How to Choose the Right Caterer for Your Event | Handleforme

When it comes to catering your event, you don't want to skimp on quality or service. You want to make sure that everything tastes good, is served at the right temperature, and arrives in time for your guests. But how do you know which caterers are best for your event? It's important to consider several factors before making your final decision. Here are some tips for choosing the right caterer:

Choose the venue and set the theme

This one is a bit obvious, but it's also very important. You need to know that your venue and the catering company will mesh well together.

The location of your party should match the theme of your event. For example, if you're having a wedding reception outdoors in the summertime, then choose a venue that has an outdoor area for guests to move around in comfortably and enjoy themselves (like maybe in someone's private backyard). On the other hand, if it's wintertime and all anyone wants to do is stay indoors by their fireplace with hot cocoa while they watch reruns of Friends episodes on Netflix... well, then maybe reconsider!

Likewise, think about how many people will be attending this event so that you can figure out how much space is needed by both the caterer's staff and what sort of equipment they'll bring along with them (like tables/chairs/linens). This way, there won't be any confusion later on when things go wrong because everyone was expecting something else entirely (ie: "I thought we were supposed to be eating outside!").


Consider space and mobility limitations

Your event space and the mobility limitations of your guests should be a consideration in choosing your caterer. The size of the venue will determine what kind of equipment can be used and how many people can be in attendance at once. For example, if you have a large outdoor space but only 40 people are coming to your party, it may not make sense to have an enormous tent with tables set up on one side while almost everyone else stands around awkwardly on the other side. Instead, consider using smaller plates and cups so that more people can sit down at once without crowding each other out (and maybe even leaving some room for dancing).

A caterer's ability to work with space limitations will also affect how their services may affect mobility issues at an event—like if they need access to certain areas all day long because they'll be preparing food there or storing supplies there. If this is something that concerns you as well, make sure that any questions about mobility are answered before signing anything!

Finally, think about whether or not there's anything unique about this particular place where you're planning on having your event—whether it's wheelchair accessible or has stairs leading up into its entranceway (which could make things awkward for guests who aren't able-bodied). A professional company should have experience working with these types of situations before; if not, then ask them how they plan on handling them beforehand, so nothing comes as too much surprise later down.

Know how much help you'll need

You'll want to know how much help you'll need. You should also consider your own time commitments, cooking skills, and food preferences.

For example: If your event is largely attended by families with kids who will be out of their seats for most of the evening (say a prom), then it makes sense for the caterer to have staff on hand who can serve meals directly to tables rather than having waitstaff run food out from the kitchen. On the other hand, if your event is a more formal sit-down affair (like an awards ceremony) where guests are expected to stay seated at their tables throughout dinner service, then it would make sense for waitstaff to do all of their serving from behind those tables instead of bringing food out from multiple stations throughout the evening.

Your audience—are they expecting high-quality cuisine? Or are they more concerned with convenience than quality?

The venue—is it large enough that groups will move around often or small enough that people will remain seated at their tables? Are there any unusual limitations on space or equipment that will affect how much food needs to be prepared per person?

Consider the type of event and the cuisine preferences of your guests

The type of event you are hosting, and its location should be taken into consideration when choosing a caterer.

For example, if you are hosting an outdoor family reunion in your backyard, then it doesn't make sense to hire a caterer who specializes in fine dining cuisine! On the other hand, if you are planning a business luncheon at a five-star restaurant with high expectations for quality food and service, then it also doesn't make sense to hire a caterer who specializes in BBQ or casual comfort food. You want your guests to enjoy their meal while enjoying themselves at your event!

Also, consider whether or not any special diets, such as vegetarianism, will need to be accommodated. For example: If I am having people over for dinner and want them all to eat together (which makes sense), then I'll need something that everyone can eat together without feeling left out because they aren't eating meat—and if there's not enough room on my table (or countertop) for two different meals simultaneously...


Consider the size of your event, as well as your budget

When choosing the right caterer for your event, consider not just how well their food tastes but also how much they will cost.

Think about how many guests you’ll have and what kind of budget you want to spend on food. If the size of your event is large enough that it would take multiple caterers, consider hiring one that can handle a larger number of people and has more experience with larger events.

