How to Choose a Caterer in the Philippines: Questions to Ask

Food is what guests remember, and it’s usually the largest line in the budget. It’s also the line where two quotes look alike and aren’t. Here’s how to choose a caterer by comparing quotes fairly, line by line.

The guide covers what to decide first, the questions to ask every caterer, the extras to expect, and what to get in writing before you pay.

Decide three things first

Caterers can only quote what you tell them. Before you ask anyone for a price, settle:

1. Your guest count. Catering scales with every head, so this shapes the quote more than anything else. If it’s still a range, say so.
2. The format. A buffet, plated courses, food stations or a mix. Each needs different staff, equipment and space.
3. The date, the place and the hours. When the food is served, where, and how long the caterer will be there.

Give every caterer the same three answers. Then you’re comparing quotes for the same job.

Ask what the price includes

A price per head is a starting point, not a total. Ask what sits inside it and what doesn’t:

• Service staff: how many, and for how many hours.
• Equipment: plates, cutlery, glasses, chafing dishes, linens, tables, chairs.
• Setup and teardown: whether they count inside the hours.
• Menu changes: how many dishes, and whether you can swap them.
• Cake, desserts and drinks: included, or from someone else.

Questions to ask every caterer

Three questions are worth asking every supplier, and they work for caterers too:

1. What is the total price, with every extra?
2. What happens if either of us has to cancel or change the date? Ask for the answer in writing.
3. What is your backup if something goes wrong, such as illness, equipment failure or a late delivery?

Then add the ones that matter for food:

• Is there a minimum number of guests? And what happens if the count drops?
• Can we have a tasting, and is it free or charged?
• How do you handle dietary needs, such as allergies, halal, vegetarian or a children’s menu?
• Who is on site on the day, and who do I call if something is wrong?

Check for extras

These are the ones that catch hosts out. Ask each caterer about them:

• Overtime. What is the hourly rate, and when does the clock start and stop?
• Service charge and taxes. Is it already in the price?
• Transport and out-of-town fees, parking and tolls.
• Corkage, if you bring your own drinks, and who sets up and runs the bar.
• Meals for the caterer’s team, if they expect to be fed.

 

Ask the venue

Before you choose, ask your venue what it allows. Some venues have rules about outside caterers, kitchen access, power and when suppliers can load in. It’s easier to find this out before you sign than on the day.

Put it in writing

Once you’ve chosen, get the agreement in writing. Chat messages and receipts are a record, but a written agreement is clearer for both of you. It should cover:

• what is included and what isn’t, and the total price;
• the guest count, the menu and the hours;
• the payment schedule, with an official receipt for each payment;
• cancellation and change terms in both directions: if you cancel, and if the caterer does;
• a backup or replacement if the caterer can’t make it.

Check the caterer is real

A good menu and a busy page aren’t proof the business exists. Before you pay a deposit:

1. Check they exist offline too. Ask for the business name and its registration or permit details, and check them yourself.
2. Meet or video-call first. Don’t pay a stranger you found only through an ad.
3. Ask the venue or other suppliers who has worked there reliably.
4. Don’t treat reviews, awards or a busy social page as proof.
5. Pay in ways you can trace, and keep every receipt.

Line the quotes up

Put each caterer’s answers in one table, so the differences show. Here’s a made-up example. It leaves out prices on purpose.

Two caterers can quote the same price per head and still cost different amounts once the staff, setup and equipment are counted.

When to start

For a wedding, planners commonly advise booking the caterer, along with the venue and photographer, about a year ahead. For other events, ask each caterer how much notice they need. Tell them your date early and ask.

Get proposals in one place

If you’d rather not chase caterers one by one, post your event and compare the proposals that come back. Migala connects you with suppliers. You and the caterer agree the terms between yourselves, so use the questions above on every proposal. Or browse caterers.

Planning a wedding? Start with the wedding budget checklist.