Catering Questions Checklist

What this checklist is for

This free download is a simple worksheet you can bring to every call, tasting, or email thread. It helps you ask about the menu, staffing, service style, dietary needs, rentals, and contract terms in a clear way.

It is especially useful if you are planning a wedding, office lunch, birthday, memorial reception, holiday meal, or drop-off gathering and you want to compare more than one caterer without losing track of the details.

Tablefare is a free matching service, not a caterer or an event planner. We help you get matched with caterers near you so you can compare quotes and choose who feels right for your table.

What you will find inside

The checklist is built to help you catch the questions that often hide the real cost of catering. It covers what is included in the per-guest price, whether there is a food-and-beverage minimum, and what extra charges may show up for staffing, bartenders, rentals, delivery, setup, cake cutting, corkage, overtime, or last-minute changes.

It also includes questions about dietary needs and culture-specific menus, including halal, kosher, vegan, vegetarian, gluten-free, and allergy-aware cooking. If your guest list includes different languages or special service needs, this sheet helps you ask clearly and early.

For cost planning, most hosts find that catering can range widely. A simple drop-off meal may land around $15 to $35 per guest, while full-service meals often run about $40 to $150+ per guest, depending on the menu, service style, guest count, day and season, city, and what is included. Those are general ranges only, not quotes.

How to use it when comparing caterers

1. Fill in your event basics first: date, city or ZIP, guest count, service style, cuisine, and any dietary needs.
2. Ask each caterer the same questions so you can compare them fairly.
3. Write down the per-guest price, minimums, fees, staffing, rentals, and deposit terms in one place.
4. Ask what is included in writing and what costs extra.
5. Before you pay a deposit or sign, read the full contract and final invoice carefully and confirm the date and price per guest in writing.

If you are still early in planning, you can also use our cost guide to understand what usually drives pricing up or down. If you want help finding caterers to compare, start with get matched.

Who this helps most

This checklist is for any host who wants a calmer, clearer way to plan food without overpaying or being surprised later. It is useful if you are planning from another city, reading in a language other than English, or just want to keep everything organized.

It works for small and large events alike: a 30-guest taco drop-off, a plated wedding dinner, a corporate lunch, a memorial reception, or a cultural celebration with specific menu needs.

If you want more planning help, our guides page has practical resources for next steps, including how to compare service styles and what to ask before you choose.

A few smart questions to keep on the page

The most important questions are often the simplest ones: What is included? What costs extra? How many staff members will be there? When is the final headcount due? What happens if the guest count changes?

You should also ask about delivery, setup, cleanup, gratuity or service charges, bartender fees, rental items, and cancellation terms. The goal is not to ask for a perfect quote on the first call — it is to understand the all-in cost per guest before you decide.

Tablefare does not set prices, cook food, or book your event. We simply help you gather contact and event details, compare caterers, and keep the process straightforward.