Food is without a doubt the lifeblood of any event. Food is necessary for every event, whether it has 200 or 25 guests. The quality of your menu will affect how satisfied and happy your guests are.

Therefore, if you are unsure of how to select a suitable caterer, consider some of these suggestions that will aid you in choosing the best caterers for your event. Even better, inquire about the birthday party location’s in-house catering options before deciding whether or not they are the best fit for your event. 

The Best Questions to Ask When Choosing a Caterer for Your Event

Wave The Grain's Cranberry Orange Scone - A zesty gluten-free scone with the tang of cranberries and oranges.

How many options are there on your menu?

This is a crucial question to ask because your guests will be looking for variety in your party menu. Although the traditional ones are still widely popular, kids and young people today feel the need to try something new and exotic when attending a party.

Therefore, request that your catering company create the newest birthday catering ideas and go over the kinds of international cuisines they might be able to prepare for you.

Could you transport it to the specific location?

Your preferred party location may lack an in-house catering service. If this is the case, you should request that your birthday party caterer relocates to your venue on the day of your party.

Additionally, if your birthday party is being held at a remote location, be sure to notify them in advance to avoid any mess-ups at the last minute. Do not be afraid to inquire about whether or not there will be any additional fees.

Does your list include a themed menu?

Vegan Chocolate Cupcakes - Indulge in delicious, dairy-free cupcakes from Wave The Grain.

Themed parties are everywhere. As a result, guests who are more adventurous and knowledgeable may also look for themes in your meals. If you’ve decided on them for your party, ask your catering company to create a themed menu that suits your event. 

For example, you might bake strawberry-flavored cupcakes, shakes, or custom cakes for your guests if your birthday girl’s party has a Barbie theme. The array of desserts in front of your daughter’s friends is sure to make them giddy.

Will you be able to work within my budget?

Catering has a plethora of options. As a result, you must have a clear conversation with your catering service about how much each appetizer or drink will cost. Or is there a food item you want that can be prepared with only a few ingredients? Simply take an inventory of your guests, and the birthday venues’ food expert will adjust the menu accordingly.

What services are available for guests who have certain food restrictions? 

Nowadays, the menu includes special food items for diabetics, gluten-free meals, or a simple vegan meal for some guests. Make sure your caterer is capable of managing all of this. You need to find out if he has any prior knowledge of these kinds of preparations.

For your event in the Denver metro area, Wave the Grain can be your go-to option if you’re looking for a caterer who can serve gluten-free food or a vegan-friendly menu for your guests.

Where are the meals made?

The caterers may choose to prepare food on-site in your or their kitchen, but most of the time, they offer a “drop-off catering” service that you can pick up from or have delivered to your home. Your caterer will show up with their food and add a few finishing touches to the spread-out food.

Can the menu be customized?

At first glance, all catering services appear to have a standard menu. However, you might also inquire with the caterer about tailoring the menu to your preferences. You may prefer to include specific drinks instead of the ones they are currently serving because you don’t like them. When there are young children or toddlers on your guest list, the food menu should be carefully prepared. The use of glassware should be avoided as it may be too dangerous to handle.

When is the best time to finalize the menu?

Planning ahead of time is the best course of action. As a result, it would be beneficial for both you and your catering service to arrange the menu a week before your event. It would aid in avoiding any last-minute crises and would allow you to make any last-minute changes if necessary.

What will you do with the leftovers? Do you have a cleaning crew?

After a party, there is almost always a ton of food left over. Be sure to inquire about how your caterer plans to handle these leftovers. Additionally, children make a lot of mess at birthday parties with food and games. Inquire about the caterer’s cleaning service and whether there are any additional fees.

Which rentals are part of the services you offer?

There’s a chance that your catering service’s all-inclusive meal menu excludes items like paper plates, cups, glassware, silverware, and napkins. Don’t forget to address this matter while you are discussing the party menu with the catering service. They will also let you know if they are charging you nominally or not and will keep you informed of the entire breakdown of your budget.

Do you have a list of past clients?

If the catering service is a surprise to you until the day of your party, that would be a complete disaster. In light of this, don’t forget to look into the company’s testimonials, years of experience, and any past clients who can provide you with detailed feedback on its services or any weaknesses they may have.

How many members of your staff will be working at my party?

While hiring a full catering service at your home or backyard, inquire about the number of workers who will serve and who will work in the kitchen. 

 You should also ensure that the staff is dressed appropriately for your event and in line with the overall theme.

How much time does it take your team to set up and tear down? 

Asking this question will allow you to estimate how long it will take the team to set up and pack up, enabling you to plan ahead of time. It’s also a good idea to be aware of this information so you can be a little better prepared if the caterer does charge for overtime.

Which payment methods do you accept?

You may need to pay in advance, so be sure to inquire with your caterer about their payment procedures so you can understand the due dates.

Is the service charge covered by the cost?

Since the tip is frequently subtracted at the end and increases the total payment, it is preferable to go over every detail upfront to prevent confusion later.


Pay close attention to the food you’ll be serving if you want to host a successful party. Make sure to conduct your research and ask the aforementioned questions before deciding on a caterer so that they can make your event a huge success!

Are you looking for the right caterer in the Denver metro area? You have come to the right place! Wave the Grain offers catering services for all kinds of events. We pride ourselves in offering a special menu for guests with food restrictions, such as gluten sensitivity, and those who are on a vegan or keto diet. Message Wave the Grain today for your inquiries!