10 Questions to Ask Your Bartending and Catering Company Before You Book

Wedding planning is a full-time job. Not just for wedding planners (the true angels on Earth), but also for the couples tackling most of the details themselves.

If you’ve hired a full-service planner or coordinator, they’ll guide you through this process with recommendations, since they already know your venue and have likely worked with many of your vendors before.

But if you’re doing most of the planning yourself, these 10 questions will help you choose the right bartending and catering company for your wedding — and avoid some costly surprises along the way.

Tip #1 – Get a Detailed Package List

Ask for a complete breakdown of what’s included in the package. Then, compare each line item across all the companies you’re considering.

Things to look for:

• How many bartenders are included?

• Do they provide garnishes, straws, napkins, and glassware?

• Is a physical bar setup included?

• Do they bring buckets for icing beer and wine?

• How much ice do they provide?

• Are non-alcoholic beverages for guests included?

• Which mixers are part of the package?

Some companies only include basic mixers like soda or club/tonic water, while others only provide store bought mixers and others provide fresh made inhouse mixer options like fresh juices, grenadine, sour mix, or margarita mix.

Ask them what will happen if they run out of something? Does it just run out or will they get more? ICE is a BIG thing expecially over the summer that can tend to run out! Do they run out and get more? Do they have someone on call to run and deliver more or do they end up having your parents or another guest run out for more?

If your chosen Signature Cocktail includes ingredients outside of what’s listed, find out if they’ll still make it — and what that will cost. If you’re expected to provide anything yourself, remember to include that in your total bar budget.

Tip #2 – Do They Take Their Own Trash?

It’s not the most glamorous question, but it’s an important one.

Where does all the trash go at the end of the night?

• Does your venue have a dumpster your vendors can use?

• Do vendors have to take trash offsite — and if so, is there an extra fee?

  
  

Some venues charge to use their dumpsters, while others require all trash to be removed. Make sure you know the policy in advance.

Side Note: This goes for all event trash — not just catering and bar waste. Think about décor, florals, and anything else that might need to be tossed. Have a plan for the end of the night.

Tip #3 – What If Your Venue Doesn’t Have a Bar Setup?

Many venues have a bar area for cocktail hour or reception, but some do not.

Ask if your bartending company provides its own portable bar setups. If not, you’ll need to rent tables or bars. Ask your bartending company if they supply bars as part of their package. Ask if they have upgrade options.

Side Note: Don’t assume the bars you see in a company’s photos belong to them! They may be venue-owned or rented for that event. Always ask what’s actually included in your package.

Tip #4 – Ask About Additional Fees

Transparency matters. Ask upfront about all possible add-ons or fees, such as:

• Travel fees for your venue

• Fees for moving alcohol from cocktail hour to dinner

• Fees for trash removal or setup/breakdown

Understanding every charge ensures you’re comparing apples to apples between companies.

Tip #5 – Bartender-to-Guest Ratio

One of the biggest complaints guests have about weddings is long lines at the bar — and it’s always due to NOT having enough bartenders.

Some companies try to save money by sending only one bartender for 100+ guests. Don’t let your wedding become “that wedding” everyone remembers for slow bar service.

In our experience, one bartender per 75 guests (maximum) is a good rule of thumb.

Fewer bartenders might lower your price slightly, but it increases the risk of delays and unhappy guests.

Tip #6 – Understand the Liability

Read the liability clause carefully.

Most companies shift responsibility back onto the hosts (you). That means if a bartender over-serves someone, or if a minor is accidentally served, you could be held liable — not them.

Companies that allow shots, don’t card guests, or don’t monitor consumption can put you at serious risk. Yes, you might get a day of event insurance policy, but do you really want to deal with all the legal fallout that will follow!?

Beyond the financial implications, consider the emotional toll if someone doesn’t make it home safely from your celebration.

Choose a company that enforces responsible service.

Tip #7 – Will the Caterer Buss Tables During Cocktail Hour?

This is a big one — and one of our personal pet peeves!

Some caterers don’t buss tables during cocktail hour, waiting until guests move to dinner. Some don't buss at all! So you can imagine those tiny cocktail tables fill up fast.

Guests end up playing “plate Jenga” trying to make room for their new drinks and plates — and when they run out of space, and there are no trash cans insight, guess where they put them? Yep. On the bar. That slows service and creates clutter.

Ask your caterer to bus tables during cocktail hour, or make sure there are accessible trash cans nearby. Or add additional staff to do that.

And while you’re at it, confirm who’s responsible for bussing tables after dinner. You don’t want to be cleaning up trash in your wedding dress at the end of the night.

Tip #8 – Get an Estimate and Contract Early

Request an estimate and contract before your first consultation.

Having the details in front of you helps you prepare questions and ensures you understand exactly what’s included.

Bonus Tip: Ask your other vendors (like your planner or photographer) if they’ve worked with the company before. A vendor team that already knows each other makes your wedding day run smoother.

Tip #9 – Alcohol

You can't have a bar without alcohol — and this is often one of the biggest areas of confusion.

In Pennsylvania, it’s illegal for mobile bartending company or caterer to sell alcohol unless they hold a liquor license (like a restaurant or bar). That means you must purchase and provide the alcohol yourself.

Side Note: If a company says alcohol is included or offers a “cash bar” option, think twice. Without the proper licenses and permits, they’re operating illegally — and if they get caught, you could be left without a bar on your wedding day.

Tip #10 – Is This Their Full-Time Career or a Side Job?

This is one of the most overlooked — but most important — questions you can ask.

Find out if bartending and event service is their full-time profession or a part-time side gig. 

Ask how many events they have worked.

Ask how many events they take a day or a weekend.

Ask about their staffing.

This gives you valuable insight into the quality and consistency of service you can expect.

A person/company that does this full time typically has obviously more experience. They also have the ability to give you their full attention during the planning process, focusing on your client experience leading up to your wedding date. Those that this is their side hustle, when focusing on a Full Time Job during the week and family/personal life, where does your event fall into their priorities. Especially when they take on mulitple events a day or weekend.

Also, ask if their bartenders are employees or independent contractors.

• Companies with dedicated staff have trained, consistent team members who understand the company’s standards and expectations.

• Companies that rely on contractors or temporary agency bartenders often don’t know who will show up until the day of your event — and that means you don’t know who’s showing up either.

If a company books multiple events in a single day or stacks several weddings in one weekend, ask how they manage it. What happens if an issue comes up or a bartender calls out? Do they have reliable backup staff — or are they stretched too thin that anything that goes wrong do they have a back up?

Your wedding deserves a team that’s focused, trained, and fully invested in your day — not one juggling too many events or sending whoever happens to be available.

BONUS TIP – Hire a Day-of Coordinator

We can’t stress this enough: hire a day-of coordinator.

If you’re handling all the planning yourself, a coordinator will step in to manage logistics, vendor questions, and last-minute issues — so you can focus on getting married.

They’ll ensure nothing gets overlooked and will handle all communication with your vendors the week of the wedding and day of. You shouldn’t have to answer questions about table cards or finding a late vendor during your first look!

A coordinator allows you to be present and actually enjoy your day — not work it.

Final Thoughts

Choosing the right bartending and catering company or any vendor is more than just comparing prices — it’s about service, safety, and experience.

By asking these questions early, you’ll save time, reduce stress, and find a team that will help your day run seamlessly from the first call to that last dance.