Finding the right caterer in Denver can make or break your event. Great food brings people together, but one small misstep in the planning can leave guests disappointed and your budget stretched. Whether you’re hosting a corporate event downtown, a wedding in the foothills, or a backyard celebration, knowing what not to do will help you avoid costly headaches.
Here are 10 mistakes to avoid when you’re booking a caterer in Denver.
Waiting Until the Last Minute to Book
The most sought-after catering companies tend to fill their calendars quickly, especially during peak seasons like summer wedding months or the December holiday rush. If you wait until the event is just around the corner, you may find that the best caterer for your needs is already booked. What’s left might not match your style, your budget, or the level of services you were hoping for.
It’s not uncommon for couples and wedding planners to lock in their venue and caterer at least 12 months in advance, especially for large wedding day celebrations. Starting early also means you’ll have time to compare menu options, attend tastings, and secure vendors who align with your planning process.
How to avoid it:
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For large events like weddings, start looking 9-12 months before your wedding date.
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For smaller gatherings, give yourself at least 3-6 months.
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Keep a shortlist of two or three caterers in case your first choice is unavailable.
Skipping the Menu Tasting
A menu can look impressive on paper, but the real test is in the flavors, presentation, and portion sizes your guests will experience. Skipping the tasting is like ordering a wedding cake without knowing how it tastes—risky and unnecessary.
A proper tasting allows you to check that all the food meets your expectations, from passed appetizers during cocktail hour to the dessert served after dinner. It’s also a chance to ask about substitutions, presentation styles, and seasonal menu items. Caterers who do a fantastic job at tastings are more likely to deliver consistent quality on your special day.
Tips for a successful tasting:
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Bring a trusted friend or family member for a second opinion.
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Take notes and photos so you can remember which food items stood out.
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Ask if you can try the best wedding food dishes they recommend for your own wedding or corporate event.
Ignoring Dietary Restrictions
At almost every event, there will be guests who are vegan, gluten-free, dairy-free, or managing allergies. Overlooking dietary restrictions can result in some wedding guests feeling left out or worse, facing health risks.
The key is to gather dietary needs early, ideally when sending RSVPs. Share this list with your catering company so they can prepare options that blend into the entire menu, rather than feeling like an afterthought. A thoughtful vegan option or allergy-safe menu item makes all guests feel included.
Why it matters:
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Keeps your planning process smooth and inclusive.
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Prevents unnecessary stress on the wedding day.
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Ensures everyone can enjoy the best food without worry.
Choosing Based on Price Alone
When you’re managing a tight budget, it’s natural to look for ways to cut costs. But selecting a caterer purely on price can end up costing you more in the long run. A lower quote might mean smaller portion sizes, less experienced staff, or food that doesn’t meet your quality expectations. In some cases, it could also mean hidden fees appear later in the entire process, which can create unnecessary stress right before your special day.
Think about it—if your cocktail hour starts late because the kitchen is short-staffed, or if food items arrive lukewarm instead of hot, the savings won’t feel worth it. It’s also worth remembering that in catering, fresh, seasonal ingredients and skilled preparation make a huge difference in taste.
Better approach:
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Compare what’s included in each quote: staffing, passed appetizers, rentals, setup, cleanup, and wedding cake cutting.
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Ask if the catering services can adapt the menu to suit your budget without sacrificing the best food quality.
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Choose an experienced team that understands how to serve enough meals for your guests without cutting corners.
Not Checking References or Reviews
A polished website and professional photos can make any catering company look appealing. But they don’t tell you how the entire staff performs under the pressure of a live event. Without checking references or online reviews, you risk hiring someone who’s unreliable, slow to respond, or unable to deliver what was promised.
Reviews can reveal valuable patterns. If multiple past clients say the guests raved about the best wedding food and service, that’s a good sign. But repeated mentions of late arrivals, cold food, or unprofessional behavior should be taken seriously. Watch out for negative reviews about hidden fees or unnecessary stress during the planning process.
What to do:
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Check reviews on Google, Yelp, or wedding-specific sites.
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Ask for contact details of at least two past family members or bride clients so you can hear firsthand experiences.
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Pay attention to how quickly and professionally the caterer responds to your questions. Being extremely professional in the early stages is usually a good indicator of your wedding day.
Not Confirming Staffing Needs
Even the best caterer with an incredible menu can’t pull off a flawless event without enough staff. Too few servers means long buffet lines, slow table service, and guests left waiting for refills. It can also delay the opening of the dance floor if dinner service runs late.
Staffing needs vary depending on your service style. A plated dinner requires more staff than a buffet, and stations need attendants to keep food hot and replenish menu items. If you don’t clarify this during the planning process, you may find out too late that the entire staff is stretched thin.
Best practice:
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Ask exactly how many people will be serving, bartending, and assisting in the kitchen.
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Confirm whether they’ll handle setup, cleanup, and coordination with your venue.
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Make sure there’s a lead contact on the wedding day who can oversee timing and service so you can relax and enjoy your special day.
Overlooking the Budget Details
A catering quote might seem straightforward until the final invoice arrives with extra charges you weren’t expecting. Things like glassware rentals, overtime for servers, or additional menu items can quickly add up. If these costs weren’t discussed in advance, you can easily overshoot your budget.
That’s why it’s important to request a fully itemized proposal before signing. Include every possible fee from delivery to gratuities so you can plan accordingly. Keep about 10–15% of your budget aside for last-minute adjustments, such as extra meals for surprise guests or extending the cocktail hour.
Extra tip: If you’re working with a wedding planner, they can help you track these costs throughout the entire process so there are no unpleasant surprises.
Not Deciding on Service Style Early
Your service style shapes the entire menu and the feel of your event. A plated dinner brings elegance, while a buffet is more relaxed. Food stations can be interactive, and family-style meals encourage conversation. Each option has different staffing and timing needs, so leaving this decision too late can limit your menu choices and create logistical issues.
If you want passed appetizers during cocktail hour or a signature dessert served at the table, your catering services need to know early so they can plan the flow of serving and keep enough food available for all guests.
Consider:
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The mood you want for your wedding day or corporate event.
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How quickly do you want to transition from dinner to the dance floor?
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Whether your venue space is better suited for plated meals or buffet service.
Skipping Verification of Licenses and Insurance
Every caterer you consider should have valid licenses and liability insurance. These aren’t just formalities; they protect you if something goes wrong, like a guest getting sick from the food or an accident happening during the event.
Ask for proof of their current health department permit and liability insurance before you sign a contract. If they’re serving alcohol, confirm they have the proper licenses for that as well. Any reputable catering company will provide this without hesitation, and it’s a step that can save you unnecessary stress down the line.
Forgetting Venue Restrictions
Your venue might have rules about outside vendors, kitchen usage, or setup times. Failing to check these early can create last-minute chaos. For example, if the venue doesn’t allow open flames, certain food items might not be possible, or if there’s no on-site oven, your caterer will need to plan differently to keep the food hot.
Some venues require you to choose from an approved vendor list, which can affect your wedding cake or menu choices. Others have strict cleanup deadlines that can affect your entire process. The earlier you clarify these rules with both your venue and caterer, the smoother your wedding day will run.
Conclusion
Avoiding these mistakes will help you plan a smooth, stress-free event where your guests raved about the absolutely delicious food and service.
At Momo Dumplings, our professional catering services bring fresh flavors, reliable service, and attention to detail to every occasion, whether it’s your own wedding, a corporate event, or a private gathering. From passed appetizers at cocktail hour to a custom wedding cake, our team makes sure there’s enough food for everyone and every bite is memorable.