You request catering quotes for your event. One comes back at $24 per person. Another says $29. A third lands somewhere in between.
Easy decision, right?
Not so fast.
Catering quotes can look surprisingly different because caterers may not be quoting the same things. One price might cover food and little else, while another includes serving equipment, setup, staff, tableware, or other details you would otherwise need to arrange separately.
That is why knowing how to compare catering quotes is less about finding the lowest number and more about figuring out what each number actually buys.
Before you choose a caterer for a wedding, corporate event, graduation party, family celebration, or another big gathering, take a closer look at the entire proposal. A little comparison now can prevent a lot of last-minute surprises later.
Start With Scope
The first rule for comparing catering quotes is simple: compare scope, not just price per person.
Imagine Caterer A quotes $25 per guest and Caterer B quotes $30. At first glance, Caterer A saves $500 on a 100-person event.
But what if the second quote includes serving equipment, disposable tableware, buffet setup, and additional event support while those items would need to be added to the first?
Suddenly, $25 versus $30 isn’t the whole story.
Before comparing totals, determine whether each caterer is pricing the same type of service. Is this food delivered to the door? A buffet that is delivered and set up? Full-service catering with staff? Are rentals involved?
Getting those basics aligned gives you a much more useful starting point.
Compare The Menu
Next, look closely at the food itself.
Two proposals may both say “buffet for 100,” but the menus could be quite different. Look at the number of entrées, sides, salads, appetizers, desserts, beverages, breads, condiments, and other items included.
Portions matter too. A menu designed around a complete meal is different from a lighter spread that assumes guests will take smaller portions.
Also consider whether the caterer can customize the menu. Dietary needs, children, event timing, and the style of the celebration can all affect what makes sense for your crowd.
When reviewing a quote, ask yourself whether you are comparing two similar meals or simply two meals for the same number of people.
Check Guest Counts
Guest count seems straightforward until you start reading the fine print.
Ask how the quote was calculated and whether minimum guest counts apply. Some packages, stations, staffed services, or rental items may have minimum quantities.
You should also know when your final guest count is due and what happens if that number changes.
Most importantly, make sure every caterer is quoting the same guest count. A small difference can make one proposal appear less expensive even though you aren’t making an apples-to-apples comparison.
This is also where good planning can help control the total. You don’t necessarily need more food. You need the right amount of food for the crowd you are expecting.
Understand Catering Fees
Wondering what is included in catering price is one of the most important questions you can ask.
A per-person menu price isn’t necessarily your final event total. Depending on the caterer and service you select, a proposal may include separate charges for delivery, setup, staff, equipment, rentals, service, or other event needs.
Taxes also need to be considered.
Lee n’ Eddies, for example, notes on its current catering menus that tax, delivery, setup, and applicable service fees are not included in listed menu pricing. Food, beverages, equipment rentals, and delivery are subject to Illinois sales tax.
The lesson isn’t that fees are unusual. It’s that you should understand them.
Instead of asking only, “What’s your price per person?” ask, “What will my estimated total be for the event we’ve discussed, and what isn’t included in that number?”
That answer is much more useful.
Look At Delivery
Delivery can be another reason two catering quotes don’t line up.
Find out what the delivery charge covers. Does the food arrive at the building entrance, or will it be taken to the room or area where the event is happening? Does the caterer provide catering setup, or is the host responsible for arranging everything once it arrives?
Timing can matter as well. An event outside standard delivery windows may be priced differently.
For an office lunch with a conference room down the hall, these details may be simple. For a wedding venue, park district facility, high-rise office, or backyard event requiring a longer setup, they can make a much bigger difference.
Make sure each caterer knows exactly where and when the food needs to arrive before comparing delivery costs.
Know The Setup
The phrase “setup included” deserves a follow-up question.
What setup?
There is a big difference between placing trays on a table and preparing a complete buffet area with the equipment and serving pieces needed for the meal.
Ask what will be ready when the catering team leaves or when guests arrive.
Depending on your event, that might mean clarifying who handles:
- Buffet and food setup
- Chafing or serving equipment
- Plates, napkins and utensils
- Tables, chairs, linens or other rentals
- Beverage and dessert areas
- Breakdown and cleanup
This is one of the easiest places for two quotes to look similar on paper while creating very different amounts of work for the host.
Ask About Staff
Staffing is another major piece of the comparison.
