Key Questions to Ask Your Philadelphia Wedding Caterer for a Flawless Reception
Your Philadelphia wedding caterer plays a major role in shaping the overall experience of your reception. From the food and drinks to the table settings, service, and ambiance, they are the foundation to your event. They help bring your vision to life, not just on the plate, but in the atmosphere of your celebration.
Once you’ve scheduled your tasting, it’s time to dig deeper. Asking the right questions now can help you avoid surprises later and ensure your caterer is the perfect fit for your style, budget, and guest experience.
Photo credit: Perfect Setting Catering/Philip Gabriel Photography
Expert Catering Advice from Perfect Setting Catering
We reached out to Perfect Setting Catering, a premier custom wedding caterer with over 20 years of experience, to learn what couples should ask before hiring a Philadelphia wedding caterer for their reception. Their biggest tip?
Come prepared. While food is a major part of the experience, a full-service caterer handles much more than just the menu. From rentals to staffing to the flow of the evening, the right caterer should be equipped to manage every detail of your dining experience.
If you’re wondering what to ask, don’t worry. We’ve got you covered with the 9 most important questions to guide your search.
1. What Is the Staff-to-Guest Ratio?
Why This Matters:
Your guests should feel cared for from the moment they arrive. A well-staffed event ensures that everyone is served efficiently—cocktail-hour hors d’oeuvres make it into every hand, and dinner service feels seamless. One of the most common (and preventable) complaints is when guests feel overlooked or underfed. Make sure your caterer has the staffing to match your guest count and service style.
2. What Do Your Packages Include?
Why This Matters:
Not all catering packages are created equal. Some may include rentals like china, glassware, or linens, while others might only cover food and staffing. Understanding what’s included can help you accurately compare proposals and avoid unexpected costs.
Also, take a closer look at per-person pricing. A $75–$85 per guest estimate may sound high at first glance, but it could include valuable overhead, staffing, and services that would otherwise be billed separately. Ask for a breakdown so you can see exactly what you’re paying for and where you might save.
3. Given My Budget and Guest Count, What Are Your Suggestions?
Why This Matters:
Caterers are not just vendors—they’re event experts with a wealth of experience. Chances are, your caterer has worked events with similar guest counts and budgets and can offer insight you may not have considered.
Share your vision and let them suggest menu styles, presentation options, and service formats that fit your price point. A seasoned caterer can recommend creative, cost-effective solutions that still feel elevated. Once they understand your budget, they’ll work with you to set realistic expectations and may even suggest ways to stretch your dollar without compromising quality.
4. What Rental Equipment Does Your Package Include? Do You Own Any Equipment?
Why This Matters:
Knowing what’s included in your catering package—and whether your caterer owns or rents equipment—can significantly impact your overall costs.
For example, if your venue doesn’t have an oven, the caterer will need to bring one. If they own the oven, it may be included or offered at a lower cost than renting it from a third party. The same goes for items like chairs, tables, china, and glassware.
Caterers who own key equipment can often help fill in gaps left by the venue, saving you time, coordination, and rental fees. Be sure to ask upfront what they provide and what you’ll need to source elsewhere.
5. Do You Provide Licensed Bartenders?
Why This Matters:
Guest safety and legal compliance should be top priorities when serving alcohol at your event. Many venues require that your caterer provide licensed bartenders who carry liquor liability insurance—and for good reason.
Licensed bartenders are trained to recognize when someone has had too much, can answer questions about alcohol service, and work seamlessly with the catering team. According to Perfect Setting Catering, having licensed and insured bartenders offers peace of mind and professionalism that’s critical to guest experience.
Important Note for Pennsylvania Weddings:
Under Pennsylvania law, the couple (or host) must provide the alcohol, but it must be served by a licensed and insured bartender. Failing to follow this law can create serious liability issues. In the event of an alcohol-related incident, multiple parties— including the venue, caterer, bartender, and even the couple—could be held responsible.
What Will the Service Staff Be Wearing?
Why This Matters:
The appearance of your catering team plays a key role in maintaining the tone and elegance of your event. If you’re planning a formal or black-tie wedding, the last thing you want is staff showing up in jeans or casual attire.
Discuss dress code expectations in advance, and make sure your caterer agrees to it in writing. Uniformed, well-groomed staff will complement your event’s aesthetic and reflect the level of professionalism you’re paying for. In a market where everyone from gourmet chefs to corner delis advertises catering services, it’s important to ensure the team you hire aligns with your vision.
7. How Many Events Do You Book in One Day?
Why This Matters:
You want your caterer’s full attention. Ask how many events they typically book on the same day—and whether your event will have a dedicated team.
An overbooked caterer may stretch staff and resources too thin, affecting everything from food quality to service timing. You deserve a team that arrives focused, fully prepared, and committed to making your event their priority—not racing between multiple weddings.
8. How Long Will Setup and Breakdown Take?
Why This Matters:
Vendor timelines need to align. If your caterer needs five hours to set up and your venue only allows four, you’ll run into unexpected fees or stress.
Make sure all vendors are on the same page regarding arrival times, setup duration, event length, and breakdown logistics.
A professional caterer should arrive early, well before guests, with everything ready to go by the time your first guest walks through the door. According to Perfect Setting Catering, a caterer who builds in a buffer and takes pride in being ready early is a true sign of professionalism.
9. Where Do I Sign?
Why This Matters:
Signing a contract is a big commitment—so don’t rush it. Be sure your tasting appointment allows enough time to review the proposed contract in a relaxed setting. The right caterer will never pressure you to sign on the spot.
You deserve to work with someone who makes you feel comfortable, communicates clearly, and earns your trust. It’s perfectly acceptable to take the contract home, review it thoroughly, and make your decision once you’re confident. If you ever feel rushed or uncomfortable, that may be a sign to explore other options.
Final Thoughts: Come Prepared and Stay Informed
Bringing a list of thoughtful questions to your tasting can help you stay focused, avoid unnecessary sales pitches, and get straight to the details that matter. It also shows your caterer that you’re organized, realistic, and serious about creating a successful event.
While Your Philadelphia wedding caterer, like any business, have operating costs that may limit flexibility, there may beroom for compromise. Open communication and a well-prepared approach can lead to creative solutions that work within your budget without sacrificing the quality or experience you’re dreaming of.
