Why ask questions at all?
Most problems with event catering come from assumptions. The host assumed the roaster could go next to the marquee; the venue assumed no gas cooking on the lawn; the caterer assumed there’d be a way round the side of the house. A few plain questions turn assumptions into a written plan.
About the food
- Is the hog roasted on site, or cooked elsewhere and delivered? Both exist. Roasted on site means hours of cooking at your venue, carved fresh.
- What comes with it? Rolls, stuffing, apple sauce and crackling are the classics. Ask exactly what’s included.
- What about people who don’t eat pork? Ask about lamb, chicken, vegetarian and vegan options, and how they’re cooked and served. If anyone needs halal food, ask whether it’s offered (we don’t).
- How do you handle allergens and dietary needs? Food businesses must be able to tell you which of the 14 major allergens are in each dish. Rolls and stuffing usually contain gluten, so ask about gluten-free rolls.
- What sides are available? Salads, coleslaw and potatoes turn rolls into a meal.
About numbers and timings
- How many people does the package feed? And how do you work out the size of the roast?
- What time will you arrive? A whole hog roasts for hours, so expect an early start.
- When will the food be ready, and what if we run late? A cooked roast can be held for a while; ask how long.
- When do you need final numbers?
About the cooking area
- How much space do you need? Ask for the footprint of the roaster, gazebo and carving table.
- How far from buildings, marquees and trees does it need to be?
- How will you get the equipment to the spot? Tell them about steps, narrow gates and side passages.
- Do you need power or water? Gas-fired roasters don’t need mains power to cook, but lighting might.
Our guide to what the cooking area needs has more detail.
About service
- Who carves and who serves? A chef carving at a station, or a team serving at tables?
- Are plates and napkins included? Is china available?
- Do you clear up afterwards, and what happens to leftovers?
About the booking
- What does the quote include, and is VAT included?
- What deposit do you need, and when is the balance due?
- What happens if the event is cancelled or moved?
Questions your venue will ask
Venues and landowners often want to know where the roaster will go, how far it is from buildings and marquees, when the caterer arrives and leaves, how gas cylinders are handled and stored, how waste and fat are taken away, and which documents the caterer holds, such as insurance, food hygiene registration and gas safety information. Ask your venue for its requirements early and pass them on to your caterer.
Red flags
- A quote with no breakdown and no written confirmation
- Vague answers about allergens
- No questions about the cooking area or access
- Plans to cook inside a marquee or building
- Pressure to pay in full long before the date
A good caterer asks you as many questions as you ask them.
Comparing two or three quotes
Put the quotes side by side: the menu and sides, alternatives to pork, staffing, plates or china, time on site, travel, any minimum, VAT, deposit and cancellation terms. The cheapest headline price isn’t always the best value if it leaves out staff or sides. Choose the one that fits your event and answers your questions clearly.
After you’ve booked
A week or two before the event, confirm final numbers, dietary needs, the arrival and serving times and the cooking spot in writing. Give the caterer the name and number of your contact for the day, ideally someone other than the host. On the day, that contact meets the team, shows them the spot and passes on any changes, such as speeches running late.
Getting it in writing
Once you’ve chosen, make sure the confirmation lists the date, address, arrival and serving times, menu, numbers, price, what’s included, the deposit and payment dates, and the cancellation terms. Keep the caterer’s contact number for the day.
Questions about the people serving
Ask who will be at your event and how many staff will carve and serve. Will the person you’ve been dealing with be there, or who will your contact be on the day? A hog roast for a big crowd needs enough hands to carve, fill rolls and keep the serving line moving.
Questions about timing and overruns
Events rarely run exactly to plan. Ask what happens if speeches overrun, if guests arrive late or if you want to eat earlier than planned. A cooked roast can be held for a while, but not indefinitely, so ask how long. Ask too what time they need access to the venue, because a whole hog roasts for hours.
Questions about the cooking area
Ask whether they need to see the site, or whether photos are enough. Ask how they’ll get the roaster from their vehicle to the spot, and what they’ll do if the ground is soft on the day. A caterer who has thought about these things is one who has dealt with tricky sites before.
A note on reviews
Look for reviews on independent sites, and ask to see photos of real events. Recent reviews that mention timing, staff and the food itself tell you more than a star rating.
One last question
Ask the caterer what they need from you. A good one will have a clear answer: the date, numbers, the cooking spot, a contact on the day and dietary needs.
Quick answers
How far ahead should I book a hog roast?
As early as you can for summer Saturdays and December. See how far ahead to book.
Should the caterer visit the venue?
Not always. Photos of the cooking area and the route in are often enough, but a tricky site may need a visit.
Can I ask for a tasting?
Ask. Policies vary, especially for a whole hog roasted on site.
Planning an event? Tell us about it and we’ll check the date and send a quote.