What To Ask Before Hiring A Catering Company
Choosing a caterer is one of the most important decisions you’ll make for any event, and it’s one that ripples through the entire experience. Food shapes the mood, fuels the conversation, and is often the detail guests remember long after the last plate is cleared. Yet many people book a catering company based on a single glance at a menu or a friendly phone call, only to run into surprises about pricing, staffing, or service once it’s too late to change course.
The better approach is to ask the right questions upfront. A short, thoughtful conversation before you sign anything tells you far more than a polished brochure ever could, and it separates the caterers who will deliver from the ones who will leave you scrambling. At Big Boards Catering in Clermont, FL, we welcome these questions from every client, because a well-informed customer is a happy one. Here’s exactly what to ask before you hire a catering company, and why each answer matters.
Are You Available on My Date?
It sounds obvious, but availability is the very first thing to confirm, and it’s where many great matches fall apart before they begin. The best caterers in the Clermont area book out weeks or even months ahead, especially during wedding season and the holidays. Reach out early, confirm your date is open, and ask how far in advance they recommend booking. If a caterer is already reserved, you’ll want to know immediately so you can keep looking rather than losing precious planning time.
Do You Have Experience With Events Like Mine?
Not every caterer is a fit for every occasion. A company that excels at corporate box lunches may not be the right choice for a formal wedding reception, and vice versa. Ask whether they regularly handle events similar to yours in size, style, and format. A caterer who has done dozens of gatherings like the one you’re planning will anticipate the details you haven’t thought of yet, from timing the meal around your program to managing the flow of a buffet line. Experience with your specific type of event is one of the strongest predictors of a smooth day.
What’s Included in Your Pricing?
Price is where surprises hide, so dig into it carefully. Ask for a clear breakdown of what the quoted price actually includes. Does it cover staffing, setup, and cleanup, or are those separate line items? Are serving equipment, linens, plates, and utensils part of the package or an added cost? What about delivery fees, service charges, and gratuity? A trustworthy caterer will give you a transparent, itemized answer rather than a single vague number. Understanding the full picture upfront protects your budget and prevents the uncomfortable experience of a final bill that’s far higher than you expected.
How Do You Handle Menu Customization and Tastings?
A great menu should fit your event, not the other way around. Ask how flexible the caterer is with customizing dishes, adjusting portions, and building a menu around your theme or preferences. Just as important, ask whether they offer a tasting before the event. Sampling the food ahead of time gives you confidence in your choices and a chance to fine-tune the menu while there’s still room to change things. A caterer who welcomes customization and offers tastings is one who takes your experience seriously.
Can You Accommodate Dietary Restrictions and Allergies?
Nearly every guest list today includes people with dietary needs, whether that’s vegetarian, vegan, gluten-free, or serious allergies. Ask directly how the caterer handles these requests and how they prevent cross-contamination in the kitchen and on the serving line. A professional team will have thoughtful systems in place and won’t treat special diets as an afterthought. Clear labeling, dedicated preparation, and a genuine willingness to accommodate every guest are signs of a caterer who cares about the whole room, not just the majority.
What Does Your Staffing Look Like?
The people serving your event matter as much as the food itself. Ask how many staff members will be on-site, what their roles are, and whether they’re the caterer’s own employees or hired for the day. Well-trained, professional servers keep an event running smoothly, refill dishes before they empty, and handle small problems before you ever notice them. Understanding the staffing ratio for your guest count also tells you whether service will feel attentive or stretched thin. Don’t be shy about asking what the staff will wear, either, since their appearance contributes to the tone of your event.
How Do You Handle Setup, Delivery, and Cleanup?
Logistics are where an event can quietly succeed or fall apart. Ask what time the team arrives, how long setup takes, and what they need from the venue in terms of space, power, and access. Just as important, clarify what happens at the end. Does the caterer break down and clean up their equipment and serving area, and what condition will they leave the space in? Knowing these details ahead of time prevents day-of confusion and ensures a seamless handoff between your caterer, your venue, and your team.
Are You Licensed and Insured?
This question is easy to overlook and genuinely important. A reputable catering company should carry the proper licenses to operate and the liability insurance to protect you in the rare event that something goes wrong. Ask to confirm they’re fully licensed and insured, and don’t hesitate to request documentation. Any professional caterer will answer this without hesitation, and a reluctance to do so is a meaningful red flag worth heeding.
