delicate balance between your culinary expectations and what you can afford. Before delving into menu options, there are some questions to ask your wedding caterer. Are they flexible and willing to work within your financial constraints? Do they offer various pricing options, such as plated dinners, buffets, or cocktail receptions? 

You should also find out if there are additional fees for delivery, set-up, and breakdown of catering equipment. Your caterer should provide a transparent and comprehensive breakdown of all costs involved, including hidden charges, gratuities, and payment schedules. If the caterer is traveling a significant distance, are there additional travel expenses to be considered? Are gratuities and service charges subject to additional taxes or fees?

A transparent conversation about your budget and whether there are catering payment plans will help you avoid surprises down the road and ensure that your culinary dreams for your big day align with your financial realities.

Dietary Restrictions and Preferences

Your wedding celebration is a gathering of loved ones, and it’s essential to ensure that everyone can savor the food. Discuss your guests’ dietary restrictions and preferences with your caterer. Are they well-versed in handling allergies, sensitivities, and various dietary needs? Do they offer creative options for vegan, gluten-free, or kosher guests?

What variety of appetizers and hors d’oeuvres will be offered? Do they use seasonal ingredients to ensure fresh, high-quality products for your appetizers and hors d’oeuvres? When discussing main course selections ask your caterer what their specialty is. Are they open to customizing dishes to accommodate specific requests? What dessert options do they recommend that create a crescendo of joy in the taste buds? Are they willing to explore interactive dessert options for a touch of whimsy?

A caterer who understands and caters to diverse dietary needs will demonstrate their commitment to creating an inclusive and enjoyable experience for all your guests.

Guest Count and Venue Logistics

Your caterer has to understand the scale of your event and the logistics of your venue. Provide them with an accurate guest count to ensure they can adequately prepare and staff the event. Flesh out the layout and limitations of your venue. Are there any space constraints affecting food preparation, serving, or dining arrangements?

A caterer who grasps the intricacies of your guest count and venue logistics can anticipate challenges and seamlessly adapt their plans to create a flawless experience.

Caterer Selection Criteria

Before committing to a caterer and entrusting that person to foster your unforgettable memories through a culinary experience, there are still more questions to ask your wedding caterer. These questions will help you identify the culinary expert who will bring your wedding feast to life.

Reputation and Reviews

Always remember, that when it comes to food, reputation precedes taste. Dive into the caterer’s reputation by researching online reviews, consulting wedding blogs, and seeking recommendations from trusted sources. Do they consistently receive positive feedback for their culinary expertise, service standards, and overall professionalism?

A solid reputation is a testament to a caterer’s ability to deliver exceptional culinary experiences. Seek a caterer who has earned a reputation for excellence, ensuring that your wedding feast is in the hands of a true professional.

Sample Tasting Sessions

The true essence of a great caterer lies in their ability to tantalize the taste buds. Request a sample tasting session to experience their culinary artistry firsthand. Try to savor the flavors, textures, and presentations of their creations. Do they align with your vision for the wedding feast? Do they showcase creativity, innovation, and a passion for their craft?

A sample tasting session is an opportunity to indulge in the caterer’s culinary repertoire. Choose a caterer who can transport you to a world of culinary delights, leaving you eager to share their creations with your guests.

Logistics and Timing

To ensure that your vision seamlessly translates into reality, you should be able to iron out the logistics and timing details with your caterer. These questions to ask your wedding caterer will help you navigate the smooth execution of your wedding feast, without worry.

Booking Confirmation and Deposits

Once you’ve found the perfect caterer, it’s time to secure their services. Discuss the booking process and deposit requirements. When is the final deadline for booking your date with the caterer? What is the deposit amount and payment terms? Do they offer any discounts or packages for early bookings?

A transparent and organized booking process is a hallmark of a professional caterer. Ensure that all the terms and conditions are clearly outlined, leaving no room for ambiguity or surprises down the road.

Delivery and Set-Up Logistics

Your wedding venue will be transformed into a culinary stage, and your caterer is responsible for setting the perfect scene with all eyes on the feast. Try to discuss the delivery and set-up logistics in detail. What time will they arrive at the venue? What equipment and infrastructure do they require? How long will it take them to set up the catering area?

