Check your caterer’s contract before you pay the deposit.

What to find in the contract

7 things to look for, what each one means, and what to ask the caterer before you sign.

1. 1

   What does the price per head include?

   A price per head can cover just the food, or the food plus staff, crockery, cutlery, glassware, linen, setting up and clearing away. Check each one, because the extras can add a large share to the bill.

   Look for whether VAT and a service charge are included or added on top.

   What to ask before you sign

   • Which of staff, crockery, linen and clearing up are included?
   • Is the price including VAT?
   • Is there a service charge, and is it optional?
2. 2

   When are final numbers due, and what if they drop?

   Caterers usually need final numbers a few weeks before the wedding and charge for that number whatever happens on the day. Some set a minimum number of guests, so a smaller wedding is charged as if it were bigger.

   What to ask before you sign

   • When do you need final numbers?
   • Is there a minimum number of guests?
   • Can numbers go down after we confirm?
3. 3

   Can the price go up before the wedding?

   Food costs change, and some contracts let the caterer raise prices if the wedding is a long way off. Look for a limit on how much, and how much notice you get.

   What to ask before you sign

   • Is the quote fixed until the wedding?
   • If it can rise, by how much at most?
4. 4

   How are allergies and dietary needs handled?

   Food businesses in the UK have to be able to tell you about 14 major allergens in what they serve. Ask how the caterer collects guests' needs, how they keep allergen-free dishes separate, and how those dishes reach the right guests.

   Check whether special meals cost the same as the main menu.

   What to ask before you sign

   • How do you collect and label guests' dietary needs?
   • How do you prevent cross-contamination?
   • Do special meals cost extra?
5. 5

   Does the venue have rules the caterer must meet?

   Venues may charge a fee for outside caterers, or require public liability insurance, a food hygiene rating or particular kitchen arrangements. Check the venue contract and the caterer's together so nothing falls between them.

   What to ask before you sign

   • Have you worked at our venue before?
   • What's your food hygiene rating, and do you have public liability insurance?
   • Who pays any outside-caterer fee the venue charges?
6. 6

   Who supplies the drinks, and what about leftovers?

   If the caterer runs the bar or serves your own wine, check the corkage or service charge, who provides the glasses, and what happens to drinks left over. Ask what happens to leftover food too.

   What to ask before you sign

   • Is there a corkage charge if we supply the drinks?
   • What happens to food and drink left over?
7. 7

   What does it cost to cancel?

   Check what you'd owe at each stage, and whether the caterer refunds anything if they cancel. A caterer may have bought food or booked staff close to the date, so charges often rise sharply in the last weeks.

   What to ask before you sign

   • What would we owe if we cancelled at each stage?
   • If you cancel, do we get everything back?

This page is general information, not legal advice. Every caterer’s contract is different, and none of the above replaces reading yours. If a contract matters to you, take proper legal advice on it.