Booking a caterer isn’t just about finding someone to cook good food—it’s about ensuring every detail of your event runs smoothly, from the first appetizer to the final clean-up. Whether you’re planning a wedding, a corporate gathering, or a backyard celebration, the caterer you choose will play a major role in how your guests experience the event. At Southern Bear Catering, we believe that good communication is just as important as good food.
In this blog, we’ll explore the top 10 questions you should ask any caterer before signing the contract. These questions can help you avoid surprises, stay within budget, and find a partner who truly understands your vision.
1. Are You Available on My Event Date?
It sounds obvious, but you’d be surprised how many people dive into menu ideas before checking availability. Ask immediately if your date is open, and mention your preferred event start and end times. A great caterer’s calendar fills up fast, especially during wedding season or around holidays.
2. What Types of Events Do You Specialize In?
Different events have different expectations. A caterer who excels at corporate luncheons might not be the best fit for a rustic outdoor wedding. Ask about their experience with your type of event and request photos or testimonials from similar occasions.
3. Can You Accommodate Dietary Restrictions and Allergies?
Gluten-free? Vegetarian? Nut-free? Your guests may come with a wide range of dietary needs, and your caterer should be able to handle them gracefully. At Southern Bear Catering, we’re well-versed in creating inclusive menus that don’t compromise on flavor or presentation.
4. Do You Offer Tastings Before Booking?
Tastings are a key part of the planning process. They give you a chance to try the food, see how it’s presented, and communicate your preferences directly. Be sure to ask if tastings are included or available for an additional fee.
5. What’s Included in Your Pricing?
Catering proposals can look similar on paper but vary greatly in what they include. Does the quote cover staff? Rentals? Set up and clean up? Linens? Knowing what’s part of the package and what’s extra can help you compare vendors fairly and avoid unexpected costs.
6. Can You Customize the Menu?
You may want to incorporate family recipes, regional favorites, or something offbeat. Ask whether the caterer is willing to build a custom menu. At Southern Bear, we love tailoring menus to suit your story, your culture, and your taste.
7. Do You Handle Rentals and Staffing, or Do I Need to Coordinate That Separately?
Some places offer full-service catering packages, including everything from tableware to bar service. Others focus strictly on the food and leave the rest to you or your planner. Clarify who’s doing what so there are no last-minute scrambles.
8. How Do You Handle Leftovers and Waste?
You’re paying for the food, so what happens to what’s left? Some caterers pack up leftovers for you to enjoy the next day. Others may have policies for donating or composting uneaten food. Ask how they handle waste and whether you need to provide storage containers.
9. What Is Your Cancellation and Refund Policy?
Life happens. Events get postponed, scaled back, or—on rare occasions—canceled altogether. Ask about the deposit, refund deadlines, and how flexible the caterer is in case plans change. It’s not a fun topic, but it’s a smart one.
10. Can You Share References or Reviews from Past Clients?
A reputable caterer should have plenty of happy clients willing to vouch for them. Look for detailed reviews that mention not just the food, but also professionalism, punctuality, and how well the team handled challenges.
Trust Southern Bear Catering for Top-Notch Charleston Catering Services
Choosing a caterer is more than just a menu—it’s about trusting someone to deliver an experience that reflects your personality, goals, and your event’s tone. At Southern Bear Catering, we pride ourselves on thoughtful planning, exceptional food, and warm, professional service that makes your event one to remember.
Whether you’re hosting 20 people or 200, asking the right questions up front can make all the difference in choosing a caterer who truly has your back. Do you have questions of your own? Contact us today to schedule a consultation, and let’s plan something delicious together.
