Choosing a Caterer: 12 Questions to Ask Before You Book

What should you ask a caterer before booking?

Ask twelve things before a deposit changes hands: their food hygiene rating, where they are based, whether they are registered with the council, how they handle allergies, whether they hold public liability insurance, what the price includes, how many staff they bring, what they need from the venue, their minimum charge, the deposit and cancellation terms, when they need final numbers, and who will actually be there on the day. None of these is awkward to ask, and the way a caterer answers tells you as much as the answers themselves.

Hygiene, registration and where they are based

1. What is your food hygiene rating? Every food business in England, Wales and Northern Ireland is inspected by its council and rated 0 to 5; in Scotland it is Pass or Improvement Required. You can check it yourself on the Food Standards Agency's ratings site. This site lists caterers rated 3 or above, with the date and the council.

2. Where are you based? Many catering businesses cover a wide area, and some websites named after a county are run from somewhere else entirely. It matters for travel charges and for who turns up.

3. Are you registered as a food business? Every food business must register with its local council. A rating on the FSA site is itself evidence of registration.

Allergies and special diets

4. How do you handle allergies? A caterer must be able to tell you which of the 14 major allergens are in each dish. Ask how they keep a gluten-free or nut-free meal separate, and whether they can label dishes on the table. If a guest has a serious allergy, speak to the caterer directly about that guest, not just the menu.

Insurance, staff and the venue

5. Do you have public liability insurance? Not a legal requirement for a caterer without employees, but most venues ask for it, commonly at £5 million of cover. Ask for the certificate if the venue wants it.

6. How many staff will you bring, and for how long? Understaffing is a common reason a good menu goes wrong on the day.

7. What do you need from the venue? Kitchen, power, water, access times, parking, a flat pitch for a van or trailer.

8. Who will be there? The person you have been talking to, or a team you have not met?

Money and paperwork

9. What exactly does the price include? VAT, staff, hire, travel, set-up and clearing away. Get one written total.

10. Is there a minimum charge? Common for hog roasts, vans and weekend dates.

11. What are the deposit and cancellation terms? How much, refundable or not, and what happens if the event moves.

12. When do you need final numbers and dietary requirements? Usually two to four weeks before.

What this site does and does not tell you

Each listing shows what the business says it does, where it is based, and its food hygiene rating as published by the Food Standards Agency, with the date. It does not rank caterers, carry reviews or take a fee for position. A hygiene rating tells you how a council inspector found the kitchen on the day of inspection, which is worth knowing; it does not tell you whether the food will be to your taste, which is what a tasting and a conversation are for.