General

How soon should we book our caterer?
The earlier, the better. We book quickly during peak months and have a limited capacity for events each day. Popular dates can fill 12–18 months in advance, especially during busy seasons. For smaller events or off-peak dates, 3–9 months may be sufficient, but we always recommend reserving as soon as possible.

Can you accommodate last-minute orders?
We will always do our best to accommodate last-minute orders based on product availability, staffing, and our event schedule. Due to the nature of our business, menu options may be limited on short notice, and some dates may already be fully booked.
Whenever possible, we recommend providing advance notice so we have adequate time to prepare and schedule staffing.

How do I secure my event date with you?
A non-refundable, non-transferable booking retainer is required to reserve your event date and secure our services. Dates are not held or considered confirmed until the retainer has been received. This retainer will be applied toward your final invoice balance.

Retainer amounts are as follows:
$150 for pickups and deliveries 
$500 for staffed events 
$750 for weddings 
$1,000 for large events with over 300 guests

What are the steps to booking an event with The Chef and I Catering?
1. Inquiry & Initial Consultation
Contact us to check availability for your event date and share details about your event, including the type of celebration, venue, estimated guest count, menu preferences, service style, and any special requests. Our team will review your vision and discuss the best options for your event.

2. Event Proposal & Menu Planning
We will prepare a customized Banquet Event Order (BEO) / Event Confirmation outlining your event details, menu selections, pricing, and service package. Menus and services can be tailored to fit your preferences, budget, and event needs. During this stage, we will also gather your estimated timeline and important scheduling information.

3. Reserve Your Event Date
To officially secure your event date, a signed catering agreement and booking retainer are required.

4. Final Guest Count & Event Details
Final guest count, timeline updates, and all remaining event details are due 14 days prior to your event date.

5. Final Payment
The remaining balance is due 7 days prior to your wedding or event unless otherwise outlined in your agreement.

6. Event Day Service
Our team will manage the setup, food service, staffing, and cleanup services included in your contract, allowing you to relax and enjoy your event.

Do you offer tastings? / Can we come for a tasting before booking?
At this time, tastings are offered primarily for wedding clients. Because our calendar remains busy with event production throughout the year, our team focuses on preparing and executing booked events at the highest level.

Exceptions may be made for larger events such as corporate functions, galas, or other high-volume/custom events at our discretion. For most other events, sample purchases may be available upon request.

We are happy to discuss tasting availability once your event details and service needs are reviewed. In the meantime, we encourage you to explore our testimonials and online reviews to hear about past client experiences with The Chef and I Catering.

Why do you charge a non-refundable booking retainer?
We require a non-refundable, non-transferable booking retainer to secure your event date and commit our team, staff, and resources exclusively to your event. We operate with a set capacity for each date, and once that capacity is reached, we are unable to accept additional bookings.

When your date is reserved, we turn away other inquiries and begin planning, coordination, and preliminary preparations on your behalf. Because these opportunities and efforts cannot be recovered if an event is canceled or moved, the retainer helps offset those costs and protects our availability for confirmed clients.

The retainer is applied toward your final balance, so it is not an additional fee, but a commitment to your event.

When is my final payment due?
Your remaining balance, less your booking retainer applied toward the final invoice, is due 7 days prior to your event. Payments are not accepted on the day of the event. Please note that all retainers and payments made are non-refundable.

What payment methods do you accept?
We accept cash, check, and most major credit cards. For corporate clients, we also accept EFT/ACH payments when applicable.
All electronic payments are processed securely through our online payment portal. For your protection, we do not manually handle or store credit card information.

Please note that credit card payments are subject to a 3% convenience fee.

How much is the sales tax and what if I am tax exempt?
A 7% Pennsylvania sales tax will be applied to all taxable services. We operate out of Allegheny County, which is why the applicable tax rate is 7% rather than the standard 6% state rate.

If you are a tax-exempt organization, a properly completed Pennsylvania REV-1220 Exemption Certificate must be provided prior to the event in order for the exemption to apply.

Why do you charge a setup fee for deliveries and attendant events?
Our setup fee covers the labor, equipment, and supplies needed to properly deliver and present your event. This includes delivery and buffet setup, disposable dinnerware, plasticware, serving utensils, wire chafing racks with fuel, and paper napkins.

Deliveries involving stairs, long distances, or difficult access may require additional staff.

Equipment and Supply Fees (within 30 miles):
15% for events with 99 guests or fewer 
10% for events with 100+ guests 

Delivery Fee:
$40 per trip to cover vehicle and transportation costs within 30 miles 
Please inquire about delivery fees for locations beyond 30 miles 

Please note, setup fees are not assessed for full-service events, as those services are covered under our Event Production Fee.

