Questions to Ask a Caterer in Metro Manila

The most important questions to ask a caterer cover the menu, total price, service team, venue logistics, food safety and contract terms. In Metro Manila, also ask how the caterer handles traffic, loading restrictions, heat, humidity and chilled transport before paying a deposit.

A polished proposal should make comparison easy. Use this checklist to test whether each quote covers the same work, from kitchen preparation to the final clear-down.

Questions to ask a caterer about scope and pricing

Start by asking exactly what the per-head figure includes. Two proposals with similar totals may cover very different levels of food, staffing, equipment and on-site service.

At Spoon & Caviar, The Canape Edit starts at PHP 850 per head. The Cocktail Experience starts at PHP 1,100 per head. Caviar in Motion, our chef-led tableside caviar service with blini and creme fraiche, is quoted per event based on caviar grade and guest count.

Ask each caterer to identify:

• The number of canape varieties and pieces per guest
• Whether preparation, delivery, setup and clear-down are included
• The number and roles of chefs, servers and supervisors
• Included trays, serviceware, napkins, tables and linen
• Overtime rates and the minimum billable service period
• Transport, parking, tolls and venue access charges
• Taxes, service charges and payment milestones
• Costs for guest-count changes, breakages or additional rentals

Request a written total based on your date, venue, guest count and service window. A starting price is useful for shortlisting, but it is not a final event budget.

How will the menu fit the event?

Ask how the caterer translates your guest count and schedule into the right quantity and pace of food. A brief welcome drink, a two-hour cocktail reception and a longer celebration require different portions, staffing and replenishment plans.

Discuss dietary needs early. Ask whether vegetarian, vegan, gluten-conscious and allergy-aware items are prepared and identified separately. A responsible caterer should explain what can be controlled in its kitchen and where cross-contact remains possible, rather than making an absolute guarantee it cannot support.

For caviar, ask for the species, grade, portion format and accompaniments in writing. Spoon & Caviar serves sustainably farmed sturgeon roe, with the grade confirmed with the client before the event, from baerii to oscietra. This prevents a vague “caviar service” line from hiding differences in roe, quantity or presentation.

Also ask when the final menu is locked and how substitutions are handled. Premium ingredients can be seasonal or allocation-dependent. Any alternative should require your approval, especially when it affects the principal ingredient or quoted grade.

Who will deliver and run the service?

Luxury catering depends on the people in the room, not only the food shown at a tasting. Ask who will be your planning contact, who will lead on site and whether those are the same people named in the proposal.

Confirm the staff-to-guest plan and the duties attached to each role. Circulating canapes need active tray service, clearing and replenishment. A drop-off team cannot provide the same guest experience as a staffed reception.

Useful questions include:

• Who has final authority on site?
• How many chefs and service staff are assigned?
• What time will the team arrive and leave?
• Are uniforms appropriate to the dress code?
• Who coordinates with the venue, stylist and beverage team?
• What happens if a key staff member is unavailable?
• Does the team remove waste and hired equipment after service?

Ask whether the caterer has worked in your type of venue. Condominium function rooms in Makati, offices in BGC or Ortigas, private homes in San Juan and Quezon City, hotels in Manila, and clubhouses in Alabang impose different access and operating rules.

How are Metro Manila logistics and food safety managed?

Ask for a site-specific logistics plan before the event. Metro Manila traffic can turn a short route into a long journey, while building loading bays may require advance registration, vehicle details, gate passes and fixed lift schedules.

The caterer should plan backwards from service time rather than rely on an optimistic travel estimate. Ask where final preparation will happen, how hot and chilled items will be transported, and how long setup takes once the team reaches the venue.

Heat and humidity matter, particularly for seafood, dairy-based accompaniments and caviar. Ask how chilled ingredients are packed, monitored and held during transit and service. Caviar should remain under controlled refrigeration until it is prepared for presentation, not sit at room temperature while the room is dressed.

Spoon & Caviar serves Makati, BGC/Taguig, Ortigas/Pasig, Quezon City, Alabang, San Juan and Manila. Tagaytay, Batangas, Rizal and Pampanga/Clark are available with a travel and cold-chain fee. For any destination, confirm the fee, dispatch plan, backup route and venue access requirements in writing.

What should the contract protect?

Read the agreement for responsibilities, not just cancellation penalties. It should state the event date, venue, guest count, menu, caviar grade where applicable, service duration, staffing, equipment and all known fees.

Check the deposit amount, payment dates, final headcount deadline and refund or credit terms. Ask what happens if the venue changes its loading policy, extreme weather affects travel, a supplier cannot provide an agreed ingredient, or the event must move to another date.

The contract should also clarify:

• Who is liable for damaged venue or rental property
• Whether the caterer holds appropriate permits and insurance
• How allergens and dietary requests are documented
• Whether leftovers may be released and under what conditions
• What counts as overtime or a scope change
• How cancellations, postponements and force majeure are handled

Do not rely on verbal additions. If a tasting, special tray, branded element, extra service hour or specific caviar grade matters to the event, have it added to the signed scope.

Compare proposals on equal terms

Create one brief and send it to every shortlisted caterer. Include the date, venue, guest count, event format, service hours, dietary requirements, beverage arrangements and expected level of formality.

Then compare each response line by line. A lower per-head price may exclude staff, transport, rentals or clear-down. A higher figure may already include the operational elements that make service dependable.

Look for precise answers, realistic timing and clearly assigned responsibility. Good luxury catering should reduce uncertainty before the event, not leave essential details to be settled during setup.

Send your date, venue and guest count through the inquiry form for a tailored scope. You may also contact Spoon & Caviar on WhatsApp at +63 915 325 2610.

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