What to Look for when it comes to Catering at your Wedding?

Wedding Catering Quotes: How to Compare Them Properly (So You Don’t Get Stung Later)

Let’s talk 💸 catering — because not all quotes are created equal. What looks cheaper at first glance can sometimes cost you more in the end once all the hidden extras come to light.

Whether you're planning an intimate dinner or a 200-guest feast, understanding exactly what you’re paying for is the key to choosing the right caterer (and avoiding budget blowouts).

Here’s how to fairly compare catering proposals for your wedding day 🥂👇🏼

💰 Cost Per Person — But What’s Actually Included?

You’ll typically see prices ranging from $70–$150+ per head, depending on cuisine, service style, and inclusions. But one $120pp quote might include staffing, crockery and dessert — while another $95pp option could be food only.

Always ask for a breakdown. If the per-head price seems too good to be true, it probably is.

🍽 Number of Courses & Extra Food Moments

Is the quote based on 2, 3 or 4 courses?
Are canapés on arrival included?
Is dessert plated, grazing-style, or not included at all?
What about vendor meals or a late-night supper?

These details significantly impact the final cost — and the guest experience.

🍗 Banquet vs Alternate Drop — Know the Difference

• Banquet / Shared Platters = abundance, more variety, gorgeous visually… but also more food and often more crockery + servingware required.

• Alternate Drop = two set mains served alternately to guests. Simpler, more controlled portions.

Both are beautiful — but they differ greatly in cost, staffing and table setup.

👨🏽‍🍳 Labour & Staffing Charges — Often Separate

Many catering proposals list food only, with labour added later.

Expect labour charges from $1,000–$3,000+, covering:

• Prep + on-site cooking

• Serving staff / food runners

• Plate clearing & table resets

• Kitchen clean-up

If labour isn’t clearly listed — ask.

🍽 Crockery, Cutlery & Linen — Included or Extra?

Not all caterers supply:

• Plates for entrée, main, dessert

• Extra plates for canapés, grazing or bread

• Cutlery sets (and do they match your styling?)

• Linen napkins or do you need to hire separately?

Upgrading from basic stainless steel to vintage gold cutlery or luxury linen napkins can add hundreds — so make sure you're comparing like for like.

👨🏼‍💼 Waitstaff Ratios — Service Levels Matter

Industry standard is 1 staff per 10 guests for seated meals, but premium service may provide more floor staff plus dedicated kitchen runners.

Always ask:

• How many staff will be onsite?

• Where will they be positioned? (kitchen vs floor)

• How long are they booked for?

🍾 Bar Service — Don’t Assume It’s Included

Some caterers provide RSA-certified bar staff, others don’t touch drinks service at all.

Clarify:

• Is bar service included?

• Are they serving your BYO alcohol or only package drinks?

• Does the venue handle this separately?

🚛 Delivery, Setup & Bump-Out Fees

For marquee weddings or private properties, logistics can get spendy. Think:

• Truck / van hire

• Travel charges

• Venue timing restrictions for bump-in/out

These fees vary wildly between providers — and often sit hidden at the bottom of the quote.

The Golden Rule: Apples to Apples — Not Oranges to Kiwis 🫣🫣🫣

A catering quote isn’t just about food price — it’s food + labour + equipment + service + logistics.

Before you decide, make sure every proposal you’re comparing includes (or excludes) the same things. If not — request an itemised breakdown so you can truly assess value.

Need help reviewing your catering quotes? I’ve seen thousands — I know exactly what to watch for. Send them through and I’ll happily cast an expert eye over them.

Happy feasting! 🥂🍽

Planning your own dream wedding? 💍✨ The Forster Wedding Collective digital directory has curated a list of the best local vendors to bring your vision to life. From florists to stylists, find trusted experts who can help you create the wedding of your dreams.

Read more expert tips on the website.

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