What’s Your Policy on Guest Count Changes?
Guest counts shift, sometimes right up until the last minute, so understand the rules before you commit. Ask how far in advance you need to finalize your numbers, what happens if your count goes up or down after that point, and whether there’s flexibility built in. A caterer who explains their policy clearly helps you plan with confidence and avoid penalties. This is also a good moment to ask about their approach to leftovers, since policies vary on whether extra food goes home with you or not.
What Are Your Payment Terms and Cancellation Policy?
Before you sign anything, understand the financial commitment in full. Ask about the deposit, the payment schedule, and when the final balance is due. Just as important, ask what happens if you need to cancel or reschedule, and whether your deposit is refundable. Life and business are unpredictable, and knowing the cancellation terms upfront protects you if plans change. A clear, written agreement that spells all of this out protects both you and the caterer, and it’s a hallmark of a company that operates professionally.
Can You Share References or Reviews?
Finally, ask for proof beyond the sales pitch. A caterer with a strong track record will happily point you to online reviews, testimonials, or references from past clients. Reading about other people’s experiences, especially at events similar to yours, gives you a realistic sense of what to expect. Pay attention to how the caterer responds to this request. Enthusiasm and transparency are good signs, while vagueness or reluctance suggests you should keep looking.
So my wife and I had Andy and his team over last night for a private dinner with friends… words cannot express how amazing and incredible this experience was. My friends were all left in awe of how wonderful the service, the food and the atmosphere was. They made sure everything was taken care of and even asked my wife to check the kitchen to ensure that they left it cleaner than when they arrived. Absolutely loved this and will be using them again.
The absolute best food and service I have ever experienced. I will use Andy’s catering company for all my personal and business events in the future.
I can't tell if it was the food or the experience that I liked most but both were fantastic.
Big Boards did an event at our annual camp for special needs two weeks ago. The staff was accommodating for our many needs and fantastic to work with! They helped me plan everything from start to finish and brought plenty of their staff to help serve and get things out quickly. Not only was the food flavorful and delicious, the buffet they set up was beautiful! The vines and flowers around the buffet table, and the carafes they used for everything were stunning. Extremely professional, clean, and super helpful. I will definitely be using them again in the future.
Delicious food and even better service, I had Chef Andy take care of the meal part of my housewarming party and I could not stop getting compliments on the food. By far the best pulled pork and grits I’ve had in my life!
Andy and his team made my milestone birthday party absolutely fabulous! The food was delicious and the presentation was festive and elegant. All of my guests raved about how they enjoyed the food. The set up and take down were super smooth as well. I highly recommend Big Boards Catering!
I recently attended a birthday party catered by Big Board Catering. The food was excellent and the shrimp and grits were unmatched! I highly recommend Big Boards!
We had Chef Andy and Big Boards cater my wedding a few weeks back and it was nothing short of amazing! Andy is the absolute best and always made himself available to me no matter what time it was. He listened to all my crazy requests (some of them being unreasonably last minute) and he made it happen! We personally asked for crab cakes to be part of the menu and even though it was not something he had done previously he KNOCKED IT OUT OF THE PARK (definitely recommend those for your event!). He was also the life of the party personally my guests could not stop talking about him! Cannot thank him enough!
Big Boards Catering handled food for a combined event at our house — my son's grad party and my other son's 21st birthday, all in one day. They nailed it. The buffet looked incredible, with gold chafing dishes, fresh greenery, and a little fountain centerpiece that had everyone asking who did our catering. The food was just as good as it looked. The meatball and cherry tomato dish disappeared fast, the pesto pasta and marinara penne were both great, and the pretzel bites and chicken skewers were a hit too. Everything stayed warm and got refilled without us having to flag anyone down, which made a big difference with two different crowds to feed. Juggling a grad party and a 21st birthday under one roof wasn't simple, but they made it look effortless. Would absolutely book them again.
Andy is the epitome of professionalism. He and his team at Big Boards truly specialize in making the experience stress-free and highly enjoyable for the host. If you want a caterer who serves gorgeous and delicious food and takes amazing care of you from start to finish, Andy is your guy!
