Catering Costs and Budgeting Advice

Catering Costs and Budgeting Advice

When you start talking with caterers about your event or dinner party don't be surprised if at first you find it hard to get a straight answer about pricing. This isn't because caterers are trying to rip you off, it's simply because most good catering companies do not have a one-size-fits-all approach to their business. Everything about your event is unique - from the location, the number of guests, and your theme to your budget. An experienced caterer will approach your event with the same vision. Working with your budget in mind, they will craft a customised, innovative menu that is befitting of your style, theme or celebration.

Generally, most catering proposals will be broken down into the following cost items: menu, beverages, itemised rental charges, staffing requirements and any additional costs/taxes. It is common for caterers to offer a "packaged price" which might include staff, equipment rentals etc into the food/beverage per-person charge. Be sure to get in writing what is included in any package options and what items are considered extras.

Menu

Food charges are usually worked out on a cost-per-person basis. Food costs vary seasonally and will be different from caterer to caterer even if you have similar items on the menu. Every caterer will have their own food suppliers, presentation style and speciality menu items. An indication of the price range (per person) you can expect to pay is as follows:

• Breakfast (continental to buffet brunch) - $7.50 - $40
• Lunch (sandwich platters, brown bag, box lunches) - $8.50 - $20
• Lunch (buffet to formal boardroom) - $25 - $60 and upwards
• Cocktail parties (canapés, finger foods, sushi) - $8 - $40
• Dinner (bbq, grazing table) - $15 - $30
• Dinner (buffet to formal dinner) - $15 - $100
• Weddings - $35 and upwards

Some caterers will have a minimum food purchase amount. This can be applied on weekends and during high-season (December). It is industry standard that final numbers are confirmed in advance. Generally, caterers will charge you for this number regardless of whether everyone turns up on the day.

Beverages

Most caterers will have package options ranging from basic soft bar to premium bar service packages which are priced on a per-person basis. More caterers are offering consumption based beverage services. This means you are only ever charged for the beverage that is opened. Another option includes a cash bar, which requires guests to pay for their drinks.

Costs guidelines for bar service (per person) for 3 hour service:

• Soft bar - $6 - $15
• Limited bar (beer, wine, soft drinks) - $15 - $25
• Premium bar - $ 25 - $40
• Cocktails - $8 and upwards per cocktail

Equipment Rental

Some catering companies will include the costs for rental items in the per person 'package' cost and others will have these costs itemised. Here are some ballpark figures for standard items to help with your planning:

• Tables - $10 each
• Chairs - $2 - 5 each
• Glassware $1 - $5 each
• Flatware - 50c - $1.50 each
• China - 50c - $3.00 per item
• Linen - $5 and more
• Platters and serving dishes - $15.00 and upwards
• Coffee percolators - $15

Staffing

Flowing drinks and efficient food service are the hallmarks of a successful party. Staff can make or break your event. It is important that you and your caterer get your staffing levels right. Here are some general per hour costs for staffing:

• Event supervisor - $40 to $100 or more
• Bartenders - $30 -$80
• Servers - $15 - $40
• Chef - $80 and upwards
  

Miscellaneous

Additional considerations that may impact your bottom line:

• Location - Will there be kitchen? Will you need lighting? Do you need a marquee? Is there electricity?
• Length of event - how long is your event? How long will you need service staff for?
• Time of year - Will you require heaters or fans? Wet weather options?

A final note: Be sure that you read any contracts thoroughly before signing and that you are aware of all additional charges. Make sure that all items in your verbal discussions are listed clearly on paper so that you have recourse if needed. Always get costing in writing before agreeing to them.