The short answer
Before you book any caterer, get answers in four areas: the food (menu, allergens, tasting), the logistics (staff, equipment, timings), the money (what the quote includes, deposits, VAT) and the paperwork (hygiene rating, insurance). This page is the full checklist, in the order that saves the most pain.
The food
- What exactly does the per-head price buy? Courses, portion expectations, and what happens if guests want seconds.
- How do you handle allergens? UK food law recognises 14 allergens that businesses must declare. A good caterer answers this question fluently; a hesitant answer is information.
- Can we taste the menu? Common for weddings, less so for one-off parties. If there is no tasting, ask for photos of the dish as served, not styled.
- Where is the food prepared, and how does it travel to the venue?
- What happens to leftovers?
The logistics
- Who runs the day? One named person in charge on site beats a rota of strangers.
- How many staff are included, and for how long?
- What do you need from the venue? Power, water, kitchen space, parking, load-in access. Then check your venue actually has it.
- When do you arrive and when are you cleared down? Venues charge for overruns; your caterer should fit the venue's windows.
- What is the backup plan if a vehicle fails or the lead chef is ill?
The money
- Is the price with or without VAT? Quotes to businesses are often ex VAT; get it in writing either way.
- What is included: staff, tableware, linen, travel, setup and clear-down, service charge?
- Deposit, balance date and cancellation terms, all in writing before any money moves.
- How long is the quote valid, and what happens to the price if guest numbers change?
The paperwork
Two documents matter for almost every caterer: a food hygiene rating, which you can check yourself on the Food Standards Agency's ratings site, and public liability insurance. Add a gas safety certificate for anyone cooking on LPG at your venue. None of this is awkward to ask for; established caterers are asked constantly and many venues require the documents before the caterer is allowed on site.
Red flags
- Quotes that will not itemise what is included.
- No written confirmation offered, or pressure to pay the full amount upfront.
- No food hygiene rating findable, or reluctance to discuss it.
- Allergen questions deflected rather than answered.
- A price that undercuts every other quote and cannot explain how.
Put the checklist to work
Sources
Frequently asked questions
- What should a catering quote include?
- A written quote should state the menu and price per head, staff numbers, equipment and tableware, travel, setup and clear-down, deposit and balance dates, cancellation terms, and whether the price is with or without VAT. If any of those are missing, ask before comparing it against other quotes.
- How do I check a caterer's food hygiene rating?
- Search the business on the Food Standards Agency's ratings site at ratings.food.gov.uk. Every food business in England, Wales and Northern Ireland is inspected and rated by their local authority, and the rating is public.
- Should I pay a catering deposit?
- Deposits are normal; they hold your date. What matters is getting the amount, the balance due date and the cancellation terms in writing before you pay anything. Be wary of anyone asking for the full amount upfront with no paperwork.
- How many catering quotes should I get?
- Two or three comparable quotes beats ten vague ones. Send every caterer the same brief (date, guest count, format, budget per head if you have one) so the quotes line up, then compare what each includes rather than the bottom line alone.
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