Top Questions to Ask Your Caterer Before Booking an Event in Rochester, NY

Choosing the right caterer is one of the most important decisions you’ll make for your wedding, corporate gathering, or private celebration. Food sets the tone for your event and plays a major role in how guests remember the experience. But with so many options for catering in Rochester, NY, how do you know which company is right for you?

The best way to find out is by asking the right questions during your consultation. At Chef’s Catering, we encourage couples, families, and businesses to dig deep—because transparency leads to better events. Here are the top questions you should ask before signing a catering contract in Rochester.

1. What Types of Events Do You Cater?

Not all caterers handle every type of event equally. Some may excel at weddings but lack experience with corporate meetings; others might specialize in casual drop-off catering rather than full-service celebrations. Confirm that the caterer has experience with your specific type of event and ask for examples or references.

Chef’s Catering offers dedicated services for weddings, corporate events, and private parties, so we’re prepared for any format or scale.

2. Can You Customize Menus?

Every event is unique, and your menu should reflect your vision and your guests’ preferences. Ask if the caterer provides customizable menus or if you’re limited to preset options. Clarify whether they can accommodate dietary needs like vegetarian, vegan, or gluten-free dishes.

Our menus at Chef’s Catering are fully customizable, from plated dinners and buffets to hors d’oeuvres and bar packages. We’ll work with you to create a menu that feels personal and crowd-pleasing.

3. What Service Styles Do You Offer?

Different events call for different service approaches. Plated dinners, buffets, and family-style meals each create a different atmosphere and require varying levels of staffing and coordination. Make sure your caterer offers multiple styles and can advise which best fits your event.

Chef’s Catering provides all three service types and helps clients decide based on event flow, formality, and budget. Learn more in our article on service styles.

4. How Do You Handle Tastings?

A tasting allows you to sample menu items, evaluate presentation, and confirm portion sizes. It’s also your chance to discuss any adjustments before finalizing your menu. Ask if tastings are included in the booking process and whether there’s an additional cost.

We provide private tastings to couples and hosts who want confidence in their menu selections, ensuring everything meets expectations on the big day.

5. What’s Included in Full-Service Catering?

Not every caterer provides the same level of service. Some may deliver food only, while others handle setup, staffing, and cleanup. Clarify what “full-service” includes and whether rentals like tables, linens, and barware are available through the caterer or need to be sourced separately.

Chef’s Catering offers both drop-off catering and full-service options, giving you flexibility for everything from casual lunches to formal weddings.

6. How Do You Price Your Services?

Budget transparency is critical. Ask for detailed pricing that breaks down food, labor, rentals, and service fees. Understanding these elements upfront helps you compare caterers and avoid unexpected costs later.

We provide clear proposals so you know exactly what’s included, from menu pricing to staffing and optional add-ons like bar packages.

7. Do You Have Experience With My Venue?

Familiarity with your venue can make a big difference in logistics and execution. Ask if the caterer has worked at your chosen location before and whether they can visit the site in advance if needed. Understanding the layout, kitchen facilities, and restrictions helps avoid surprises on event day.

Chef’s Catering frequently works with venues throughout Rochester and can coordinate directly with your location to ensure smooth service.

8. How Do You Manage Dietary Restrictions and Allergies?

With larger guest lists, dietary needs are inevitable. Confirm how your caterer handles these requests, both in menu planning and on the day of the event. Proper labeling and separate preparation areas are key to guest safety and satisfaction.

Our team routinely accommodates vegetarian, vegan, gluten-free, and allergy-specific requests, ensuring every guest enjoys the meal without worry.

9. What Is Your Staffing Ratio?

The number of servers impacts service speed and guest experience. Ask about staffing ratios for your event size and style—plated dinners require more staff than buffets, for example. Knowing this in advance helps you gauge the level of service you can expect.

We provide staffing tailored to your guest count and chosen service style, ensuring smooth, attentive service throughout your event.

10. What Happens If Guest Count Changes?

Guest counts often fluctuate as RSVPs come in. Ask how close to the event you can adjust your numbers and what policies are in place for last-minute changes. Flexibility can save you from unnecessary stress and unexpected costs.

Chef’s Catering works with clients to accommodate changes whenever possible, providing updated proposals as final numbers are confirmed.

Plan With Confidence

Asking these questions ensures you find a caterer who aligns with your vision, budget, and service expectations. By covering menu customization, service styles, staffing, and logistics, you’ll avoid surprises and set your event up for success.

Contact Chef’s Catering today or call (585) 752-2149 to schedule a consultation and learn why we’re one of the top choices for catering in Rochester, NY. Explore our menus to start envisioning the perfect menu for your wedding, corporate event, or celebration.