Cocktail reception, buffet, culinary stations, or seated meal: the service style dictates the ambiance of your event, its timing, and the required staff. A seated meal for 100 guests typically requires one server for every ten people and demands a precise schedule, whereas a cocktail reception encourages movement and conversation but necessitates more pieces per person (plan for 18 to 24 pieces to replace a full dinner). A buffet, often seen as economical, actually requires 10 to 15% more food because guests serve themselves freely. Also specify the key moments: a standalone cocktail hour, a full meal, or both. Without this preliminary definition, the quotes you receive will simply not be comparable – this is the primary reason for unexplained price discrepancies between caterers, long before product quality comes into play.
Never sign a catering contract without a prior tasting: it's the only reliable way to assess the true quality of the products, the cooking, seasoning, and plate presentation. Be wary of a caterer who refuses a tasting or charges a high price for it without deducting it if you sign – most reputable companies offer it for free or reimburse it upon booking. Ideally, organize it under realistic conditions: the same dishes as your prospective menu, the same plating, and if possible, with the decision-makers present. Use this opportunity to evaluate what can't be tasted: responsiveness to feedback, ability to adjust a recipe, transparency about product origin, and the proportion of homemade items. A successful tasting should both excite you AND reassure you about consistency: ask how quality is maintained when the kitchen scales from serving 2 to 150 guests.
A professional caterer must seamlessly manage allergens (the 14 major allergens legally required to be declared in Europe), vegetarian and vegan diets, religious prescriptions (halal, kosher), and children's menus. Ask precise questions: are substitute dishes prepared with the same care as the main menu, or are they just a simple plate of vegetables? How does the kitchen prevent cross-contamination for severe allergies? Are vendors (photographer, DJ) fed, and at what cost? Plan to collect dietary requirements in your RSVP cards – approximately one in ten guests now has a restriction – and provide the consolidated list to the caterer two to three weeks before the event, along with a seating plan indicating each special menu. On the day of the event, each server should know who receives what without having to ask aloud.
Logistics make the difference between a beautiful menu and a successful reception. First, check the kitchen facilities available at your venue: a fully equipped kitchen, a simple catering space, or nothing at all – in the latter case, the caterer must provide a mobile kitchen, re-heating ovens, and refrigeration units, with the corresponding cost. Inquire about the staff-to-guest ratio (one maître d'hôtel for 25 to 30 guests for seated service is a good benchmark) and the division of roles: who coordinates timing with the DJ and entertainment? Next, clarify what the quote covers: crockery, glassware, linens, buffet furniture, and especially the clearing and waste management at the end of the evening. Finally, demand a single point of contact available on the day of the event and a written timeline shared with the venue – this document prevents any confusion between the cocktail hour, dinner, and the wedding cake.
Prepare for your meeting as if it were a job interview. Regarding experience: does the caterer know your venue, and can they show photos of services comparable to yours in terms of guest count? Regarding the menu: what degree of personalization do they allow, are products seasonal and traceable, how do they manage quantities to avoid both waste and shortage? Regarding the contract: what deposit is required (20 to 30% is standard), what is the payment schedule, what are the conditions for cancellation or postponement, and until what date can the final guest count be adjusted? Finally, verify their professional liability insurance and HACCP compliance – a serious caterer will answer these questions directly. Compare at least three detailed, itemized quotes: a global price without details is a red flag, not a simplification.
See available caterers →9 to 12 months ahead for a peak-season wedding; weeks to months for a corporate event.
It varies: sometimes free, sometimes charged then deducted if you sign.
A good caterer calculates them by format, duration and guest profile. Beware of suspiciously low quotes.
No, We Event is free and commission-free: direct quotes.
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