What People Always Forget When Hiring a Caterer And How to Avoid It

By: Andy Luc

Planning an event whether it’s a wedding, corporate gathering, or milestone birthday, is no small feat. When it comes to food, catering is often one of the biggest investments you'll make. Yet time and again, clients come to us wishing they had known “just one more thing” before hiring a caterer.

To help you avoid the most common (and easily preventable) pitfalls, here are some of the most overlooked details when hiring a caterer and how to make sure you’re fully prepared.

1. Not Asking What’s Included

That quote might sound amazing… until you realize it doesn’t include servers, setup, linens, or even cleanup. Always ask what's part of the package and what comes à la carte.

Pro tip: Request a clear breakdown of services, from staffing to rentals to beverage service, So there are no surprises.

2. Forgetting to Plan for Dietary Restrictions

You might think everyone loves pasta, but your cousin is gluten-free, and your co-worker is vegan. Failing to account for dietary needs can make guests feel left out (or worse sick).

Pro tip: Provide your caterer with a list of known allergies or preferences in advance. A great caterer will offer delicious options for everyone.

3. Assuming the Venue Has Everything You Need

Some venues come with a full kitchen. Others offer… a sink. Make sure your caterer knows what’s onsite ahead of time, or you might face costly last-minute rentals.

Pro tip: Share your venue's kitchen specs early and ask your caterer if any additional equipment is needed.

4. Not Confirming the Timeline

Food is all about timing especially if it’s hot food. If the ceremony runs long or speeches go over, it can throw the entire meal off.

Pro tip: Work with your caterer to build a timeline together, including buffer time and meal service coordination with your planner or DJ.

5. Skipping the Tasting

Some clients skip tastings to save time or budget, but it's one of the best ways to make sure your food is exactly what you expect in flavor, presentation, and portion size.

Pro tip: Attend a tasting when possible and bring someone with you for a second opinion. Ask questions, take notes, and give honest feedback.

6. Neglecting Vendor Meals

It’s easy to forget about your hardworking vendors but feeding your planner, photographer, and DJ is both a kind gesture and often written into contracts.

Pro tip: Ask your caterer about simple vendor meal options. They don’t have to be fancy just fuel to keep your team energized.

7. Not Asking About Leftovers or Takeaway

What happens to the extra food at the end of the night? That answer can vary widely by caterer, some package it up, others don’t.

Pro tip: If taking leftovers home is important to you, clarify in advance what the policy is and whether containers are provided.

Bottom Line: Communication Is Everything

A successful event is built on clear communication, detailed planning, and a great partnership with your caterer. Don’t be afraid to ask questions, double-check the details, and advocate for your vision. We’re here to help make it all seamless and delicious.