Compare catering quotes: services and costs

1. Give each caterer the same details

To get comparable quotes, send each caterer these details:

• Date, venue and planned serving time
• Guest count and type of event
• Food preferences and serving format, such as a buffet, finger food or a set menu
• Dietary preferences and known allergies or intolerances
• Services needed on site, such as setup, tableware or serving staff

You can include a budget. Specify whether it is per person or for the full catering service and which services it should cover. Mark any details that are still provisional.

2. Compare services and total prices

For each quote, check whether the following items are included, charged separately or left for you to arrange.

Food and quantities

Which dishes and quantities are included for the requested guest count?

Dietary requirements

Which alternatives are included? What can the caterer offer for the allergies and intolerances you have specified?

Delivery and setup

Are travel, delivery, setup and collection included? Which tasks will the caterer handle on site?

Tableware and equipment

Will the caterer provide plates, cutlery, glasses, serving dishes and equipment? Have cleaning and returns been agreed?

Staffing

How many staff are included, for which tasks and for how long? What does additional time cost?

Drinks

Are drinks included? How are drinks, service and any glassware charged?

Price

What is the total price for the same guest count, including taxes and all required extras?

Ask for the price of each extra and how it is calculated, for example per hour or per person.

3. Clarify missing details

If a service you need is missing from the quote, ask the caterer to add it. For example:

Thank you for the quote. Please add the costs for delivery, tableware and serving staff, and confirm the total price for the guest count requested. Please also confirm when setup will be complete and who will arrange collection.

If your guest count may change, ask when you need to confirm the final number and how changes affect the price.

4. Put the services and price in writing

Agree the full scope of services and total price in writing with your chosen caterer. Include the menu and quantities, date, address and who is responsible for each task on site.

Check access to the setup area and the space required. If equipment is needed, agree any power or water requirements with the caterer and venue.