How to choose a corporate caterer: 12 questions to ask
Hiring a caterer for your company seems simple until, on the day, something goes wrong that nobody thought to ask about: an allergen no one flagged, a van that can’t get into the car park, an invoice without the details your finance team needs. If you are working out how to choose a corporate caterer, this list gathers the 12 questions worth asking before you say yes. It is written for whoever organises the event (an office manager, HR, an executive assistant), not for a catering expert. For each question you will see why it matters and what kind of answer to look for.
Before you ask: what you need to be clear on
Before you request proposals, pin down six details: format (breakfast, lunch, drinks reception), date and time, number of guests, exact venue, known dietary needs and who approves the invoice. With those, the quotes you receive can be compared. Without them, each supplier works from different assumptions and you are not comparing like with like.
Also note what is non-negotiable: a strict start time, a room with no kitchen, or a group with several allergies. Those constraints, more than the menu, decide whether a supplier is a good fit. If you are still unsure about the format, our page on corporate catering sums up what each one is for.
Quote and terms: what is included, what is invoiced and what happens if you cancel
A good quote spells out what it includes (food, staff, tableware and equipment, transport, set-up, collection) and what it does not, and puts the invoice and cancellation terms in writing. If a price per person does not explain its line items, it cannot be compared with another: the difference usually lies in what has been left out.
1. What exactly does the quote include?
It matters because the price per person can hide extras: waiting staff, tableware, travel or collection of the equipment. Look for a breakdown by line item and the amount of food per guest, not just a total. To understand how the figure is built, see how the price of catering is calculated.
2. Will the invoice be issued in the company’s name, and with what details?
Your finance team needs the company name, tax ID (CIF) and registered address, and often a purchase order number. Look for explicit confirmation that the invoice is issued in the company’s name, how taxes are itemised, the payment term, and whether a deposit is required to reserve the date. It is better to know before you approve the spend than afterwards.
3. What happens if I cancel or the number of guests changes?
Company events move: a meeting is postponed, a client does not confirm. Look for clear terms in writing: until when you can cancel at no cost, what percentage is invoiced after that, and from what date the final headcount is locked.
Food safety: allergens, traceability, HACCP and health registration
A caterer should be able to tell you what is in each dish, where the food comes from and how hygiene is controlled. The rules require caterers to provide allergen information, to apply a self-monitoring system based on HACCP and to be entered in the relevant health register. Ask them to explain it and, if your company requires it, to put it in writing.
4. How do you manage allergens and traceability?
This is the highest-risk question. Regulation (EU) No 1169/2011 requires information on the 14 allergens even for unpackaged food, and a serious allergy leaves no room for “I think it doesn’t contain it”. Look for an allergen sheet for each dish, a protocol to avoid cross-contamination, and the option of labelling each tray. Traceability answers a different worry: if there is a problem, does the supplier know which batch and which day?
5. How do you apply HACCP, and which health register are you entered in?
HACCP (hazard analysis and critical control points) is the self-monitoring method a kitchen uses to keep watch over risks such as a break in the cold chain; Regulation (EC) No 852/2004 requires its principles to be applied. The health register shows that the business is registered with the health authority: in the national register (RGSEAA, Spain’s general register of food businesses) or the regional one, depending on its activity. Look for a supplier who explains their plan in a few sentences and gives you their registration number without hedging. If your company has a supplier policy, it will probably ask for this documentation.
Lead times, changes and tastings: how the supplier reacts when something moves
The notice required varies with the format and the time of year, and it is worth asking in the first conversation. It also matters how the supplier handles last-minute changes and whether they let you taste the menu before you commit, especially for important or recurring events.
6. How far in advance do I need to book?
A team breakfast does not need the same margin as a drinks reception for 100 people, and dates such as Christmas fill up early. Look for a specific minimum notice and a final deadline for confirming the menu, not an “as soon as possible”.
7. How do you handle last-minute changes?
There is always someone who signs up or drops out the day before. Look for the point up to which the number of guests can be adjusted, who passes on new dietary needs, and whether there is a direct contact on the day of the event rather than a generic inbox.
8. Can I taste the menu before I sign?
A photo of a menu says little about the flavour, the size of each piece or how it holds up after an hour on the table. Look for whether they offer a tasting, whether it costs anything and whether it is deducted afterwards. For small events, a tasting of the key items may be enough.