What is the Event Production Fee?
A 21% Event Production Fee is applied to full-service events requiring on-site staffing and service. This fee covers the cost of bringing the restaurant to you, including planning, coordination, staffing, equipment, transportation, administrative support, and overall event execution.
For select service styles—such as attendant events—the Event Production Fee may be waived, and an hourly staffing rate per server or attendant will be applied instead.

This fee is not a tip and is retained by the Caterer to cover operational expenses.

Is a tip included on the invoice?
Tips for service staff is not automatically included in your invoice. If you choose to add a tip—either in advance or during the event—100% of it is distributed directly to the staff working your event. We do not retain any portion of the tips. While tipping is never required, it is always greatly appreciated. Please note that the production fee is an operational charge and should not be considered a tip.

Should you have any questions, please feel free to inquire.

Do you offer kid-friendly options?
Children typically dine from the selected event menu; however, we can offer dedicated kid-friendly meal options upon request for an additional charge.

When is the final guest count due?
The final guest count is due 14 days prior to your event date.

How much food do you prepare and how are portions handled?
We follow industry-standard portioning and prepare one full serving of each menu item per guest. For example, if both chicken and beef entrées are on the menu, we prepare a portion of each for every guest—so no selections are required.

In many cases, we can accommodate second servings for a limited number of guests. We also include meals for our staff, which are prepared by our kitchen as part of the overall production.

Can we provide our own desserts, and do you charge a cutting fee?
Yes, you may provide your own desserts. We do not charge a cake-cutting fee.

For wedding events, we provide disposable plates and forks for cake service unless an upgraded service option is requested. For other events, clients are asked to provide their own disposable dessertware, and our staff will cut and serve the dessert as part of service when applicable.

Can I bring my own food to the event?
All food served at the event must be prepared and provided exclusively by The Chef and I Catering, unless otherwise approved in writing. The Client may provide cold beverages (both alcoholic and non-alcoholic), as well as cakes, cookies, and desserts, unless restricted by the venue.

Any additional outside food items must be approved by The Chef and I Catering in advance and prior to the execution of this Agreement. Exceptions may be granted if The Chef and I Catering is unable to prepare or reasonably procure certain specialty items, or in cases of severe allergies, provided all arrangements are agreed to in writing by both the Client and the Caterer.

What are your hours of operation?
Our office hours vary based on the catering event schedule. It’s advisable to make an appointment if you plan to visit the office. We are considered off premise caterers and at times we are away from the office and kitchen. appointments. We can be reached by email at [email protected] or by phone at 724-295-2400. Let us know a good time to reach you and our team will reply within the next two business day.

What are your days of operation?
We caterer 7 days per week (Sunday thru Saturday) and some holidays. Please inquire by phone or email regarding our availability.

When will you arrive for my delivery or attendant event?
Depending on the size and complexity of your event, we typically arrive 60–90 minutes prior to meal service and prefer to be set up before guests arrive whenever possible. In some cases, based on delivery windows, we may arrive closer to service time and can complete setup in 30 minutes or less.

Arrival and service times will be listed on your Banquet Event Order (BEO) / Event Confirmation.

Do you need access to a kitchen for food preparation?
The Caterer is able to provide services in a variety of indoor and outdoor settings, provided the location offers safe and suitable working conditions for both guests and staff. For outdoor events, buffet and service areas should be placed in a covered or sheltered space to protect food and equipment from weather and environmental exposure.

If the venue does not have a functional kitchen or prep area and the menu requires on-site cooking or finishing, a temporary kitchen setup may be required. This can include additional equipment, tents, or cooking stations.

The Caterer may conduct a site visit to assess logistical needs. Any required rentals, equipment, or setup costs will be itemized and included in the final invoice.

How do you handle allergies?
We make every effort to accommodate allergies when notified in advance. However, all food is prepared in a shared kitchen where common allergens are present, so we cannot guarantee a completely allergen-free environment.

Due to off-site preparation, we are often unable to make changes on the day of the event. Guests with severe allergies should take appropriate precautions, and clients are responsible for informing us of any dietary restrictions prior to the event.

Will you set and clear the tables?
For full-service events, yes—our staff will handle table setting and clearing as outlined in your service package.

For attendant-style events, service is more limited and we generally do not pre-set place settings unless specifically requested; however, flatware and napkins are typically placed at the buffet for guest self-service. We will clear tables after dinner service as needed, pending staff availability.

For delivery/drop-off events, we provide the agreed-upon disposable flatware and napkins but do not clear tables, as staff depart after buffet setup is complete.

