Choosing a caterer in Sydney requires more than reviewing menus and checking reviews. From dietary needs to staffing protocols, small details can determine the success or failure of your event. This guide outlines nine key questions to ask before making a booking—designed for corporate planners, venue coordinators, and private hosts seeking professional execution.
Is Your Date Available?
Start with the obvious. Popular Sydney caterers are often booked well in advance—especially during spring, end-of-year, or long weekends. Early confirmation is critical.
Ask:
- Is the date available?
- Do you require a deposit to confirm?
Tip: For high-demand periods, secure the caterer at least 8–12 weeks in advance.
Have You Catered This Type of Event?
Every event has different operational demands. Experience in weddings doesn’t always translate to boardroom catering.
Ask:
- What types of events do you regularly cater?
- Have you worked with this venue or audience type before?
Tip: Prior experience with similar guest counts, layouts, or schedules will reduce execution risk.
What Menu Options Are Available?
Clarify the format: canapes, buffet, plated, or interactive stations? Then assess whether the caterer can accommodate customisation.
Ask:
- Do you offer vegetarian, vegan, halal, or allergy-safe options?
- Can I request specific cuisines or themes?
Tip: A menu tasting is strongly recommended for any event exceeding 40 guests.
What’s Included in the Price?
Catering quotes can vary widely depending on what is bundled into the service. Don’t assume.
Ask:
- Does this include serving staff, equipment, cutlery, and tableware?
- Are there additional charges for weekends, public holidays, or travel?
Tip: Always request a fully itemised proposal. It avoids last-minute cost surprises.
How Many Staff Will Be Onsite?
Service levels depend on staffing ratios. Too few staff leads to long queues, messy tables, and poor guest experience.
Ask:
- How many staff do you provide for X guests?
- Will there be a service manager onsite?
Tip: For standing events, one staff per 20–25 guests is a common minimum.
What Are Your Setup and Cleanup Procedures?
This affects your venue access schedule and any bump-in/bump-out costs.
Ask:
- What time will your team arrive and depart?
- Who is responsible for cleaning and rubbish removal?
Tip: Confirm if your venue has restrictions on setup times or loading zones.
Are You Licensed and Insured?
This is non-negotiable. Reputable caterers must meet NSW food safety requirements and carry public liability insurance.
Ask:
- Can you provide a copy of your food safety certification and insurance?
Tip: Venues may request this documentation as part of their compliance policy.
What Is Your Cancellation Policy?
Cancellations, date changes, or shifts in guest numbers can happen. Know the financial implications.
Ask:
- What is your refund or rescheduling policy?
- What’s the latest point I can adjust guest numbers?
Tip: Get cancellation terms in writing before making any deposit.
Have You Worked at This Venue?
If the caterer knows your venue, they’ll be more efficient and familiar with logistics such as power, prep areas, and access points.
Ask:
- Have you catered here before?
- Are there any venue-specific requirements I should be aware of?
Tip: If unfamiliar, schedule a joint site visit with the venue and caterer.
A professional caterer should welcome these questions and answer with clarity and confidence. Whether planning a corporate event, private gathering, or large celebration, these nine questions will help you select a capable, transparent, and event-ready catering partner in Sydney.