Tableware, staff and logistics: what decides how the day goes
The menu is only one part: the service is won or lost on the tableware, the people serving and whether the food arrives on time and gets into the building. These three questions prevent the most surprises in a Madrid office.
9. What tableware do you bring, and what do you do with the waste?
The answer tells you whether your office will need a sink, tables or bins. Look for what is supplied (crockery, cutlery, glassware, table linen or disposables), whether everything is taken away at the end, and how leftovers and packaging are handled. An event that leaves bags of rubbish in the room is a bad memory for the person who organised it.
10. How many staff will come, and what will each person do?
A buffet for 20 people and a drinks reception for 80 call for different teams. Look for the planned number of waiting staff or cooks, what time they arrive to set up, and who coordinates on site. A single contact person with a phone number saves a lot of calls on the big day.
11. How will you handle delivery to an office in Madrid?
More events go wrong here than in the kitchen. Ask about three points and flag the rest yourself:
- Access: reception, security checks, service lifts, door sizes and floor. Some towers require suppliers to be registered in advance.
- Loading and unloading: where the vehicle can stop, whether there is a loading bay or a car park with a height limit, and whether the street is in a restricted-access area, such as the low-emission zones in central Madrid.
- Timings: arrival time to set up with a margin before the start, and the collection window, which is limited in some buildings.
Look for a supplier who asks about all of this without you mentioning it; it is a sign of experience with offices.
References: how to check what the supplier tells you
References confirm what the supplier promises. Ask for verifiable customer reviews, examples of events similar to yours and, if you can, the contact of another company that has booked them again. A website with real photos and reviews from named customers is a better sign than a generic catalogue.
12. Can you give me references from similar events?
It matters because a supplier who is excellent at weddings may not be used to a breakfast at 8:30am at a company headquarters. Look for verbatim, checkable reviews (for example, on Google), photos of real set-ups and a willingness to let you speak to a client. Bear in mind that many companies do not authorise being named; that is not a bad sign.
Summary table: how to choose a corporate caterer in 12 questions
This table condenses the list so you can take it to your meeting with suppliers. Use it as a script and fill in one column per candidate: if an answer is left blank, you know what to ask for in writing before you decide.
| Question | Why it matters | What answer to look for |
|---|---|---|
| 1. What does the quote include? | Avoids last-minute extras | Breakdown by line item and quantity per person |
| 2. Invoice to the company? | Finance needs the details | Invoice with company tax ID, itemised taxes, payment term and deposit made clear |
| 3. Cancellations and headcount changes? | Events move | Dates and percentages in writing |
| 4. Allergens and traceability? | Health risk | Sheet per dish and a cross-contamination protocol |
| 5. HACCP and health registration? | Hygiene and cold-chain control | Registration number and a simple explanation of the plan |
| 6. Booking lead time? | Peak dates fill up | Minimum notice and menu cut-off date |
| 7. Last-minute changes? | There are always drop-outs and additions | Deadline and direct contact |
| 8. Menu tasting? | You cannot taste from a photo | Tasting and its terms |
| 9. Tableware and waste? | Your office is not a kitchen | What is supplied and what is taken away |
| 10. Staff? | Defines the quality of service | Number of people, arrival time, person in charge |
| 11. Delivery to the office? | Access and timings can block the service | Supplier’s own questions about access, loading and timings |
| 12. References? | Checks what they promise | Verbatim reviews and similar cases |
Frequently asked questions
How many quotes should I ask for?
Three or four is a reasonable number: enough to compare, few enough to analyse properly. Send everyone the same brief (format, date, guests, venue and dietary needs) so the proposals can be compared. The cheapest is rarely the most complete.
What is the clearest warning sign?
Vague answers about allergens, invoicing or cancellation. A serious supplier answers specifically or says they will confirm in writing; if they dodge the question, the problem tends to appear on the day of the event.
Is it better to choose the cheapest supplier?
Not necessarily. Compare what each price includes: staff, tableware, transport and collection. A low price per person that leaves those items out ends up costing the same or more, with less control.
Next step
With this list you can now shortlist suppliers with confidence. If you would like María Lluch Catering to present its proposal, tell us about your event with the date, venue and number of guests. You can see what we offer to companies and how the price is calculated before you write. Every dish has its allergen sheet; tell us about allergies and intolerances and we adapt the menu. We invoice in your company’s name. We recommend requesting it at least 72 hours in advance; on high-demand dates, with more time. We explain the terms of the service with the proposal.
Related service: Corporate catering
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