5 Things to Know Before Booking a Caterer

5 Things to Know Before Booking a Caterer


Planning an event comes with a lot of moving parts. One of the biggest decisions? Choosing the right caterer. Food plays a huge role in how your guests remember the day, so it’s important to get it right. If you’re just starting your planning journey, here are five helpful things to know before booking a caterer.

1. Know Your Guest Count (Even If It’s Rough)

You don’t need an exact number on day one, but having a general idea will help your caterer guide you toward the right menu and service style.

For example, a backyard baby shower for 25 will look a lot different than a 200-person wedding. Guest count affects everything, from how many staff members are needed to what kinds of food make sense logistically.

Pro tip: Have two numbers in mind – your ideal guest list and your maximum just in case.

2. Have a Ballpark Budget in Mind

Every event is different, and so is every budget. A good caterer will work with you to build something that fits your needs without sacrificing quality.

When you know your range, your caterer can offer realistic suggestions. Want a fully staffed plated dinner? A self-serve buffet? Passed hors d’oeuvres? Your budget helps decide which route makes the most sense.

According to The Knot, catering and venue costs can easily take up over half of a total event budget. That’s why knowing your budget early helps you prioritize what matters most, like great food and smooth service.

Remember: Catering usually covers more than just food. Don’t forget about service staff, rentals, linens, setup/cleanup, and sometimes even travel.

3. Ask About Menu Flexibility and Customization

One of the most important things to know before booking a caterer is how flexible their menus are.
Some caterers offer set packages, while others (like us!) love to get creative and customize dishes to fit your vision.

Whether you’re dreaming of comfort food, something plant-based, or a menu inspired by your cultural background, don’t be afraid to ask how flexible your options are.

Food should reflect the feel of your event – not just what’s trendy.

4. Check What’s Included (And What’s Not)

It’s easy to assume that catering comes with all the bells and whistles, but every company does things differently.
Before signing anything, ask what’s included in your package. Does it come with plates, napkins, serving staff, or just the food? Will they handle cleanup? Are gratuities added?

Knowing this upfront can save you from surprise charges later and help you plan for things like rentals or extra help if needed.

5. Schedule a Tasting If You Can

Tastings are more than just fun (though let’s be honest – they are fun). They help you:

  • Confirm your menu choices

  • See how things are plated

  • Get a sense of quality and portion size

A tasting is also a great time to meet the team, ask questions, and make sure your vision aligns with theirs.
If an in-person tasting isn’t possible, ask for photos or reviews from similar past events.

Final Thoughts

Choosing a caterer doesn’t have to be stressful, especially when you go in with a little knowledge.
From guest count and budget to tastings and customization, these five things to know before booking a caterer can help you feel more confident and prepared.

Looking for a catering team that brings creativity, care, and experience to the table? Contact us at C&J Catering – we’d love to help you plan something delicious.