Things to Know Before You Book a Caterer

By Chantel Mackay, Executive Chef & Owner, Sunflower Catering - January 2025

Booking a caterer can feel like a big step when planning an event, especially here in Nova Scotia where options range from backyard BBQs to fine-dining pop-ups. Whether you're organizing a wedding, a family gathering, or a corporate retreat, understanding a few key details can help you choose a caterer who fits your needs, your vibe, and your budget. Here's what I always want clients to know before we start planning together:

1. Know Your Guest Count Before You Ask for Quotes Your guest count directly impacts your menu, service style, and pricing. A quote for 25 people is going to look very different from a quote for 75. Having even a ballpark number helps your caterer give you accurate guidance from day one.

2. Be Clear About the Type of Experience You Want Are you envisioning an elegant plated dinner? A casual buffet with comfort food? A rustic grazing table for guests to mingle around? The service style not only affects cost, but also how guests will interact with the food. Knowing your vibe helps your caterer bring it to life.

3. Ask What’s Included in the Price Not all catering quotes are built the same. Does the price include tableware? Staff? Set-up and clean-up? Is gratuity expected or added automatically? (For the record, at Sunflower Catering, I never charge automatic gratuities—they’re always at the client’s discretion.)

4. Don’t Be Afraid to Talk Budget You don’t need to have an exact dollar amount, but giving your caterer a realistic range helps us recommend the best format for your event. Sometimes a beautiful platter-based service or a creative soup-and-sandwich lunch can create magic without stretching the budget.

5. Seasonal & Local Foods Can Affect Menu Options Nova Scotia has an incredible range of local ingredients—but not everything is available year-round. Be open to seasonal substitutions, and trust your caterer to design a menu that reflects freshness and flavour.

6. Caterers Need Details to Do It Right Venue access, kitchen facilities, dietary restrictions, and service timing all affect how we plan and prepare. The more details you can give us early on, the smoother the process will be for everyone involved.

7. Choose a Caterer You Actually Like Talking To Catering is about more than food. It’s about trust, communication, and collaboration. If you feel like your caterer listens, respects your ideas, and brings solutions to the table—you’re in good hands.

Final Thoughts: Booking a caterer isn’t just about choosing someone who can cook. It’s about finding a professional partner who will support the success of your event. Don’t be afraid to ask questions, share your vision, and advocate for your needs. A good caterer will always welcome that.

Ready to start planning something special? I’m here when you are.