10 Questions You Didn't Think to Ask Your Wedding Caterer (But Should)

Look, planning a wedding is stressful enough without getting blindsided by catering issues on your big day. Most couples nail the obvious stuff, menu tastings, headcount, dietary restrictions, but there are some sneaky details that can throw a wrench in your celebration if you don't address them upfront.

We've been in the catering game long enough to see what trips people up. So here's the real talk: these 10 questions might not be on your Pinterest wedding planning checklist, but they absolutely should be.

1. "Do you provide vendor meals?"

This one catches couples off guard every single time. Your photographer, videographer, DJ, wedding planner, and other vendors are going to be working 8+ hours at your wedding. They need to eat, and they're usually not included in your guest count.

Some caterers automatically include vendor meals in their packages, others charge extra, and some expect you to figure it out yourself. Trust us, hungry vendors are cranky vendors, and you don't want your photographer getting hangry during your reception.

What to ask: "How many vendor meals are included, and what's the cost for additional ones?"

2. "What exactly are your portion sizes?"

"Standard portions" means different things to different caterers. Some are generous, others... well, let's just say your guests might be hitting up McDonald's on the way home.

Don't just ask about portion sizes: ask to see them during your tasting. A "chicken breast" could be a massive 8-ounce piece or a sad little 4-ounce cutlet. Your Aunt Martha who hasn't eaten all day is going to notice the difference.

What to ask: "Can you show me actual portion sizes for each dish during our tasting?"

3. "Do you have liability insurance?"

This isn't sexy wedding talk, but it's crucial. If someone gets food poisoning or a server accidentally breaks your venue's antique chandelier, you want to make sure you're not the one footing the bill.

Any legitimate catering company should have liability insurance. If they hem and haw about this question, that's a red flag bigger than your wedding dress train.

What to ask: "Can you provide a certificate of liability insurance, and will you add our venue as an additional insured party?"

4. "How do you handle venues with limited kitchen space?"

Not every venue has a Gordon Ramsay-level kitchen. Some have tiny prep areas, others have basically nothing. If you're getting married in a barn, historic mansion, or outdoor space, your caterer needs to know how to work with what they've got.

The last thing you want is your caterer showing up and realizing they can't actually cook your menu because there's nowhere to plug in their equipment.

What to ask: "Have you worked at venues with similar kitchen limitations, and what equipment do you bring?"

5. "What's included in your service: plates, silverware, linens?"

Some caterers are full-service and include everything down to the napkins. Others just bring the food and expect you to handle the rest. This can be a huge surprise cost if you're not prepared.

Renting plates, glasses, silverware, and linens for 150 people adds up fast. Know what you're getting (or not getting) before you sign anything.

What to ask: "What tableware, serving pieces, and linens are included, and what do I need to rent separately?"

6. "How many staff will you bring, and what do they actually do?"

Staffing makes or breaks your wedding service. Too few servers and your guests are waiting forever for their salads. Too many and you're paying for people standing around looking pretty.

A good caterer will explain their staffing formula: usually something like one server per 10-12 guests for plated dinners, fewer for buffets. They should also tell you what each person's role is.

What to ask: "How do you determine staffing levels, and can you break down what each team member will be responsible for?"

7. "Will someone be dedicated to managing the catering on-site?"

You don't want to be the point person for catering questions while you're trying to enjoy your cocktail hour. A good caterer will assign someone to be the liaison between their team, your wedding planner, and the venue staff.

This person should handle timing, coordinate with other vendors, and solve any issues that pop up without bothering you.

What to ask: "Who will be my main point of contact during the event, and will they be there for the entire reception?"

8. "What do you need from our venue to make this work?"

Every caterer has specific requirements: access to power outlets, water, storage space, load-in areas. Some need to start setting up hours before your ceremony, others can work around your schedule.

Get these details to your venue coordinator early. Nothing kills the vibe like your caterer and venue getting into a turf war on your wedding day.

What to ask: "What are your specific venue requirements, and when do you need access for setup?"

9. "How long do you need for setup and cleanup?"

This affects your entire wedding day timeline. If your caterer needs 4 hours to set up and 2 hours to clean up, that impacts when you can start decorating, when your ceremony can begin, and when the venue needs to be cleared.

Some venues charge overtime fees if vendors run past certain times. Know these details upfront to avoid surprise costs.

What to ask: "What's your complete timeline from arrival to departure, including all setup and breakdown?"

10. "Can you handle last-minute changes?"

Life happens. Your great-aunt decides she's bringing her new boyfriend the week before the wedding. Three guests suddenly develop food allergies. Your outdoor ceremony gets moved inside due to rain.

A flexible caterer is worth their weight in wedding cake. Ask about their policies for headcount changes, menu modifications, and logistical adjustments.

What to ask: "What's your policy for last-minute guest count changes and menu adjustments?"

The Bottom Line

Look, these questions might seem nitpicky, but they're the difference between a smooth wedding day and a day full of preventable stress. A good caterer won't be annoyed by detailed questions: they'll appreciate that you're being thorough.

At the end of the day, your wedding catering should be one less thing you have to worry about. The right caterer will handle these details seamlessly, leaving you free to focus on what really matters: celebrating with your favorite people.

Don't be shy about asking the tough questions upfront. Your future self (and your guests) will thank you for it.