In short
- Ask your questions at three moments: first contact, after the quote, at the tasting.
- Answers about money, times, numbers and allergens should be put in writing.
- A vague answer to a simple question is already information.
- At the end you will find ten essential questions to copy.
Choosing a caterer means asking a lot of questions, and it is not always clear where to start. This checklist groups them by topic, with the answer you want to hear. Use it to compare two or three caterers by the same yardstick.
When to ask which questions
| Moment | What to ask | Aim |
|---|---|---|
| First contact | Availability, formats, what the price includes, areas covered | See whether it is worth going further |
| After the quote | Items included and excluded, staff, drinks, logistics | Make the quotes comparable |
| Tasting | Dishes, portions, allergens, food cooked on site | Check the quality |
| Before signing | Contract, payments, penalties, plan B | Avoid surprises |
At first contact, you provide the basic information: date, number of guests, area or venue, type of event, the format you have in mind. The more precise you are, the more useful the answers will be.
About the caterer itself
- How long have you worked in Rome, and in which areas? Is there a supplement for the province, for example the Castelli Romani or the coast?
- How many events do you handle on the same day?
- Is the business registered with the health authority? Do you apply an HACCP plan?
- Do you have public liability insurance? What does it cover?
- Who will be my contact before and during the event?
What to look for: clear answers and specific names. Your contact on the day of the event should be a person, not "the staff".
About the menu
- Is the menu tailor-made or chosen from set proposals?
- Which dishes are in season in the month of my event?
- Which dishes do you prepare on site (cucina espressa) and which arrive ready-made?
- How many courses or pieces per person do you plan?
- Do you have a children's menu? Up to what age?
- Do you plan a menu for the staff and the other suppliers?
What to look for: proposals tied to the Roman seasons, such as artichokes in spring or courgette flowers in summer, and quantities stated per person. If you need a reference, read the guide on food quantities per person at a buffet.
About allergies and diets
- Can you give me the matrix of the 14 allergens for my menu, as required by EU Regulation 1169/2011?
- How do you prepare dishes for coeliacs? Do you use separate spaces and utensils?
- Do you offer vegan, vegetarian, kosher or halal menus? With what guarantees?
- How are the dedicated dishes identified at the table?
What to look for: a concrete procedure, not a "no problem". For kosher and halal, ask who issues the certification. Find out more in the guide to special diets in catering.
About staff and service
- How many waiters, cooks and bartenders do you plan for my number of guests?
- From what time to what time are they there? Are set-up and take-down included?
- How much does an extra hour cost?
- Are the staff yours or from an agency?
- How are the staff dressed?
What to look for: numbers by role and precise times. To see whether the planned staffing is enough, look at the guide on how many waiters you need.
About drinks and the bar
- Which drinks are included? Water, wine, sparkling wine, coffee, amari?
- Which labels do you offer? Do you have wines from Lazio?
- Is there a limit on bottles, or is it by consumption?
- Do you offer an open bar? For how many hours?
- Can I bring my own wine? Is there a corkage fee?
About logistics and equipment
- Have you already worked at my venue? Will you do a site visit?
- Do you need a kitchen? How much power and water?
- What do you bring: linen, crockery, glasses, tables, chairs?
- How do you handle access, the ZTL (limited traffic zone) and loading and unloading, if the event is in the centre?
- Who takes the rubbish away?
For equipment, you will find a full list in the guide to hiring equipment for events.
About prices and the quote
- Is the price per person or a flat fee? Inclusive or exclusive of VAT?
- What is excluded from the quote?
- Are there supplements for transport, distance or public holidays?
- How long is the price valid?
- How does the price change if the number of guests goes up or down?
What to look for: a quote with separate items. "All inclusive" is fine only if it says what "all" is. The guide on how to read a catering quote helps you compare them.
About the contract and payments
- How much deposit do you ask for? Is it an acconto (a part payment) or a caparra (a deposit with specific legal rules if either side withdraws)?
- What penalties apply in case of cancellation?
- By when must the final number of guests be confirmed?
- When is the balance due?
- Is the bad-weather plan B written into the contract?
Remember: for catering with a fixed date, the Italian Consumer Code (art. 59) excludes the 14-day right of withdrawal. The rules are those of the contract. Read what to check in a catering contract.
Signs that should make you think
- There is no written quote, only a figure given over the phone.
- The price is much lower than the others, with no explanation.
- The answers on allergens or HACCP are vague.
- They do not want to do a site visit at a venue they do not know.
- They ask for the full balance long before the event.
- You speak to a different person every time you call.
None of these signs is a verdict. But each one deserves another question.
How to write the first message
The first message makes the difference between a generic reply and a useful quote. In a few lines, include:
- type of event and the format you have in mind (for example aperitivo and served dinner);
- date, with an alternative if you have one;
- number of guests, even as a range;
- venue or area: an address in Prati does not pose the same problems as a farmhouse on the Via Tiberina;
- dietary needs already known;
- indicative budget, if you are comfortable sharing it.
Finish with three or four questions from the list below. The rest you will ask after reading the quote.
Questions to ask the caterer
The ten essential questions, to copy into an email:
- Are you available for my date and my number of guests?
- What exactly does the price per person include? Is VAT included?
- How many staff do you plan, in what roles and until what time?
- Which drinks are included and what do extras cost?
- Can you give me the allergen matrix and a menu for special diets?
- Do you know my venue? Can you do a site visit?
- What do you bring for the table and the service, and what do I need to hire?
- How much deposit do you ask for, and is it an acconto or a caparra?
- What penalties do you apply if I cancel, and from when?
- By when must I give you the final number of guests?
To conclude
Send the same questions to every caterer you are considering and put the answers in a table. In a few lines you will see who is clearer and who includes more. If you need an overview, start with the guide on how to choose a caterer.
You will find caterers to contact in the full list of caterers in Rome. When you are ready, request a quote: you can paste these questions into the message.