A well-coordinated caterer will have a seamless plan for delivery and set-up, ensuring that your wedding venue is transformed without disruptions.

Meal Service Timing

The timing of your meal service influences the atmosphere of your wedding reception. Discuss the meal service plan with your caterer. What time will the cocktail hour commence? When will the plated dinner or buffet begin? How long will each course take?

A well-timed meal service will keep your guests engaged, satisfied, and in high spirits throughout the reception. Choose a caterer who understands the importance of pacing and can create a culinary trip that complements your wedding celebration and keeps you stress-free.

Beverages and Bar Services

So you’ve got the food covered, what about the drinks? Beverages will keep the spirits high and create a lively atmosphere that complements your celebration. To ensure your bar is a haven for refreshment and delight, here are some insightful questions to ask your wedding caterer.

Alcoholic Beverage Options

Your wedding beverage menu should reflect your personal tastes and preferences, whether it’s an elegant display of classic cocktails or a curated selection of craft beers and fine wines. Discuss your beverage preferences with your caterer and inquire about their expertise in crafting customized bar menus. 

Can they accommodate variations, including signature cocktails, local brews, and international wine selections? Do they offer tiered packages or customized options to fit your budget?

Non-Alcoholic Beverage Selections

What if you wanted to include non-alcoholic options? Lay out your non-alcoholic beverage preferences to your caterer and inquire about their creativity in crafting refreshing and flavorful mocktails and non-alcoholic alternatives. Do they offer options for health-conscious guests, such as low-sugar or calorie-conscious beverages? What variety of non-alcoholic beverages do they offer?

Bar Staffing and Licensing

A well-staffed and licensed bar is a make-or-break for ensuring a smooth and enjoyable experience for you and your guests. Find out what staffing and licensing qualifications your caterer has and inquire about their expertise in managing bar operations. What is their staffing ratio for bartenders and servers? Are their bartenders trained and experienced in mixing a variety of cocktails, including classic favorites and signature creations?

Vendor Coordination

Your caterer should guarantee seamless collaboration with you, your planner and your other vendors. Choose a caterer who values clear communication, demonstrates an understanding of venue logistics, and has a well-thought-out plan for handling unexpected situations. To ensure that your wedding feast unfolds the way you want it to, delve into these insightful questions to ask your wedding caterer.

Communication with Other Vendors

Your wedding relies on a team of vendors, each contributing their expertise to create a magical experience. Find out your caterer’s approach to communication and collaboration with other vendors. Will they attend vendor meetings to discuss timelines, logistics, and bringing everything together for your big day? Will they utilize shared calendars and update systems to ensure everyone is on the same page regarding timelines, deliveries, and any changes?

Venue Coordination

Your venue sets the stage and your caterer must seamlessly integrate their services with the venue’s facilities and restrictions. Does your caterer understand the venue logistics and are they able to adapt to the venue’s unique characteristics? How will they coordinate delivery and set-up with the venue staff to ensure minimal disruptions and adherence to the venue’s schedule? What’s their plan for waste disposal and clean-up?

For example, as the premier wedding venue in Indiana, The Sixpence offers exclusive services for couples to help plan their perfect day. This includes venue coordination with our preferred vendors, like caterers, to ensure smooth communication and execution of your vision.

Contact The SixPence Today!

Emergency Contingencies

Despite meticulous planning, unexpected situations can arise. How does your caterer approach emergency contingencies and are they able to adapt to challenges? Do they have a backup plan in case of power outages or equipment malfunctions? How would they handle unexpected dietary emergencies, such as severe allergies or sudden dietary restrictions?

Contractual and Legal Aspects

Choosing a caterer who values transparency, adheres to legal obligations, and has clear cancellation policies will provide peace of mind and protect your investment. Delving into these questions to ask your wedding caterer will ensure that your big day unfolds with assurance and legal protection.

Contract Review and Negotiation

The catering contract is the foundation of your culinary collaboration. Carefully review the contract and seek clarification on any terms that seem ambiguous or raise eyebrows. Don’t hesitate to negotiate terms that are not in line with your expectations or budget. Is the contract clearly written and easy to understand? Is the caterer open to negotiating specific terms or conditions?

