Catering: Compare menus, arrangements and total cost
Catering can mean delivered platters or a meal with staff on site. Similar per-person prices may include different services. Describe the food and intended schedule first, followed by staffing, equipment and logistics. This makes it possible to compare the least expensive suitable overall arrangement that meets your quality and timing requirements.
Define what you need
An appetiser reception before dinner needs different portions from a substantial reception that replaces a meal. State whether the catering must provide a full meal. Breakfast, refreshments, a buffet and a multi-course menu are different requirements.
Specify whether you need food delivery alone or setup, service and clearing as well. Hiring waiting staff, a private chef or a bar without food may be a separate job. When several suppliers are involved, establish who coordinates the schedule and provides equipment.
Choose a format that suits the schedule
The format affects space, tableware and working arrangements as well as the menu. A buffet needs an accessible serving area; a seated meal requires coordinated seating and timings. Circulating service can suit guests who mingle, provided there are suitable routes and enough staff.
Use the same guest count and service period for an alternative quote. Compare a staffed buffet with a staffed seated meal rather than food delivery without service. A simple setup may also work when the hosts and venue deliberately take responsibility for the remaining tasks.
| Format | Clarify in the quote |
|---|---|
| Food delivery | Portions, packaging, handover and tasks you handle |
| Buffet | Space, replenishment, hot holding and clearing |
| Seated meal | Courses, seating and service time |
| Circulating service | Sequence of servings, routes and staffing |
Plan guest numbers and portions
State the planned number of everyone who needs food, including children, accompanying guests and helpers whose meals are included. Briefly describe groups receiving different menus or portions. Guest numbers, seating capacity and ordered portions need not be identical.
Agree when the final order quantity must be confirmed and what later changes would mean. A reserve should have a clear purpose, quantity and cost. Ask which increases or reductions are still possible instead of ordering unsuitable amounts just in case.
Agree menus and allergen information
A brief indication of preferred food is more useful than a lengthy fixed menu. Clarify vegetarian or vegan options and relevant intolerance requirements without identifiable health information. Describe the options needed in the initial enquiry; detailed arrangements can follow directly with the provider.
In Switzerland, food offered without prepackaging is also subject to information requirements. Allergen declarations are generally written; oral information is possible under certain conditions. Agree how guests can obtain information and who can answer on site. A menu description does not guarantee that unintended contact with allergens is excluded.
Compare total cost rather than menu prices alone
A useful quote specifies quantities, included services and separately charged items. Check minimum orders, staff time, transport and equipment costs. Compare the complete arrangement for the same occasion, including work that you or the venue would have to undertake.
Unknown extras and your own labour are not automatically free. Ask what may trigger additional charges, such as extended service, extra journeys or missing hired equipment. Fixed packages and charges for actual work can be compared once the scope, units and limits are clearly described.
| Cost item | Basis for comparison |
|---|---|
| Food | Menu, portions and included accompaniments |
| Staff | Tasks, attendance time, setup and clearing |
| Equipment | Quantities, cleaning, damage and collection |
| Transport | Delivery, access, waiting and return journey |
| Changes | Order deadline, additions and cancellation |
Check practical venue conditions
Check unloading, the distance to the setup area, stairs and lifts. An existing kitchen is not automatically suitable for the planned preparation. Describe known refrigeration, water, power and storage facilities; the caterer can clarify technical uncertainties with the venue.
For an outdoor event, plan for weather, protected serving and storage. Agree who provides, installs and cleans the facilities. The provider should arrange food handling for the actual menu and schedule; hosts do not need to make technical hygiene assessments.
Arrange service, handover and collection
Record the event date, intended meal times and delivery window. Service time is not necessarily the staff’s entire working time: preparation, travel, setup and clearing may be additional. Ask how these periods are treated in the quote.
For delivery without staff, be particularly clear about handover, storage and returns. Agree who receives the food, operates serving equipment and makes collection possible. Decide how leftovers and reusable equipment will be handled rather than assuming safe storage or later collection.
Book with a clear brief
The first enquiry needs the format, planned guest count, desired service, location, date and a brief menu and equipment description. An anonymous quantity breakdown helps with multiple menus. Identifiable allergy lists, payment details and private guest information do not belong in this initial quote enquiry.
Then request a written quote with alternatives and clear responsibilities. Check the following points before confirming the suitable overall arrangement. A quote becomes comparable once open items and the venue’s responsibilities have been clarified.
- Order. Menu, guests, alternatives and final order deadline agree.
- Services. Staff, equipment, delivery and collection have assigned responsibilities.
- Billing. Inclusions, extras, changes and cancellation are clear.
Frequently asked questions
Does catering always include everything?
No. Food, staff, drinks, equipment and transport may be separate items. Have the requested scope explicitly confirmed.
How can I compare per-person prices?
Use the same guest count, menu scope and service duration. Include extras and minimum orders in the total comparison; one universal event price is not reliable.
Must the guest count already be final?
Provide the planned count for an initial quote. Agree when it becomes binding and how later increases or reductions are charged.
Can I provide my own drinks?
This depends on the provider and venue. Clarify cooling, glasses, serving, collection and possible charges; providing drinks does not automatically cover these tasks.
How should allergen information be handled?
Describe required options initially without individual health records. Then agree ingredient information, how potential contact will be handled and who will answer guests’ questions.
Who handles clearing and returns?
These tasks need to be agreed. Check collection timing, cleaning requirements, missing items and damage charges even for delivery without staff.