Discuss menus and pricing options with the caterer to fit your budget

It's important to discuss menu and pricing options with the caterer since they can vary greatly from one company to another. Some may have a standard catering package that includes everything for a set price, while others may offer custom packages based on your needs. There are even some companies that specialize in serving only one type of cuisine at events (e.g., Italian or Greek).

If you decide that you're going to go with this latter option, make sure to ask about the caterer's experience with your type of event! This will help ensure that your guests get exactly what they want—and nothing less or more than what they deserve! Be sure not just ask them how many times they've done something before; rather, try asking them how long their staff has been working together as well as what their overall goal is when preparing food for large groups like yours: Do they want everyone satisfied? How do THEY define success when working these kinds of parties?

Inquire about special dietary accommodations and options for vegetarians or allergies

It's important to ask about special dietary accommodations and options for vegetarians or allergies. The caterer should be able to accommodate you if you have a food allergy, but if you're vegetarian or have other dietary requirements, that may not be the case. Some caterers will offer more specialty foods than others; for example, a vegan restaurant might be able to cater your wedding better than one offering traditional dishes. If there are certain foods your guests can't eat—if they're vegetarians or have nut allergies or celiac disease—you'll want to make sure they won't miss out on key ingredients in their meal plans.

Discuss the caterer's experience and capabilities for handling large events or difficult logistics

The first thing to ask a caterer is how many events they've done before and what their experience has been. You want to know that they can handle whatever size event you're planning.

This will help you gauge whether or not they are the right fit for the type of event you're hosting, as well as whether or not they have enough staff experience on their team. Most importantly, it helps you determine if their rates are appropriate for your budget! If a caterer says that he can handle your wedding reception but hasn't ever worked at one before (or even attended one), then this could be cause for concern about his abilities in general—and possibly yours too!

Consider the caterer's availability and flexibility for any potential changes or last-minute requests

It’s important to make sure you can easily reach the caterer. You want to be able to get ahold of them when you need them and have any questions answered, so it should be relatively easy for you or your event planner (if you have one) to reach out via phone or email.

Additionally, when choosing a caterer, it's important that they are available when you need them—and not just during normal business hours. A lot of events happen on weekends or late at night when restaurants are closed, so it’s good if your caterer has an open schedule that allows for flexibility in this regard. If there are last-minute changes required for your event (such as last-minute guests), then having a flexible and willing caterer will help immensely with making sure things go smoothly!

Communicate clearly and openly with the caterer to ensure a smooth and successful event

  • Ask questions if you don't understand something
  • Don't be afraid to say “no” when necessary

Trust your instincts and choose a caterer that you feel confident and comfortable working with.

You should always trust your instincts when it comes to choosing a caterer. You will be able to sense if there is a good fit between you and the caterer based on the interactions and communications you have with him or her throughout the planning process.

  • Does this person listen to what you have to say?
  • Does this person understand your vision for your event?
  • Is this person responsive to questions that arise during communication?
  • There is a lot to consider when choosing a caterer, but we will help you to find one that works best for your event as handleforme!


When choosing a caterer, you should consider the following factors:

Cost. Every event has a budget, and it's important to choose a caterer that fits within that budget. You don't want to spend too much money or go broke on your wedding day (or any other special occasion), but you also don't want to skimp on food quality just because there wasn't much left in your bank account after paying for décor, entertainment and everything else.

Prior experience with your type of event. If this is going to be an outdoor celebration at a park with lots of children attending, then you'll probably want someone who has experience working with large groups of people outdoors—especially considering how unpredictable children can be!

Reputation among peers and clients alike: This will help ensure that the food tastes good, looks aesthetically pleasing and follows dietary requirements if applicable (e.g., vegan/vegetarian diets). It also ensures that their staff members are professional enough not only handle themselves well during service but handle customers as well when they may have questions about certain dishes offered during their mealtime experience(s).


After reading this article, we hope that you feel more confident in your decision. We know how hard it is to choose the right caterer for your event, but we are here to help! Our goal is to make sure that you have an amazing experience with us and leave us with nothing but great memories and stories of fun times spent with family friends.

Remember, if you have any questions, the team at are always happy to answer them! You can find out some catering options we are offering this link. For any customized request based on your needs, please get in touch with us for the details!

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