What size groups can you cater for? 
We cater events ranging from a minimum of 35 guests up to 1,000 guests.

How long does a typical service take from start to finish?
Service times vary based on guest count, event size, service style, and event flow. Our goal is to serve your guests efficiently while maintaining a smooth and enjoyable experience.

For buffet service, most guests are served within a relatively short timeframe, and the buffet typically remains open for approximately 15–20 minutes after the last guest has gone through the line. In most cases, buffet service is completed within one hour or less.

What is your leftover food policy?
For food safety and liability reasons, we recommend discarding any leftover food at the conclusion of the event due to risks related to time, temperature control, and transportation.

If clients, family members, or guests choose to remove leftover food from the venue, they do so at their own risk and responsibility. By taking possession of any food, they release and hold harmless The Chef and I Catering, including its owners, employees, and agents, from any liability related to foodborne illness, spoilage, contamination, or spillage once the food leaves our control.

All leftover items are accepted and transported at the client’s risk. It is the client’s responsibility to ensure proper handling, storage, and transportation. The Chef and I Catering is not liable for any issues arising after the food has been released.

Please refer to your contract for full details and policy specifics.

What does your staff wear?
For most events, our staff wears professional black uniforms with branded attire, typically including black pants, a black logoed shirt, and an apron.

For full-service or more formal events, staff may wear upgraded service attire such as button-down shirts and enhanced uniform presentation.

In outdoor settings or extreme heat, staff may wear logoed T-shirts for safety and comfort unless otherwise directed.

Can you provide references?
Absolutely. We understand that choosing a caterer is an important decision, and many clients want to hear from others before booking. Word of mouth and client feedback are some of our best forms of advertising.

We invite you to review our testimonials and online reviews to hear about past client experiences with The Chef and I Catering. We are committed to making your event a success.

What is your vendor meal policy?
Please refer to your Catering Agreement and Event Confirmation for the specific vendor meal details applicable to your event.

Most vendors appreciate being provided a meal, and we strongly recommend including them in your final guest count when appropriate. Vendor meals may include DJs, photographers, videographers, planners, venue staff, security personnel, drivers, and similar event professionals.

Meals for Caterer’s staff are provided by the Caterer and do not need to be included in your count.

Can you accommodate dietary restrictions?
Absolutely. We regularly prepare vegetarian, vegan, gluten-free, dairy-free, and other allergy-friendly options. Most of our menu items—excluding many breads and pastas—are naturally gluten-free.

Please note that specialty meals or dietary accommodations may incur additional charges, and a special meal preparation fee may apply. The Caterer must be notified in advance of any dietary restrictions, as specialty items are typically prepared off-site in our kitchen and may not be available for last-minute accommodation on event day.

Do you handle rentals like linens, china, tables, or chairs?
We offer select rental items, including linens and tableware such as china, glassware, and flatware.

We do not provide tables or chairs, but we are happy to recommend local rental companies for those items. Please note that clients must provide all tables needed for buffets, stations, dessert displays, and similar setup areas unless otherwise arranged.

What color linens and napkins do you offer?
We offer white, ivory, and black linens for a nominal charge, though select event packages may include standard linens as part of your inclusive package.

Napkins are available in a variety of colors—please inquire for a current napkin swatch or color selection guide.

Colored and/or textured fabric table linens may also be available as an upgraded rental option upon request.

Do serving utensils, flatware, and paper napkins come with my order?
In most cases, yes. Serving utensils, disposable flatware, and paper napkins are included with most delivery and staffed orders.

These items are typically not included with pickup or à la carte orders, but may be purchased separately if needed.

What is your order minimum?
Menu pricing is based on a minimum of 35 guests. Orders below this minimum are subject to a $30 administrative and preparation fee. We are unable to accept catering orders for fewer than 20 guests.

Please note that Saturday events during peak wedding season require a $500 minimum order. Exceptions may be considered based on the date and circumstances—please inquire with our team.

I have a pickup order—how should I transport the items?
Depending on the size of your order, we recommend using a larger enclosed vehicle with flat, level surfaces for transport. You may also want to place protective coverings down to guard against heat, leakage, or potential spillage. If hot boxes are rented, please ensure your vehicle has adequate space, as they are large in size.

All pickup orders are transported at the client’s own risk. It is the client’s responsibility to ensure the order is properly secured during transit. The Chef and I Catering is not responsible for any damage, spillage, shifting, temperature loss, or presentation issues once the order has been released.

What if I don’t see a menu item listed or would like a custom family recipe?
No problem. You can work with our team to create a custom menu, and in most cases, we can accommodate special requests, family recipes, or menu items not currently listed.