Choosing your wedding caterer is one of the biggest decisions you'll make during wedding planning. After all, your guests might not remember every little detail of your day, but they'll definitely remember whether the food was amazing! Whether you're planning an intimate barn wedding in the Kent countryside or a grand celebration at one of our historic venues, asking the right questions upfront can save you stress, money, and disappointment down the line.
We've put together 10 essential questions to ask your wedding caterer before you sign on the dotted line. These will help you find the perfect match for your Kent wedding and ensure your big day runs smoothly from canapés to cutting the cake.
1. Do You Have Our Wedding Date Available?
Let's start with the obvious one! Before you fall in love with a caterer's menu or presentation style, you need to confirm they're actually available on your wedding date. Kent's wedding season (typically April through September) books up quickly, so this should be your very first question. If they're available, brilliant – you can move forward. If not, save yourself the heartache and keep searching.
Top tip: If you're planning a peak-season Saturday wedding at a popular Kent venue like Leeds Castle or Knowlton Court, reach out to caterers at least 12-18 months in advance.
2. How Many Weddings of Our Size Have You Catered?
Experience matters, especially when it comes to timing and logistics. A caterer who regularly handles 150-guest weddings will be much more confident managing your big day than someone who typically caters intimate dinners for 20.
Ask specifically about weddings similar to yours in size and style. Planning a rustic outdoor reception in a Kent orchard? You'll want a caterer who's comfortable working in field settings rather than just indoor ballrooms. If you're hosting 200 guests at a converted barn in Ashford, find someone who's handled that scale before.
3. Have You Worked at Our Venue Before?
This is a massive one for Kent couples! Our county is blessed with incredible wedding venues, from stunning country estates to quirky converted warehouses, but each comes with its own quirks and restrictions. A caterer who's worked at your chosen venue before will already know:
- Where the kitchen facilities are (or aren't!)
- Access points for deliveries and setup
- Power supply limitations
- Venue rules about open flames, BBQs, or food waste
- The best spots for food stations or buffet tables
If they haven't catered at your venue before, ask how they plan to familiarise themselves with the space and what their contingency plans are for potential challenges.
4. Are You Licensed and Fully Insured?
This isn't the most glamorous question, but it's absolutely crucial. Your caterer should have:
- Public liability insurance – This protects you if something goes wrong (like a guest getting food poisoning or a staff member having an accident)
- Proper food hygiene certification – All UK catering businesses must be registered with their local authority and maintain high standards
- Alcohol licensing (if they're providing bar services) – Many Kent venues require caterers to have their own license
Don't be shy about asking to see proof of these. Any reputable Kent caterer will happily provide documentation.
5. What's Included in Your Pricing, and Are There Hidden Costs?
Wedding catering quotes can be confusing, so ask for a fully itemised proposal. Understanding exactly what you're paying for helps you compare caterers accurately and avoid nasty surprises later.
Your quote should clearly break down:
- Cost per head for each course
- Staff charges (how many servers, chefs, bartenders?)
- Equipment hire (glassware, cutlery, serving dishes, chafing dishes)
- Setup and breakdown fees
- Travel costs (especially relevant if they're coming from outside Kent)
- VAT
- Service charges or gratuities
Also ask about potential additional costs. Will you be charged extra if your guest count increases by 10? What happens if you need to extend service by an hour? Is cake cutting included, or is there a fee?
6. Do You Offer Tastings?
Never, and we mean never, book a caterer without tasting their food first! Most professional wedding caterers offer tasting sessions where you can sample potential menu items. This is your chance to:
- Check the quality and presentation of the food
- Discuss flavour preferences and adjustments
- See portion sizes
- Test out different menu combinations
Ask whether the tasting is complimentary or if there's a fee (which is often deducted from your final bill if you book). For Kent couples, try to taste seasonal dishes that feature local produce – think Kentish asparagus in spring, Romney Marsh lamb, or apples from our county's famous orchards.
7. Can You Accommodate Dietary Requirements and Special Requests?
Modern weddings require flexibility. You'll likely have guests who are vegetarian, vegan, gluten-free, dairy-free, or have specific allergies. Some may follow religious dietary laws.
A good caterer should confidently handle these requests without making alternatives feel like an afterthought. Ask:
- How they manage dietary requirements (do they need advance notice?)
- Whether special dietary meals cost extra
- How they prevent cross-contamination for serious allergies
- If they can provide specific cultural or religious cuisine
If you're hoping to showcase Kent's incredible local produce – perhaps serving locally caught fish from Whitstable or cheese from Kent-based producers – ask if they're willing to source specific items or work with particular suppliers.
8. Can We Customise the Menu?
Some caterers work strictly from preset menus, whilst others are happy to create bespoke options tailored to your tastes. If you've got your heart set on your grandmother's famous recipe or want to incorporate foods that tell your love story, you'll need a flexible caterer.
Ask about their approach to customisation:
- Can you mix and match items from different set menus?
- Will they create entirely new dishes for you?
- Can they accommodate theme-specific food (like a Mediterranean-inspired menu or traditional British comfort food)?
- Are there additional charges for custom requests?
For couples planning autumn weddings in Kent, you might want to incorporate seasonal favourites like game from local estates or cobnuts, which are practically synonymous with our county!
9. What Are Your Setup, Service, and Cleanup Requirements?
Logistics might not be exciting, but getting them wrong can derail your timeline. You need to understand:
Setup: How much time do they need before your guests arrive? Do they require access the night before for large weddings? What kitchen facilities do they need – full catering kitchen, basic facilities, or can they work from a field kitchen?
Staffing: How many servers will be provided for your guest count? What's the server-to-guest ratio? Will there be a dedicated event coordinator on the day?
Timing: How long does service typically take? Can they accommodate your preferred schedule if you want an earlier or later meal?
Cleanup: What do they handle, and what's left for the venue? Some caterers do a full cleanup including tables and bins, whilst others only manage food-related items.
Many Kent venues, particularly barns and country estates, have limited kitchen facilities, so if your caterer needs specific equipment or power supplies, you'll need to arrange this in advance.
10. Can You Provide References from Previous Clients?
Finally, ask to speak with couples they've recently catered for. Real testimonials give you honest insight into:
- Food quality and presentation
- Professionalism and communication
- How they handle unexpected issues
- Whether they delivered what they promised
- Value for money
Look for reviews that specifically mention Kent weddings or venues similar to yours. You can also check their social media pages and Google reviews to get a broader picture of their reputation.
Final Thoughts: Supporting Local Kent Suppliers
As you're interviewing caterers, we'd encourage you to consider the benefits of booking a locally based Kent wedding caterer. Not only are you supporting local businesses, but local caterers often have established relationships with our county's best venues, understand seasonal Kent produce, and can recommend other fantastic local suppliers.
When you book local, you're also reducing travel costs and your wedding's carbon footprint – something many modern couples care deeply about.
Take your time with this decision, trust your instincts, and don't be afraid to ask as many questions as you need. The right caterer will be patient, transparent, and genuinely excited to be part of your special day. Once you've found them, you can relax knowing your guests will be talking about your incredible Kent wedding feast for years to come!
Looking for more Kent wedding planning advice? Check out the Kent Wedding Directory for local suppliers, real weddings, and inspiration to help you create your perfect day.