We hired Andy to cater our daughter’s Baby Shower and he did an exceptional job. It was an “Amalfi Coast” themed event and the menu Andy developed was superb. Everything was delicious, the set up and staffing of the event was perfect. Highly recommend!
Andy and his crew catered our Halloween party and the set up was stunning and the food was incredible. All of our guests loved the food. We usually have left overs, but not this time! It was devoured. Will definitely hire them again and have recommended them to all of our family and friends.
We were truly blessed to have Big Boards Catering provide a meal for our entertainment team and crew on the day of our show at the House of Blues Orlando. Andy and his team not only delivered exactly what was promised, but went above and beyond with their guidance, professionalism, and attention to detail. They understood our group’s needs perfectly, and the food presentation was outstanding—absolutely fitting for the setting and occasion. Everything was handled with excellence. As a former member of the Country Music Association, Gospel Music Association, and the Recording Academy (Grammys), I can confidently say I highly recommend this local business for any catering needs. You will not be disappointed.
When we first talked with Andy about catering our wedding, which was at a unique venue; a nature center in the woods, what sold us was his immediate enthusiasm. He and his team were wonderful. His diligence to make sure we were happy with everything was impressive. He even asked us to come visit the kitchen a few months before the wedding to sample some items before we committed to hiring him as our caterer, even had us try a few items we hadn't asked about having on the menu before hand. Himself and his team were incredible at the wedding. For my next event I know who I'm hiring to cater, it'll be Andy from Big boards.
Outstanding food and service!!! We used Andy and his team for my daughter’s high school graduation party, and they absolutely exceeded every expectation. The food was incredible, the presentation was beautiful, and the entire staff was professional, friendly, and attentive from start to finish. Andy made the planning process so easy and stress-free, and he truly helped make the party so memorable. Highly recommend for any special event!!
I attended a party that Big Boards did the catering for, the food was amazing! The cheese grits were awesome, best cheese grits I've ever eaten. All the food was amazing, but the chicken biscuits were a special standout!
They are catering my niece’s graduation party. The food is the best and so is the staff!!!
Excellent selection of appetizers. Loved the crabcakes. Great service, constant staff circulation.
Big Boards Catering absolutely delivered one of the best private chef dining experiences we’ve had. Chef Andy Raphael and his team, Erica and Judy, created a restaurant-quality chef’s tasting experience right in our friend’s home with flawless execution, incredible presentation, and genuinely warm hospitality from start to finish. Every course stood out. The shrimp ceviche with avocado was bright and refreshing, the lollipop lamb chops with Yukon mash were perfectly cooked and packed with flavor, and the lobster skewers with seafood boil sauce were unforgettable. The sous vide tomahawk steak finished over fire with chimichurri was a true showstopper, perfectly rare with an amazing charred and smoky finish. The Mediterranean shrimp and cheese grits and the beef tenderloin with multicolored carrots in pan sauce were both rich, balanced, and beautifully plated. Luxurious! They ended the night with lovely chocolate cannolis finished with salted caramel drizzle. Beyond the food, the service was superb. Chef Andy, Erica, and Judy were professional, attentive, organized, and made the entire evening feel elevated but comfortable at the same time. This was easily food worthy of a high-end chef’s tasting menu experience. Highly recommend Big Boards Catering for private dinners, special occasions, or anyone looking to seriously impress their guests.
Shrimp and grits were absolutely delicious We also had a tomahawk steak cooked Perfectly. Everything tasted great and very friendly staff
Absolutely incredible dinner catered by BIG BOARDS CATERING. From the fresh ceviche and chili oil lobster to the perfectly cooked tomahawk steak, shrimp & grits, and beef tenderloin with carrots — every course was outstanding. And the chocolate cannolis were the perfect ending. Not only was the food amazing, but the team was professional, personable, and incredibly tidy throughout the entire evening. Such a great experience from start to finish. Highly recommend 🙏
Amazing! Outstanding! Delicious! From seafood to lamb to steak…cannot be BEAT!!!
Incredible service, Andy and his team gave our dinner party winning dishes one after another. Would highly recommend.
SO GOOD!!! Always such a pleasure seeing this team at an event & the food never ever disappoints!
