How do I compare two catering quotes?

Start with the real question: what’s the all-in cost per guest?

Before you compare menus, convert both proposals to the same unit: an all-in per-guest total based on your planned headcount.

Look for the *same* pieces in both quotes: food, service style (drop-off vs full-service), staffing, delivery/setup, rentals (tables/chairs/linens), and any drinks. If one quote includes more, it may be the better deal even if its food line looks higher.

Tip: ask both caterers to show the price as (a) per-guest food, (b) per-guest service/gratuity (if used), and (c) any separate fees that don’t scale with headcount (like a rental or delivery minimum).

• If one quote is “per person” and the other has a package price, ask both for an equivalent per-guest breakdown.
• Use your *rough guest count* first, then re-check once you have a final count—some fees have minimums.

Compare apples to apples: the service style changes everything

Two quotes can look wildly different just because the service style is different. “Drop-off” generally costs less than full-service because the caterer isn’t staffing the event, refilling items, or managing setup/cleanup.

Common service styles to compare:
- Drop-off: food delivered, you handle setup.
- Drop-off + setup: they help with some setup, sometimes limited service.
- Food stations: staff may be needed to keep lines moving and ensure safe food handling.
- Plated/full-service: staffing and timing are usually highest.

If one quote is full-service and the other is drop-off, don’t call the higher one “overpriced.” Instead, decide what you truly want your guests to experience—and compare quotes within the same service level.

• Ask: What exactly do you do on-site (setup, serving, refills, cleanup)?
• Ask: Who provides what (tables/chairs/linens/chafing pans/utensils/garbage bags)?

Know typical catering cost ranges (so you can spot surprises)

Catering pricing varies by city, day of week/season, menu complexity, guest count, and what’s included (and whether drinks are included). Still, here are helpful planning ranges you’ll often see in the US—these are not quotes, just a reality check.

Rough per-guest ranges (food + basics, *before* any heavy extras):
- Drop-off simple food (tacos/buffet trays, basic sides): about $12–$35 per person
- Drop-off with upgraded menus/sides or more premium items: about $25–$60 per person
- Food stations or casual buffet with more variety: about $35–$90 per person
- Plated meals (multiple courses) and higher-touch service: about $70–$160+ per person

Service charges and gratuity (sometimes listed separately) can add more. Staffing for servers/bartenders and rental items can also change the all-in number fast. For a more complete cost overview, see catering costs and what drives them.

• Season + day matter: weekends and holidays often cost more.
• Guest count matters: smaller events can have delivery/setup or minimum fees that make per-guest higher.

Read the fine print: minimums, deadlines, and the “extra lines”

The fastest way to compare two quotes is to list every line item from each proposal—then ask what’s missing. Many surprises come from requirements that aren’t part of the headline food price.

Common fine-print items to look for and compare:
- Food-and-beverage minimums (especially if alcohol is included)
- Service charge/gratuity (sometimes a % and sometimes a fixed amount—either way, it changes the all-in total)
- Staffing and bartender fees (servers, bartenders, event captains)
- Delivery and setup fees (and what “setup” includes)
- Rentals (tables, chairs, linens, dishes, chafers, heaters)
- Cake-cutting fee or corkage (if you bring your own cake or drinks)
- Overtime fees (if the event runs past a set end time)
- Deposit amount and payment schedule
- Final headcount deadline (changes can raise cost)
- Cancellation terms and whether deposits are refundable

• If you don’t see a line for delivery/setup, ask where it’s included—or if it’s waived under a minimum.
• If drinks aren’t listed, ask: Are drinks included, or is this “food only”?

Questions to ask each caterer (use the same list for both)

To compare fairly, ask the same questions in the same order. If the answers don’t line up, that’s information—not an issue you must ignore.

Use this checklist when you talk through the two proposals:
- What is included in the per-guest food price?
- Is the quote based on buffet, stations, or plated service?
- What are the staffing numbers and roles (servers, bartenders)?
- What’s the delivery time window, and who handles setup and cleanup?
- Are rentals included (tables, chairs, linens, plates, utensils, chafers)?
- Are drinks included? If alcohol is planned, what’s the bar setup and bartender fee?
- What’s the food portion size and menu plan (vegetarian/halal/kosher options)?
- What are the minimums and final headcount deadline?
- What additional fees apply for overtime, cake-cutting, corkage, or special service?

Warm truth: if a caterer can’t explain what’s included clearly, it’s harder to keep costs predictable. You want clarity—not just a tempting price.

• Ask for the final invoice format: does the caterer itemize rentals, staffing, service charge, and overtime?

Decide with confidence: sample if you can, and confirm everything in writing

If either caterer offers tastings, it can be worth it—especially when you’re choosing between two similarly priced options. But keep it practical: taste the food and also ask how they’ll run your event (timing, station refill, plated service flow).

When you’re ready, confirm the details in writing before paying a deposit or signing anything. You’re looking for the same menu, the same service style, the same staffing plan, and the exact fee schedule.

If you want more options to compare, Tablefare is a free matching service that connects you with caterers near you for quotes. Start here: get matched with caterers. For other planning help, browse guides.

• Make sure your contract mentions delivery/setup, staffing, and what happens if headcount changes.