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Choosing a caterer is one of the most important decisions you can make for an event. Get it right and your guests remember the food fondly for years. If you get it wrong however, don't expect as many RSVPs for the next gathering you throw.
Denver has a very strong catering market, which means there are tons of great options to choose from. Consequently however, there's an equal amount of vendors who look polished online and underdeliver in person. Knowing what to ask and look for are key before planning a wedding, a corporate event, a milestone celebration, or a gathering of any kind. The questions you ask before signing a contract reveal far more about a caterer than their website ever will.
Here are the ten questions that matter most.
1. What's Included in Your Staffing Ratio?
Most catering proposals list food costs clearly. Staffing on the other hand is where budgets can increase without most people noticing.
Ask specifically: how many servers, event leads, and kitchen staff are included in the base proposal? What's the ratio per guest? A well-run plated dinner typically requires one server per eight to ten guests. Buffet service can operate on slightly fewer, but if a caterer can't give you a clear answer, that's a big red flag you should probably take note of.
Also make sure to ask who from their team will be physically on-site for the event. Does a senior event manager attend? Or does a crew show up without anyone with decision-making authority? While a small group without a specific figurehead can sometimes be manageable, you're far better off hiring a company whose operating structure ensures no headaches.
2. Do You Handle Venue Coordination, or Is That on Me?
This is the question most people forget until it's too late to change.
Some caterers operate entirely independently. They bring food, set up their station, and your venue contact handles the rest. Others function as a full-service partner, coordinating directly with the venue on load-in times, kitchen access, power requirements, and floor plan logistics.
Neither model is inherently better, but you need to know which one you're working with. If a caterer and your venue have never communicated before the day of the event, small miscommunications can become big problems fast.
3. How Do You Handle Dietary Restrictions at Scale?
A gluten-free guest at a table of eight is manageable. At an event of 150, dietary accommodations require proper systems. Improvisation at that scale is not possible.
Ask how they collect dietary information from guests, how far in advance they need it, and how they execute it on-site. Specifically: are allergen-sensitive items prepared separately, or just flagged? Is there cross-contamination risk with shared serving utensils on a buffet?
A caterer with real experience in this area will have a clear, specific answer.
4. Are Tastings Complimentary? How Do They Work?
Any reputable full-service caterer offers tastings before you commit. But the format varies widely.
Some caterers offer open-house-style group tastings where you sample from a rotating seasonal menu. Others do private tastings tailored to your proposed event menu. Know which you're getting. A private tasting calibrated to your actual selections gives you a more accurate read on what your guests will experience.
Also ask: who attends the tasting? Ideally the same team lead who will run your event. If you're meeting someone who won't be there day-of, the tasting tells you less than it should.
5. What's Your Policy on Guest Count Changes?
Guest counts shift. Venues change minimums. Your RSVP cutoff pretty much never goes exactly as planned.
Make sure to get this in writing before you sign: what's the deadline to adjust your guest count up or down? What's the financial impact of each direction? Some caterers lock pricing at the contracted number whether guests show or not. Others can flex within a window. There's no universal right answer, but you should always know exactly what you're agreeing to.
6. Do You Carry Liability Insurance and Liquor Licensing?
This one is another non-negotiable.
Any professional catering company operating in Colorado should carry general liability insurance. If they're serving alcohol, they or their bar staff should hold the appropriate liquor license or be working through a licensed third party. Some venues require proof of insurance before they'll allow an outside caterer on-site.
Always ask for documentation, especially where alcohol is involved. Nothing ruins a catered event you've thrown quite like getting an unexpected legal bill.
7. What Happens If Something Goes Wrong Day-Of?
This is the kind of question that helps sort the experienced caterers from inexperienced ones.
What's the contingency if a key staff member calls out sick? What happens if a major ingredient isn't available the morning of your event? What's the protocol if equipment fails?
You can't get a guarantee that nothing will go wrong, but looking for evidence that they've thought through contingencies and have systems in place is still key. Experienced caterers always have a plan B, C, and D in case of trouble.
8. Can I See References from Similar Events?
References from past clients matter more than general five-star reviews.
Ask specifically for references from events similar to yours in size, style, and service format. A caterer who has done fifty corporate lunches may not have the same strengths for a 200-person wedding reception and vice versa.
If a caterer resists, take note.
9. How Do Your Payment and Cancellation Terms Work?
Standard in the Denver catering market: a deposit to hold your date (often 25-50%), a second installment closer to the event, and final payment settled shortly before or on the day of the event.
What matters is the cancellation clause. If you cancel 90 days out, what do you forfeit? 30 days? The day before? Get this spelled out in plain language. Also ask what happens on their side. If they have to cancel due to circumstances beyond their control, what is your recourse?
10. What's Not Included in the Base Quote?
The base quote is rarely the final number. Before you sign, ask specifically what's excluded.
Common line items that get added later: cake-cutting fees, gratuity (often 18-22%), rental equipment not listed in the proposal, bartender fees if alcohol service wasn't scoped, overtime charges if your event runs long, and parking or travel fees for venues outside a certain radius.
None of these are inherently unfair, most are actually standard practice. But you should always have the complete picture before you commit to anything. Take your time, and don't feel pressured.
Red Flags to Watch for During the Consultation
No tasting offered (or tasting fees that are non-refundable against a booking). Vague answers on staffing. An unwillingness to provide references. A contract with ambiguous cancellation language. Pressure to sign before you've had time to review.
The best caterers in Denver have nothing to hide and no reason to rush you. A consultation with a strong vendor feels like a conversation between partners, not a sales pitch. Trust that instinct, because it's usually right.
Silver Spoons Catering is a full-service luxury catering company serving Denver and the surrounding Colorado metro area. We work with couples, families, and businesses across weddings, corporate events, celebrations of life, and private gatherings of all kinds. To schedule a no-pressure planning consultation, contact us here.
