What to Ask a Boba Catering Company Before You Book

What should you ask a boba catering company before you book?

Ask about pricing structure, staffing, setup requirements, and insurance, in that order, before you hand over a booking fee for your wedding, quinceanera, or shower.

Booking any catering vendor sight unseen is a risk. Booking a newer or smaller mobile vendor without asking the right questions is a bigger one. None of these questions are gotchas. A vendor worth booking will answer all of them without hesitation.

What's the full pricing breakdown?

Ask whether the quote is truly all-in, meaning the flat service fee, per-guest rate, cups, lids, straws, napkins, ice, and travel within a set radius are all included, or whether any of those get billed separately later. A vendor should be able to hand you one number, not a number plus a list of surprises. If they can't break down what the flat fee actually covers, that's a sign the pricing hasn't been thought through carefully.

What's the guest minimum and how does the per-person price scale?

Ask what the minimum guest count is and how the per-guest cost changes as your headcount goes up or down. Smaller events carry more of the flat fee per person, so a 50-guest event costs more per head than a 150-guest one running the same package. A vendor who can explain this clearly, with real numbers, understands their own pricing model.

How much space and power do you need?

Ask for the exact footprint and power requirements before your venue walkthrough, not after. A typical mobile boba setup needs about 8x6 feet of flat ground and a standard outlet within 50 feet. If your venue has a tricky layout, an outdoor space with no nearby power, or a tight indoor room, this question needs answering weeks before your date, not the week of.

Are you insured?

Ask directly, and ask for a certificate of insurance if your venue requires one, which many DFW venues do for any outside vendor. A legitimate mobile catering business should have insurance and be able to produce proof of it without friction. If a vendor hesitates or seems unfamiliar with the request, that's worth noting.

What's your staffing plan for my guest count?

Ask how many bobaristas will be working your event and what guest count and service window triggers a second one. One bobarista handles 60 to 80 drinks an hour, and we plan on 65, so one covers up to 100 guests, or 65 drinks per hour of service, whichever is smaller. If your vendor hasn't asked about your guest count and timeline before offering a staffing plan, they're guessing.

What happens with booking fees, balances, and date changes?

Ask what percentage holds your date, when the remaining balance is due, and what happens if your guest count shifts between booking and event day. A 25% booking fee and a balance due one week out is a standard, workable structure. Get this in writing, not just in conversation.

Can I taste the product first?

Ask whether a tasting is offered before you commit to a package size or flavor lineup. A complimentary tasting lets you confirm quality and pick flavors with confidence instead of choosing off a menu description alone.

What's the single biggest red flag in these answers?

Vagueness. A vendor who answers every one of these questions specifically, with real numbers and clear policies, has done events like yours before. A vendor who answers in general terms, or who seems annoyed by the questions, is telling you something about how responsive they'll be if something goes wrong on your actual day.

The Boba Bar Experience answers all of these before a booking fee changes hands, because a couple, quinceanera family, or shower host planning a day that matters shouldn't have to chase down basic logistics after they've already paid. Bring this list to every vendor conversation you have, not just this one, and book the one who answers it without flinching.