What It Costs

When you hire a caterer to handle your event, you can expect to be charged on a per person basis. This means that there is a flat rate for each guest that attends your reception. Some of the items that will be often be included in the cost include: hors d’oeuvres (passed or stationary), the meal (plated or stations), beverages (bar, served wine or non-alcoholic options, plus coffee service), labor and rental products (tables, chairs, dance floor, bar items, linen and china).

The price you are quoted can encompass a wide range, since the number of guests, formality of your event, type and quality of food and presentation, the complexity of your theme and choices and whether you offer an open bar can all make a big difference. The part of the country you live in can also play a factor, as big cities such as New York, Boston and Los Angeles can be much more expensive than more rural areas.

The cost to cater a dinner reception can be anywhere from $50 and $350 a person with food, drinks and service included.

If money is tight, remember that you can shave costs by planning a less formal event, such as a brunch, cocktail or dessert reception, luncheon, barbeque or clambake. All of these options are apt to be less expensive, depending on where you live and what you choose for your menu. You can expect these variations to start at about $30 to $40 a person and go on up from there.

Some caterers incorporate a tip (the going rate is usually about 18 percent) into their bill, while others leave it to the customer’s discretion. Always ask your caterer if this is included in the final price.

Other Fees

Other factors that some caterers don’t include in their per person rate are:

• Bartender: $15 to $40 an hour with a four-hour minimum
• Serving Staff: $25 to $40 an hour per person with a four-hour minimum
• Cake-Cutting Fee: $1 and up per slice
• Corking Fee: $1 and up for each opened bottle of wine and champagne

It is also important to note that catering prices can suddenly change based on increases in food and beverage costs. This is standard in the industry. Therefore, always ask your caterer how long the prices quoted are guaranteed.

Shop Around

When comparing different caterer’s proposals, make sure to look at all of the variables included to be sure you know what you are getting. For instance, if one caterer is providing organic ingredients, understand that this will be more expensive than another caterer’s proposal that relies on less expensive produce and meat. Therefore, you will want to compare apples to apples, or prime rib to prime rib. In addition, it may just help to tell a few of your top catering picks that you are meeting with several companies to select the one who you like best. This just may spur them to give you their most competitive price.