Questions to Ask a Wedding Caterer in Ontario

By VowNook·October 20, 2026· 5 min read

A good caterer makes the difference between a meal your guests remember fondly and one they forget by dessert. But choosing one involves more than picking your favourite appetizer at a tasting. You need to ask the right questions upfront—about pricing structure, how they handle dietary restrictions, who's actually working your event, and what costs are hiding in the fine print. Here's what to clarify before you sign.

What's included in your per-head price?

This is the foundation of every conversation. When a caterer quotes you $65 per person, that number can mean very different things depending on the business.

Ask explicitly: Does the per-head cost include service staff, rentals (plates, glassware, cutlery), bar setup, tables, linens, or just food?
Clarify labour costs: Is gratuity included or added on top? (In Ontario, most catering contracts add 18–20% gratuity separately.)
Understand minimum orders: Many caterers have a minimum guest count (often 50–75 people). What happens if you're under?
Check the timeline: Does setup and breakdown time cost extra? How long will they stay?

The difference between "food only" at $55 and "full-service" at $75 is huge. Pin this down in writing.

Can you do a tasting, and what does it cost?

A tasting is non-negotiable. This is where you actually taste the food and judge portion sizes, plating, and whether the caterer understands your vision.

Ask about tasting fees: Many Ontario caterers offer complimentary tastings for serious couples; others charge $25–$50 per person. Some waive the fee if you book.
How many people can attend? Typically 2–4. Confirm upfront if your partner's parent wants to come too.
What's on the menu? Request 4–6 dishes that are on your proposed reception menu, not just "signature" items. You want to taste what your guests will actually eat.
When can you schedule? If they only have opening slots in the next two weeks and you're getting married in eight months, that's fine—but you'll want to confirm you can rebook closer to the date if your menu changes.
What about dietary samples? If you have vegetarian, vegan, or gluten-free options, taste those too.

How do you handle dietary restrictions and allergies?

This matters more than ever. Before you hire, understand their process and limits.

Ask for their policy in writing: How do they track allergens? Who's responsible for labelling? Do they have a separate prep area for allergen-free food?
What restrictions do they accommodate? Most caterers handle vegetarian, vegan, and common allergies. Some have experience with halal, kosher, or specific religious observances; others don't.
How do guests communicate needs? Ask for their RSVP form template. It should have clear allergen and dietary checkboxes so guests can flag concerns early.
What's the surcharge, if any? Some caterers charge $3–$8 more per person for significant dietary customization.

Who will actually be working your wedding?

This is a question many couples forget to ask, and it matters.

Is the owner/chef cooking? Or is it a sous-chef or another kitchen team? There's nothing wrong with delegation, but you should know who's preparing your food.
How many servers will you have? A common ratio is one server per 10–15 guests for plated service, one per 8–10 for buffet. Confirm the number and whether they're trained.
Are they the same people who did your tasting? Not always, and that's okay—but consistency in training is important.
What do they wear? Black tie, business casual, branded polo? Make sure the dress code fits your vibe.
Will they stay the full event? Confirm setup, service, and breakdown times are covered and aren't ending early.

What fees are not in the per-head quote?

Read contracts carefully for surprise costs.

Rental fees: Some caterers own their rentals; others outsource. If you're providing your own plates and glassware, confirm the caterer is comfortable with that.
Bar service and liquor: Do they pour, or do guests self-serve? If BYOB, is there a corkage fee ($1–$3 per bottle in Ontario)?
Cake cutting: Some venues/caterers charge $2–$4 per slice if the cake isn't made in-house.
Setup/breakdown fees: Usually bundled in, but confirm.
Travel or distance fees: If your venue is outside the Greater Toronto Area, some caterers charge a travel surcharge or fuel fee.
Overtime: What happens if your reception runs two hours longer than planned? Is there an hourly rate?

General questions to solidify your choice

Before you commit, use the planning workspace to organize your vendor notes and timelines.

When do you need the final headcount and menu locked in? Typical window: 2–4 weeks before the wedding.
Can you see your contract in advance, not just at signing?
What's your cancellation policy? (Typical: full refund if cancelled 60+ days out; partial if 30–60 days; none within 30 days.)
Do you have liability insurance? They should.
References: Ask for two or three couples married in the last 12 months at venues similar to yours.

Asking these questions now—not on your wedding day—sets you up for a stress-free meal and one fewer thing to worry about. The right caterer will answer clearly, in writing, and without defensiveness. That's the caterer to book.