Insurance and Permits

Insurance and permits are essential safeguards against unforeseen events and legal compliance. Be safe and verify that the caterer you choose for your big day has adequate liability insurance to cover any potential accidents, food-related incidents, or damage to the venue. Does the caterer have the necessary permits and licenses to serve alcohol, operate food preparation equipment, and handle any special dietary requirements?


Cancellation policies come in handy for unforeseen circumstances. Carefully review the cancellation policy and discuss any potential scenarios that may lead to event cancellation. Are the cancellation terms clearly defined, including deadlines, penalties, and refund procedures? Does the contract address cancellation due to uncontrollable events, such as natural disasters or pandemic restrictions? How will your initial deposit and any payments made be handled in case of cancellation, regardless of the cause?

Presentation and Setup

The presentation and setup don’t stop at the whirlwind of floral arrangements and venue selection. Your caterer has to create a visually stunning and unforgettable layout for your culinary feast. The questions you ask your wedding caterer will dictate how food and aesthetics intertwine to create a feast for the eyes as well as the palate.

Table Settings and Decor

Your table settings and decor set the tone. Discuss your vision for tablecloths, linens, centerpieces, and the ambiance with your caterer. How do they plan to approach table settings and decor to complement the style of the wedding theme? Can they accommodate specific colors, patterns, or textures? Do they customize centerpieces that align with the wedding theme and complement the space?

Buffet vs. Plated Meal Presentation

Whether you opt for a buffet or a plated meal for your important day, the presentation matters. Highlight your preferences and inquire about the caterer’s expertise. Can they present plated meals in a way that is both visually stunning and reflects the culinary artistry of the dishes and your wishes? Do they clearly differentiate between dishes that cater to different dietary needs, such as vegetarian, vegan, or gluten-free options?

Guest Flow Considerations

The layout of the dining area and the flow of guests ensure a seamless and enjoyable dining experience. Are you able to voice your concerns about managing guest traffic and flow? What are their plans to ensure that plated meals are served efficiently, without disrupting the ambiance of the reception?

Technology and Innovation

Planning your wedding can easily become a fusion of tradition and innovation, where timeless rituals meet modern advancements. In today’s digital age, technology streamlines processes, enhances communication, and creates a seamlessly updated and refreshing catering experience.

Online RSVP Integration

Online RSVP platforms have become an indispensable tool for managing guest lists and dietary preferences. Is your caterer able to integrate with your online RSVP system to streamline the guest management process? Can they provide real-time updates on guest counts and dietary sensitivities and preferences to ensure accurate planning and preparation?

Tech-Savvy Catering Solutions

Technology has permeated the catering industry,  by offering innovative solutions to enhance the culinary experience of your big day. Explore your caterer’s use of technology to create an unforgettable experience. Does your caterer utilize interactive menus or digital displays to showcase their options in an engaging and visually appealing way? Can your caterer’s system recognize and interpret dietary symbols or labels to ensure accurate food preparation and presentation?

Emergency Tech Support

Technology, while generally reliable, can sometimes encounter glitches or unexpected challenges. How prepared will your caterer be to handle technology-related issues promptly and effectively? Does your caterer have backup systems in place to address potential technology failures, such as power outages or software malfunctions? Can your caterer provide on-site technical support to troubleshoot any technology-related issues that may arise during the event? These are all important questions to ask your wedding caterer.

Final Thoughts

Your wedding feast can determine the final tone for the memories you want to create with your wedding plans. What kind of lasting impressions will be left on your guests? To ensure that your culinary vision seamlessly comes to life, don’t be afraid to ask your wedding caterer the right, sometimes hard questions. 

Prioritize a caterer with a demonstrated passion for food, a diverse culinary repertoire, and a proven track record of creating exceptional dining experiences. Choose a professional caterer who communicates clearly, is flexible, and is adaptable while considering your budget and values. 

By carefully considering these critical points and following our guide, you will be able to identify the culinary expert who will transform your catered wedding dreams into a reality. Take advantage of our extensive experience and specialized knowledge of venues and catering. As one of the best event spaces in Indiana, we at The SixPence will use our network to develop a personalized plan designed specifically for your wedding needs.

Contact The SixPence Today!

Leave a Reply

Your email address will not be published. Required fields are marked *


Want to be the first to know when you can reserve The Sixpence for your big day? Sign up below to receive updates and special announcements.

Stay in Touch