When planning an event, one of the key factors that can make or break the experience is the food.
Guests often remember an event by how well they were fed, which is why it’s so important to choose the right catering menu. But how do you make sure you’re getting the best value for your money? Catering prices can vary significantly depending on several factors, and it’s not always easy to know what’s driving up the cost.
Whether you’re hosting a formal wedding or a laid-back backyard BBQ, here are some important considerations to keep in mind when looking for the right catering menu prices.
1. Event Type and Formality
The type of event you’re hosting plays a huge role in determining what kind of menu you need and, consequently, how much you’ll spend. Formal events, such as weddings, corporate dinners, and banquets, generally require more elaborate dishes and presentations. These types of events often involve multiple courses, plated meals, and a higher level of service, which naturally pushes up the per-person cost. It’s also common for these events to require more staff to ensure smooth service, adding further to the bill.
On the contrary, casual events like birthday parties, family reunions, or outdoor gatherings usually call for simpler menus. Think buffet-style setups or finger foods—both of which are more affordable. The informality of these events means you can get away with fewer servers and less elaborate food, keeping costs down without sacrificing quality or enjoyment.
2. Number of Guests
One of the biggest factors influencing catering menu prices is the number of people you’re feeding. Most caterers price their services on a per-person basis, so naturally, as your guest list grows, so does the overall cost. For instance, feeding 50 people is going to cost much less than catering for 150 guests. That said, catering for larger groups can sometimes be cheaper per person, as some companies offer discounts when you hit certain guest count milestones. This is due to economies of scale, where it becomes more efficient to prepare food in larger quantities.
If you’re hosting a smaller, more intimate event, you might find that you can splurge a little more on higher-end menu items since the overall cost will still be relatively manageable. However, always aim to give your caterer an accurate headcount to avoid over-ordering or under-ordering. Too much food can lead to waste (and extra costs), while too little can leave your guests hungry.
3. Menu Selection and Cuisine Type
The type of food you choose to serve can have a significant impact on catering menu prices. Certain cuisines tend to be more expensive than others. For example, seafood-heavy dishes or gourmet-style offerings usually come with a higher price tag. On the flip side, simpler fare like BBQ or Italian can be more budget-friendly while still delivering flavor and satisfaction.
It’s also worth noting that seasonal and locally sourced ingredients tend to be more affordable. If you’re looking to trim costs without compromising quality, consider working with your caterer to create a menu that features what’s in season. Not only does this support local businesses, but it can also result in fresher, tastier dishes. Additionally, opting for one of the pre-set menus that caterers offer is often more cost-effective than designing a custom menu from scratch.
4. Service Style
The way food is served at your event can also impact catering menu prices. If you’re envisioning a formal sit-down dinner where each course is served individually to seated guests, be prepared to pay more. This option requires a larger staff to ensure smooth and timely service, which adds to the overall cost. Plated dinners are usually the priciest option, but they’re perfect for creating a refined, elegant atmosphere.
For a more budget-friendly option, consider a buffet. With buffets, guests serve themselves, so you won’t need as many servers on hand. While buffets can be a great way to save on labor costs, keep in mind that food waste can sometimes be an issue, especially if portions are overestimated.
Another option is family-style service, where large platters of food are placed on each table for guests to share. This falls somewhere between the cost of a plated dinner and a buffet, offering a more personal dining experience without requiring the same level of staffing.
5. Additional Fees to Consider
When budgeting for catering, don’t forget to factor in any additional fees that might not be included in the initial quote. Service fees, for instance, can range from 15% to 25% of the total bill and cover the cost of the staff setting up, serving, and cleaning up after the event. If your event is taking place far from the caterer’s base, you might also be hit with a delivery fee.
Rental fees for tables, chairs, cutlery, and linens are another expense to keep in mind. Some caterers include these in their packages, but others charge separately. It’s always a good idea to clarify what’s included upfront so you’re not surprised by hidden fees later on. And don’t forget taxes and gratuities, which can add up quickly.
6. Dietary Restrictions
Dietary restrictions are another important consideration when selecting your catering menu. Whether it’s vegetarian, vegan, gluten-free, or allergen-friendly options, accommodating these requests can sometimes increase costs. Some caterers charge extra for specialty meals, especially if they need to prepare separate dishes.
A more cost-effective solution might be to create an inclusive menu that naturally caters to a variety of dietary needs. For example, a BBQ spread that includes plenty of vegetable sides, gluten-free options, and plant-based proteins can make everyone happy without requiring multiple, separate menus.
7. Event Duration
The longer your event, the more food and drinks you’ll need to provide. If your event spans several hours, you might need to offer additional courses like appetizers, snacks, or desserts in addition to the main meal. For events with open bars, the length of the event will also affect how much you need to budget for alcohol.
One way to manage costs is by limiting the drink options or only offering the bar for a set period. Alternatively, you can go with a “beer and wine only” bar to keep things affordable.
8. Tastings and Consultation Fees
Before making your final decision on a caterer, you’ll likely want to attend a tasting session to sample the food. Some caterers offer free tastings, while others charge a fee, especially if you’re requesting a custom menu. Additionally, if your event requires special planning or unique requests, there may be consultation fees involved.
9. Reputation and Quality
Lastly, while catering menu prices are important, don’t forget about quality. Going with the cheapest option might save you money upfront, but poor food and service can leave a lasting negative impression on your guests. It’s worth investing in a caterer with a solid reputation for delivering high-quality food and reliable service. Look at reviews, ask for references, and, if possible, attend an event where they’re catering to see their work in action.
Frequently Asked Questions
Below are some commonly asked questions to consider:
1. Can I adjust the menu after I book the caterer?
Yes, many caterers allow adjustments, but changes close to the event date may incur additional costs or availability issues.
2. Do I have to tip the catering staff?
Tipping is often appreciated but not always required. Some caterers include gratuity in the bill, while others leave it up to you.
3. How do I ensure the caterer’s hygiene standards?
Check if the caterer is licensed and insured, read reviews, and ask about their health and safety practices. Many reputable caterers also have certifications in food handling and hygiene.
Book the caterer with the right catering menu prices
By taking all these factors into account, you’ll be well-equipped to choose a catering menu package that meets your needs and budget. Make sure to speak with and research multiple caterers in your area until you find the perfect one—happy hunting!