Matthew's Hope used Big Boards for our Fall Fundraiser event, and they absolutely knocked it out of the park! The presentation was stunning, the selection was incredible, and our guests couldn't stop talking about how amazing the spread looked and tasted. From planning to delivery, the team was professional, reliable, and a joy to work with. They helped make our event a massive success, and we will definitely be using them again. Highly recommend!
Search no more. Big boards is the one! Amazing, delicious And Beautiful catering. Thank you Andy and team!
BBC did an amazing job providing the food for our cocktail hour at our December 2024 wedding at Sterling Events Venue in Minneola. There was such a great variety of options for everyone to enjoy, and everything was displayed so beautifully. Our guests absolutely loved it! I would highly recommend them for any catering event.
We’ve had Andy and his team support multiple events, and they consistently exceed expectations every single time. The food is outstanding both in quality and presentation, and the staff is professional, attentive, and genuinely committed to creating a great experience. What truly sets them apart is their flexibility and partnership. They work closely with us on menu selection, timing, and overall event flow, making everything seamless and stress-free. I would highly recommend Andy for any event whether it’s an intimate gathering or a large-scale function. They deliver excellence across the board.
Working with Andy to plan our Derby party was delightful. He really listened and delivered on our vision. The set up, take down and service during the party left nothing for us to do but enjoy our party! Thank you Andy and team!
Thank you to Andy and Teresa Raphael at Big Board Catering and My Favorite Tutor! We are so grateful for your generous donation of a Taco Bar for Foundation Academy Teacher Appreciation luncheon!
Went to a Kentucky Derby party they catered. Food was excellent and staff was great. Highly recommend them.
Attended a Derby Party and the food was a highlight! Everything was delicious and there was a wide variety of items to choose from. Would definitely recommend for your next event party!
Andy and the team at Big Boards Catering is the best. Ate some of the most delicious food at a catered event in Winter Garden recently and I was blown away. Everything was extremely well-seasoned, juicy and tender proteins, and staff was very kind/professional. Was so impressed I'm having them do wedding catering for me later this year! I love this team and their food; you will too 😉
Andy is a culinary genius, creating the most savory, mouthwatering dishes. His personality is magnetic and his attention to detail is impeccable! With Andy, you can enjoy the parties you host!!!
Andy did an absolutely amazing job with planning our Family party! It was such a good feeling to enjoy the Party rather than worry about details of serving! Andy will be cherished as “Must Have” to all my events!! 🎸⭐️
Our meeting was catered by Big Boards and the food was delicious, and thats saying something because im pretty picky. Great work and they are so friendly!
We had Andy from Big Boards Catering serve our networking event. Great food and service. I highly recommend them for any event!
What an amazing experience! Great service, the food was delicious, top quality and presentation was flawless. I highly recomend Big Boards for any event you need catering.
We were trying to decide on food for a large event but we’re worried about clean up. Andy was very quick to respond and suggested a perfect solution. I have his food at a number of events and it’s always delicious.
Really amazing food. And, the company culture is beautiful. Love the food and the team. Andy was so kind to come to my home and quote the event. He even brought samples!! Excellent communication. Shrimp/Grits/Brisket/Mac and cheese. Everything was amazing.
A Few Signs You’ve Found the Right Caterer
Beyond the answers themselves, pay attention to how a caterer communicates. The best ones respond promptly, listen carefully to what you want, and offer helpful suggestions rather than pushing a one-size-fits-all package. They’re transparent about pricing, comfortable answering every question, and genuinely interested in making your event a success. If a conversation leaves you feeling heard and reassured rather than pressured or confused, that’s often the clearest sign of all that you’ve found the right partner.
Asking the right questions before you hire turns a stressful decision into a confident one. When you understand a caterer’s pricing, experience, staffing, and policies upfront, you can compare your options clearly and choose the partner who’s the best fit for your event.
At Big Boards Catering in Clermont, FL, we’re always happy to answer every one of these questions and more. We’ve served weddings, corporate events, and private gatherings across Lake County and Central Florida, and we believe transparency and communication are just as important as the food on the plate. We’ll walk you through our menus, pricing, and process so you know exactly what to expect from the first conversation to the final cleanup.
If you’re planning an event in Clermont or the surrounding area, contact Big Boards Catering today for a custom quote, and let’s start the conversation with all the answers you need.