Event catering: what to know

What the job involves, what changes the price, and what to ask a pro.

What event catering is

An event caterer plans, prepares and serves food and drinks for a gathering, handling the menu, setup, serving staff and cleanup based on your guest count. People hire one for parties, receptions, fundraisers and any event where the host wants to enjoy the guests rather than cook.

Signs you need it

  • You are hosting more guests than your kitchen and serving space can handle
  • You want a menu that is served hot or cold at the right time without you cooking all day
  • The event is at a venue that has no kitchen or no cooking equipment
  • You need food for guests with mixed dietary needs and want it managed in one place
  • You want the serving, setup and cleanup handled so you can be a guest

What the pro does

  • Meets you to set the guest count, the menu, the service style and the budget
  • Writes a menu with the dishes, the portions and the dietary options
  • Shops for ingredients and prepares the food at a licensed kitchen or on site
  • Sets up the food and drink service, with serving equipment and staff as agreed
  • Serves the guests during the event and keeps the food at safe temperatures
  • Clears the food area, packs the leftovers as agreed and cleans the site

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Guest count and the number of courses or service rounds
  • Service style, such as buffet, plated, family style or stations
  • Menu complexity and the number of dietary options needed
  • Staffing for service, setup and cleanup
  • Rental equipment such as chafing dishes, linens, plates and glassware
  • Venue distance and whether the caterer must bring in a cooking area

What a written quote should spell out

  • Guest count and the menu, with each dish and its portion size
  • Service style and the number of serving staff and their hours
  • Equipment included, such as serving pieces, plates, linens and warming units
  • Setup, service and cleanup times, and what cleanup covers
  • Food safety plan, including how food is held and how leftovers are handled

Questions to ask before you hire

  • Do you hold a health permit or food handler certification for the kitchen you cook in?
  • How do you handle guests with allergies, and how do you keep those foods separate?
  • How much food will you prepare for my guest count, and what is the plan if more people come?
  • How do you keep hot and cold food at safe temperatures during the event?
  • Can I taste the menu before the event, and what does the tasting cost?
  • Who serves the food, and how many staff will be on site?

Red flags

  • Cannot say where the food is prepared or which kitchen it comes from
  • Does not ask about allergies or guest dietary needs before quoting
  • Has no plan for holding hot food or keeping cold food cold
  • Wants all payment in cash with no written contract
  • Will not show proof of a health permit or the food handler cards of the staff

What you can do yourself

A host can serve a simple buffet of store bought or home cooked food for a small group, using clean serving pieces and keeping hot food hot and cold food cold. Hire a caterer for a larger guest count, a sit down meal, a venue without a kitchen, or any event where food safety and timing must be managed by a professional.

Licenses and permits

Food businesses commonly need a health permit or a food handler card from the local office that oversees food safety. Caterers may also need a business license. Ask the caterer for its permit and staff cards, and check the rules where the food is cooked and served.

Event catering questions

Can a caterer cook in my home?

It depends on the caterer and the rules where you live. Many caterers cook in a licensed commercial kitchen. Ask where the food will be prepared before you book.

How much food should I order?

Ask the caterer for its portion guide, and tell them how many guests will eat and how many are likely to take a second serving.

What happens to leftovers?

Ask the caterer what it will do with them. Many caterers pack leftovers for the host, but food that has sat out for too long must be discarded.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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