Comparing Catering Quotes: What the Total Should Include

Give every caterer the same starting brief

Send the date, postcode, venue, expected guest numbers and food-service plans to every supplier you are comparing. Explain whether the food is a main meal, evening food or something alongside another meal. Identify any separate groups, such as children, evening-only guests or suppliers you have agreed to feed.

Tell each caterer which details are confirmed and which are estimates. If one quote assumes a single serving period and another allows for separate groups arriving later, the prices are describing different jobs. Get those assumptions aligned before comparing the totals.

Include known dietary requirements and the service you want: delivered food, guests collecting from a serving point, or an attended meal. Ask the caterer to state the proposed arrangement in writing rather than relying on the package name.

Check what the menu description actually includes

Look beyond the dish names. Ask how the food will be served, which menu choices are included, and whether sides, dessert or drinks form part of the quoted meal. Check whether guests are choosing individual meals or sharing food from an agreed menu.

A delivered grazing platter and a table that is set up, replenished and cleared by staff involve different levels of service. Likewise, hiring a cart may involve equipment only or an agreed supply of food and serving items. Record the actual contents and responsibilities rather than assuming two similarly named packages match.

Make sure agreed dietary arrangements are reflected in the proposal. If an option still needs confirmation, mark it as an open question so it is resolved before the booking is finalised.

Print or copy this catering quote comparison sheet

Write each supplier's answer in its column. If an item is not mentioned, put 'not confirmed' rather than treating it as included. Add a separate note for any extra cost you still need to obtain.

Build a comparable total

Start with the quoted total, then add the necessary items that the quote excludes and that you would otherwise have to arrange. Keep optional extras separate. If you do not yet know the cost of something essential, show it as unknown rather than entering zero.

For example, imagine that one proposal includes serving staff and hired plates while another covers food only. You cannot identify the cheaper complete option until you know whether you need those services and what providing them separately would cost. This is a comparison example, not a statement about either supplier's quality.

Ask whether the quote includes applicable VAT, whether any minimum charge applies, and how a change in guest numbers affects the total. GOV.UK guidance on where VAT appears explains that public price lists normally show VAT-inclusive prices, while material aimed at businesses may show prices with and without VAT. A per-person calculation can be misleading if different groups have different meal arrangements or if a minimum charge still applies. Compare the event totals on the same assumptions first.

Separate service time from the team's time on site

Arrival, setup, food service, clear-down and collection are different parts of a catering visit. Ask for the agreed food-service start and finish, and confirm how the other work fits around your venue access. Do not assume an arrival time is the time food will be ready.

Check what the quoted staff will do. Serving food does not automatically describe drinks service, table clearing or cleaning the venue kitchen. Ask who handles each job that matters to your event and record anything you or the venue must provide.

If the event timetable changes, establish who can agree a revised plan and whether extra time could involve an additional charge. Knowing the process in advance makes the day easier to manage.

Read the terms alongside the price

Check the deposit, balance dates, quote expiry and when a booking is confirmed. Read the conditions for changing guest numbers, menu choices, timings or location. Ask for clarification if the quote and the booking terms appear to describe different arrangements.

Look at cancellation and postponement terms before paying, and keep the version you accepted. If an important promise was made in a conversation, ask for it to be included in the written confirmation. The relevant details are the terms agreed for your booking; do not assume another caterer works in the same way.

Choose the quote that fits the event

Once the costs are comparable, look at the proposed service. Does it feed the right people at the right point in the day? Are the remaining jobs realistic for your venue and hosts? Are the questions you raised answered clearly?

You do not need the most elaborate package. You need one whose menu, service and responsibilities match your plans. Keeping a short list of unresolved questions beside the totals makes it easier to see whether a quote is ready for a decision.

Request a Fables quote with the useful details

For a Fables Catering & Events enquiry, include your date, postcode, estimated guest numbers, event type and preferred food or service. Add your proposed serving times and anything you already know the venue will provide.

Explore our menus, then request a catering quote. Use the sheet above to record the agreed inclusions and any details still to be confirmed for your event.