Why it pays to ask
Most problems with event catering come from assumptions. A couple assumed plates were included. A caterer assumed the truck could drive onto the lawn. A venue assumed the caterer had sent their paperwork. None of these are anyone being careless; they just weren’t written down.
The questions below turn those assumptions into a clear plan. You don’t need to ask every one on the first call, but you should have answers to all of them before you sign anything. A good caterer will be glad you asked, and many will answer most of them in their quote without being prompted.
About the food
- What’s on the menu, and can we change it? Ask for a sample menu and which fillings, sides, salsas and toppings are included. Most Mexican caterers agree a menu with each client, with fillings such as slow-cooked pork carnitas, chicken tinga, beef birria, al pastor-style pork, and vegan options like spiced mushrooms or black beans.
- How is it cooked and served? Cooked to order at the truck, served from a build-your-own taco bar, or carried to tables? Each feels different and needs different staff.
- How much food per person? Ask how they size portions for your type of event. Our guide to how many tacos per person explains the usual rules of thumb.
- What’s made fresh on the day? Salsas, guacamole and warm tortillas make a big difference to the eating.
- How spicy is it? Ask how heat is handled. Keeping the hot salsas separate lets guests choose.
About numbers and timing
- What guest numbers do you suit? Some caterers have minimum numbers or a minimum spend.
- How long will food be served for? Ask how quickly they can serve your numbers and whether the service window fits your timetable.
- When do you need final numbers? And what happens if numbers change after that?
- When will you arrive and leave? Ask how much set-up time is needed before service and how long pack-down takes, so you can share times with your venue.
About diets and allergens
- Which dietary options do you offer? Vegetarian, vegan, gluten-free and dairy-free are the most common requests.
- Will you give allergen information for every dish? In the UK, food businesses must be able to tell customers about any of the 14 major allergens in food that isn’t prepacked. The Food Standards Agency’s allergen guidance explains the rules.
- How do you keep options separate? Ask about separate utensils, serving order and how gluten-free tortillas are handled.
- What about severe allergies? No mobile kitchen can guarantee that an allergen is completely absent. A good caterer will plan carefully and want to talk to you about any guest with a severe allergy before the event.
About the site
- What space do you need? Ask for the space the truck or trailer needs, plus room for a queue and any serving table.
- What ground and access? Level, firm ground, and access wide and high enough to drive in. Soft lawns and narrow gateways are the usual problems.
- Do you need power and water? Ask what they need and whether they bring it. Confirm this in writing.
- What happens if it rains? The truck can usually serve in the rain, but guests need somewhere covered to eat. See our food truck space and power checklist.
About staff, equipment and drinks
- How many staff will there be? And for how long?
- Are plates, napkins and cutlery included? If so, are they disposable, compostable or reusable?
- Who clears up? Ask about rubbish, recycling and food waste.
- Can you run a drinks bar? If alcohol is being sold, the event will need the right licence, such as a Temporary Event Notice. Ask how the caterer handles this and who is responsible for it.
About paperwork
Your venue may ask the caterer for documents before the event. Common requests include public liability insurance, food business registration with the local council, a food hygiene rating, risk assessments and gas safety records for cooking equipment. Ask your venue what it needs early, then ask the caterer to send it in good time. You can check a food business’s hygiene rating on the Food Standards Agency website.
About the quote and booking
- What exactly is included? Menu, staff, hours, equipment, travel and VAT.
- Are there any extra charges? For example parking, London charges, long carries or late finishes.
- What are the payment and cancellation terms?
- What happens in bad weather?
Our guide to Mexican catering costs explains what a full quote should include.
About the day itself
- Who is our contact on the day? Ask for a name and mobile number, and give the caterer yours or your planner’s.
- How will guests know what’s what? Menu boards and dietary labels make service faster and help guests with allergies.
- What happens to leftover food? Cooked food needs care once served, so ask what the caterer’s approach is.
- What if we’re running late? Weddings and parties often slip. Ask how much flexibility there is in the service time.
Signs to be cautious
Most caterers are straightforward to deal with, but a few answers should make you pause and ask more:
- A quote that is just a total, with no menu, timings or staff listed
- Vague answers about allergens, or a claim that no allergen could ever be present
- No clear answer about what the truck needs on site
- Reluctance to send paperwork your venue has asked for
- Pressure to book immediately without time to read the terms
None of these automatically rules a caterer out, but they’re worth clearing up in writing before you pay anything.
Get it in writing
Once you’ve chosen a caterer, make sure the booking confirmation sets out the date, address, arrival and service times, menu, numbers, diets and allergies, staff, equipment, site needs, the price and what it covers, and the payment and cancellation terms. Share the relevant parts with your venue. If you’d like to ask us any of these questions, get in touch. Contact us for a quote and we’ll answer them for your event.
Quick answers
How early should we book a taco truck?
As soon as you have a date and venue, especially for summer weekends and December.
Should the caterer talk to our venue?
Yes. It saves passing messages back and forth about access, power and paperwork.
Is it fine to ask for references?
Yes. It’s reasonable to ask about the caterer’s experience with events like yours.
Planning an event? Tell us about it and we’ll suggest a menu and send a quote for your event.