A catering quote can look straightforward until you realise that you and the caterer have made different assumptions about portions, service staff, tables or cleanup. A good conversation before the deposit protects both sides.
You do not need to ask every question in one long meeting. Start with the points that affect your event most, then make sure the final answers appear in the written quote or agreement.
What exactly is included in the menu?
Ask the caterer to list each dish, accompaniment, drink and service item. If the menu says “assorted drinks” or “protein”, ask what that means. Confirm whether water, ice, sauces, disposables and special meals are included.
Useful questions include:
- Which dishes are included and how will they be served?
- Is the menu buffet, plated, boxed or family-style?
- Are drinks included, and who supplies ice and glassware?
- Can the menu be adjusted after the tasting?
- What is the deadline for final menu approval?
How is the quantity calculated?
Tell the caterer your realistic guest estimate and how the event will run. Food for a short reception is different from food for an all-day programme. Ask how the caterer plans portions and when they need the confirmed number.
Do not quietly add extra guests and hope the food stretches. Also do not pay for a much larger number without understanding why. Agree on how an increase or decrease will change the total.
Can we arrange a tasting?
A tasting lets you discuss flavour, presentation, portion size and serving style. Ask whether it is available, what it costs, how many people can attend and whether the exact event menu will be prepared.
Take notes. If you agree to a less spicy sauce, a different side dish or a particular presentation, include that change in the final menu. A tasting is useful only when the event team receives the decisions afterwards.
What food-safety arrangements do you follow?
Ask where food will be prepared, how hot and cold items will be transported, and how long food will be held before service. Confirm how the team handles handwashing, clean water, serving utensils and leftovers.
Ghana's Food and Drugs Authority says food service establishments include contract caterers and that compliant facilities receive Food Hygiene Permits after inspection. You can read the FDA's food service establishment guidance and ask the caterer about the permits relevant to their operation.
This is not about trying to catch a provider out. It is a reasonable conversation when food will be served to your guests.
How will allergies and dietary requirements be handled?
Collect known allergies and dietary needs early. Give the caterer a written list and ask:
- which requests they can safely accommodate;
- how special meals will be prepared and labelled;
- who will identify the right guest at service time; and
- whether cross-contact can be avoided in their kitchen and at the venue.
Never assume a dish is allergen-free because the ingredient is not obvious. If a guest has a serious allergy, discuss it directly and clearly.
Who provides staff and service equipment?
Confirm the number and roles of people attending. Will there be cooks, servers, a supervisor and cleanup staff? Ask what they will wear and when they arrive.
Then work through the physical items:
| Item | Question to settle |
|---|---|
| Serving equipment | Who supplies chafing dishes, trays, utensils and fuel? |
| Guest items | Are plates, cutlery, glasses and napkins included? |
| Furniture and linen | Does the venue, caterer or rental provider supply them? |
| Setup | Who arranges the buffet or place settings, and by what time? |
| Cleanup | Who clears tables, packs leftovers and removes waste? |
This prevents the caterer and venue each assuming the other person is responsible.
What does the venue need to provide?
Some venues have a full kitchen. Others offer only a preparation corner. Ask the caterer what they need for water, electricity, gas, refrigeration, storage, access and vehicle parking.
If the event is outdoors, discuss shade, rain, dust, lighting and food-safe holding temperatures. Arrange a venue visit with the caterer for a large or complicated setup.
What is the event-day timeline?
Confirm preparation, delivery, setup, guest service and collection times. The meal time in your programme should match what the kitchen team can realistically deliver.
Give the caterer the name of the event-day coordinator. Decide who is allowed to approve extra meals or other paid changes. That avoids a relative making an expensive request that nobody records.
What are the deposit and cancellation terms?
Before paying, ask for the deposit amount, balance date, accepted payment method and a receipt. Read what happens if:
- the guest count changes;
- the event moves to another venue or date;
- an ingredient becomes unavailable;
- you cancel the booking; or
- the caterer cannot deliver the service.
If a VAT-registered business charges VAT, the Ghana Revenue Authority advises the public to insist on the appropriate invoice. Its VAT guidance explains invoice responsibilities. Ask the caterer which receipt or invoice applies to the transaction rather than making assumptions.
Final check before you pay
Make sure the written document shows the date, venue, guest number, menu, service style, staffing, equipment, transport, setup, cleanup, payment schedule and cancellation terms. Attach the final menu if it sits in a separate document.
A clear agreement does not remove every event-day surprise, but it gives everyone the same plan to follow.
Frequently asked questions
When should the final guest count be given?
Ask the caterer for their deadline before booking. It depends on the menu, purchasing and preparation schedule. Put the agreed date in your planning calendar.
Should we keep leftover food?
Discuss this before the event. Ask what can be stored safely, who supplies containers and when food should be refrigerated. Follow the caterer's food-safety advice for the specific dishes.
Who should approve extra catering costs on the day?
Name one person in advance. The caterer should know whose approval is valid and how the additional cost will be recorded.