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How to compare catering quotes

Line by line, so the cheaper quote is really the cheaper one.

By TopCaterers editorial team · · 5 min read

Put every quote in the same format: food, staffing, rentals, delivery or travel, service charge, gratuity, tax, and any minimum. Check that each one assumes the same guest count, service style and hours, then compare the totals, not the per-person headline. Finally, compare the terms: deposit, payment dates, headcount deadline and cancellation policy.

Make sure they quote the same event

Before comparing prices, check each quote assumes the same guest count, service style, serving time and length of service. If one caterer quoted a buffet and another a plated dinner, you are comparing different events.

Line up the costs

LineWhat to check
FoodPer person or per tray? Which courses, sides, desserts and drinks are included?
StaffHow many, for how many hours, and the cost if the event runs over.
RentalsPlates, cutlery, glassware, linens, tables, warmers. Included, extra, or your responsibility?
Delivery or travelA flat fee, by distance, or included?
Service chargeWhat it covers, and whether any of it goes to staff.
GratuityIncluded, suggested, or left to you?
TaxApplied to food only, or to the service charge too?
MinimumsA minimum spend or guest count, especially on peak dates.
Other feesCake cutting, bar setup, cleanup, trash removal, late-night food.

Compare totals, not headlines

A low per-person price with staff, rentals and a service charge added can end up above a higher price that includes them. Add each quote up to an all-in total for your guest count, then compare.

Then compare the terms

  • Deposit amount, and whether it is refundable.
  • When the balance is due.
  • The deadline for the final headcount, and what changes are allowed after it.
  • Cancellation terms on both sides.

Beyond price

Responsiveness, reviews, experience with your venue and how well they handled your questions all count. If two quotes are close, pick the caterer you would rather deal with on the day. More in how to choose a caterer.

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