Why ask questions at all?
Most problems with event catering come from assumptions. The host assumed the van could park on the lawn; the venue assumed it would arrive after 6pm; the caterer assumed there’d be lighting. Asking a few plain questions turns assumptions into a written plan.
About the food
- What’s on the menu, and how many choices do you recommend? A short menu is usually quicker and fresher.
- Is everything cooked to order on site? It should be.
- Which fish do you use, cod or haddock, or both?
- What about guests who don’t eat fish? Sausages and pies are the usual answer; ask what else.
- How do you handle allergens and dietary needs? By law, food businesses must be able to tell you which of the 14 major allergens are in each dish. Ask how they deal with gluten in particular, since standard batter contains wheat.
About numbers and timings
- How many people can you serve, and how quickly? Ask how long it takes to serve your numbers, and whether a longer service or a second van would help.
- What time will you arrive, and how long do you need to set up?
- How long does the price include for service? And what happens if your event runs late?
- When do you need final numbers?
About the van and the site
- How big is the van, and what space does it need? Ask for its length, width and height, and whether it can go on grass.
- Do you need power or water from us? Some vans are self-contained; others want a socket or a tap nearby.
- What do you need from the venue? Permission to park, access times and any paperwork.
Our guide to the space a fish and chip van needs has more detail.
About the booking
- What does the quote include, and is VAT included?
- What deposit do you need, and when is the balance due?
- What happens if the event is cancelled or moved?
Questions your venue will ask
Venues and landowners often want to know where the van will park and how it gets there, when it arrives and leaves, whether it brings its own power and gas, how waste and used oil are taken away, and which documents the caterer holds, such as insurance and food hygiene registration. Ask your venue for its requirements early and pass them on, so nothing is a surprise.
Red flags
- A quote with no breakdown and no written confirmation
- Vague answers about allergens
- No questions about access or where the van will park
- Pressure to pay in full long before the date
A good caterer asks you as many questions as you ask them.
Getting it in writing
Once you’ve chosen, make sure the confirmation lists the date, address, arrival and service times, menu, numbers, price, what’s included, the deposit and payment dates, and the cancellation terms. Keep the caterer’s contact number for the day, and give them yours or a nominated contact’s.
Questions about the people serving
It’s worth asking who will actually be at your event and how many people will staff the van. A van serving a large crowd needs enough hands to batter, fry, wrap and take orders. Ask whether the person you’ve been dealing with will be there on the day, or who your contact will be if things change, such as a late running order or a road closure on the way.
Questions about timing and overruns
Events rarely run exactly to plan. Ask what happens if your speeches overrun, if guests arrive late, or if you want service to start earlier than planned. Some caterers include a set service window and charge for extra time; others are more flexible. Knowing in advance means you won’t be negotiating on the day. Ask, too, how long before service they need to arrive to set up and heat the fryers, and whether that affects your venue’s access times.
Questions about the site
Give the caterer as much detail as you can, and ask them to confirm the van will fit. Useful details include the postcode and what3words for the exact spot, the width of the narrowest gate, any height barriers or overhanging trees, whether the ground is hard or grass, and how far the spot is from the road. If you can, send photos of the route in and the parking spot. A caterer who asks for these is one who has dealt with tricky sites before.
Comparing two or three quotes
Put the quotes side by side in a simple table: menu, numbers, service time, what’s included, travel, any minimum, VAT, deposit and cancellation terms. The cheapest headline price isn’t always the best value if it leaves out travel or a realistic service time. Equally, the most expensive isn’t automatically the best. Choose the one that fits your event and answers your questions clearly.
After you’ve booked
A week or two before the event, confirm final numbers, the arrival and serving times, the parking spot and any allergies in writing. Give the caterer the name and number of your contact for the day, ideally someone other than the host. On the day, that contact meets the van, shows the driver where to park and passes on any changes.
A note on reviews
Reviews can help you choose, but read them for detail rather than stars alone: was the food hot, did the van arrive on time, did the caterer deal well with a problem? Recent reviews matter more than old ones.
Quick answers
Should we meet the caterer?
For a wedding or big event, a call is usually enough. Photos of the site help more than a meeting.
How early should we book?
As soon as you have a date and a venue, especially for summer Saturdays and December Fridays.
Do we need to provide anything?
A suitable spot for the van, permission to park there, and possibly power or water. Ask.
Planning an event? Tell us about it and we’ll check the date and send a quote.