A casual drop off order may not need anyone to stay after setup. A wedding, company celebration, staffed buffet, catering station, or larger event could be a different story.
If staff is included, find out what they are there to do and for how long.
Does the quote include servers? Chefs? Buffet attendants? Someone to handle setup or cleanup?
If staffing is optional, ask what your responsibilities will be without it. Saving on staff may make sense for one event and leave the host doing far more than expected at another.
The goal isn’t to automatically choose more service. It is to choose the right level of service for the event you actually want to host.
Review The Rentals
Food may only be part of your event checklist.
Depending on the venue and celebration, you might also need tables, chairs, tents, serving equipment, linens, or other rentals. If one caterer can coordinate these items while another expects you to arrange them independently, factor that difference into your comparison.
Lee n’ Eddies offers catering ranging from simple drop off service to complete event planning with staff and rentals, along with rental options such as tables, chairs and tents.
That is where the Lee n’ Eddies idea of One Call Does It All can become particularly useful. Coordinating more through one team can reduce the number of vendors, deliveries, contacts, and timelines you need to manage.
Convenience has value too, especially when you’re already juggling a long event checklist.
Check Your Responsibilities
Here is the part of a catering quote people sometimes overlook: What are you expected to provide?
A lower quote can require more from the host.
Maybe you need to provide buffet tables. Maybe you’re responsible for ice. Perhaps someone from your office or family needs to set out the food, replenish the buffet, manage beverages, or clean everything afterward.
None of those arrangements is automatically a problem. You just need to know about them before you make your decision.
Try asking every caterer the same question: What will I still need to provide or handle myself?
That one question can reveal more about the true scope of a catering quote than comparing several line-item prices.
Use This Checklist
- Food - Are the menus, quantities, courses, and portions comparable?
- Guest Count - Are all quotes based on the same number of guests?
- Delivery - What does delivery cost, when will it arrive, and where will it be delivered?
- Setup - What will the catering team actually set up?
- Equipment - Are warming and serving items included or extra?
- Tableware - Are plates, utensils, cups, and napkins included?
- Staff - Who will be at the event, what will they do, and for how long?
- Rentals - Do you need tables, chairs, tents, linens, or other items?
- Service Fees - What additional catering fees apply?
- Tax - Is tax included in the total you are comparing?
- Cleanup - Who handles breakdown, leftovers, equipment, and cleanup?
- Host Duties - What are you responsible for providing or doing?
Once you fill in those blanks, the proposals become much easier to compare.
Consider The Fit
Price matters. Of course it does.
But the best comparison also looks at how well each proposal fits the event.
A backyard graduation party may be perfect for a simple drop off buffet. A corporate reception may benefit from staff or catering stations. A wedding could require rentals, setup, service, and more coordination.
You aren’t necessarily looking for the proposal with the most included. You’re looking for the one that includes what your event needs without making you pay for things it doesn’t.
That is also why customizable catering can be helpful. Rather than forcing every event into the same package, you can start with the food and service style that make sense, then customize around your crowd, timeline, dietary needs, and budget.
Compare The Whole Event
Learning how to compare catering quotes comes down to one big idea: don’t stop at the price per person.
Look at the food. Look at delivery and catering setup charges. Check the equipment, staff, rentals, taxes, service fees, cleanup, and everything you will still be responsible for handling.
Then compare the complete event.
At Lee n’ Eddies, our goal is to make that process easier. We offer customizable catering menus, drop off or full-service options, event staff, rentals, and additional event support for gatherings throughout Chicagoland.
Start by viewing our Catering Menus to get ideas for your event. When you’re ready, Request a Quote and tell us about your guest count, location, date, and event plans. We’ll help you put together a catering plan that makes sense for your crowd.
Because the best catering quote isn’t just a number.
It’s knowing what happens after you say yes.
Catering Quote Questions Answered
How far in advance should I get catering quotes?
It’s best to request catering quotes once you have your event date, approximate guest count, location, and general service needs. For larger events, weddings, and popular dates, starting earlier gives you more time to compare caterers and finalize the details without feeling rushed.
Can you negotiate a catering quote?
Do you tip a caterer if there is a service charge?
A service charge and gratuity are not necessarily the same thing. Ask the caterer what any service charge covers and whether gratuity is already included, optional, or handled separately before deciding what to tip.
