At Hey Pesto Catering, we know that Good food can help make a good event a great event.  Get it wrong and it’s the one thing people remember for all the wrong reasons.  Whether you’re planning a wedding, a birthday, or a corporate event, choosing the right caterer takes more than a quick browse through a sample menu.  You’ll want to know exactly what’s included, how they handle things on the day, and whether they’ve done this kind of event before.  A few straightforward up-front questions can help avoid unnecessary stress later on and will make sure your event runs smoothly from start to finish.

We specialise in event catering across Cheltenham and Gloucestershire, and we’re often asked what people should look for before making a booking. To help, we’ve put together a simple checklist of questions to ask any caterer, including us! Before confirming your event.

1. Are You Available on My Date and What’s the Booking Process?

Before anything else, check if your date is free. Good caterers tend to book up quickly, especially during peak seasons. If they’re available, ask what the booking process looks like. Do they take a deposit? When are final numbers due? Is there a cut-off for menu changes? Getting clear on the timeline early helps you plan around it and avoids last-minute pressure. It’s also worth asking how far in advance they’ll need access to the venue and whether they handle any site visits beforehand.

2. What’s Included in Your Quote?

Quotes can look similar on the surface, but it’s the details that matter. Some include everything from VAT, staff, travel and equipment hire, while others leave those bits out and sometimes add them as extras. If it’s not clear, ask. You’ll also want to know how flexible the quote is if your numbers change. The aim here is to avoid last-minute costs or confusion. A good caterer will be happy to walk you through it and make sure there are no surprises on the day.

3. Can You Cater for Dietary Requirements and Allergies?

Every event has a few guests with dietary needs, so it’s worth checking how your caterer handles them. Can they offer proper alternatives, or is it just a side salad and some fruit? After all, you want to make sure everyone feels looked after. If someone has a serious allergy, you’ll want to know what steps are taken to avoid cross-contamination and a professional caterer will always treat this a high priority and not simply an afterthought.

4. Do You Have Sample Menus or Custom Options?

Sample menus are always a good starting point. They show you the kind of food the caterer does well and gives you a feel for the style. But every event’s different and it helps to know if there’s room to tweak things. Whether it’s a themed evening, picky guests, or just a favourite dish you’d love to include, flexibility makes a big difference. A caterer who’s open to ideas is more likely to get it right on the day.

5. What’s Your Food Service Style?

From formal plated meals to relaxed buffet tables, the way food is served sets the tone of an event in a big way. Some caterers specialise in only one style, while others offer a mix. It’s worth asking what they recommend for your type of event and, more importantly, whether they’ve done something similar before. Either way, if you’re planning more of a laid-back feel for your event, you’ll want to know they can deliver the right mood. The same goes for if it’s a formal setting. Matching the service style to the atmosphere is just as important as the menu itself.

6. What’s Your Experience with This Type of Event?

Not all events run the same way. A wedding has a very different flow from a corporate launch or a birthday party in a marquee. Ask if your caterer has handled similar events before. It’s not just about the food; you’ll want to know about timing, coordination, and how they work alongside other suppliers. Experience brings calm that can make all the difference when things get busy. A team that’s done it all before is one less thing to worry about.

7. Do You Handle Setup, Staffing, and Clear-Up?

Some caterers bring the food and leave the rest to you. Others handle the full setup, provide staff, and take care of clearing everything away. It’s important to know what’s included so you’re not scrambling for help on the day. If tables need laying or someone needs to serve drinks, check whether that’s part of the package. The more that’s covered, the less you’ll need to organise separately, which just makes everything much easier to manage.

8. Can You Provide Testimonials or References?

This one’s important. A good caterer won’t mind if you ask to see feedback from past clients. In fact, they’ll probably have it ready. Testimonials can give you a better sense of how they work. Not just how the food tasted, but how they handled the day, whether they were on time, and how they dealt with any last-minute changes. It’s a simple step that can offer real peace of mind, especially if you haven’t worked with them before.

Taking the time to ask these questions can save you a lot of unnecessary stress later on. It’s not about being fussy, it’s about making sure the caterer understands what you need and whether they can actually deliver it. The right team will have clear answers and should have no problem calmly talking you through the details. When that part’s sorted, you can focus on enjoying the event, knowing the food and service are in good hands.

Final Thoughts

Taking a few minutes to ask the right questions can save you a lot of stress later. At Hey Pesto Catering, we pride ourselves on clear communication, flexibility, and flawless delivery, no matter the size or style of your event.

If you’re planning a wedding, party, or corporate function in Cheltenham or Gloucestershire, get in touch. We’d love to help make your event unforgettable.