Two caterers quote for the same 80-person wedding. One says $45 a head, the other $95. Both are being honest — they are simply quoting for different things.
The service styles, cheapest first
Drop-off. Food delivered, you serve it. No staff, no equipment. Cheapest by a distance.
Buffet with staff. Food set out, one or two people replenishing and clearing. The default for most parties.
Family style. Platters to each table. Feels generous, needs more serving dishes and more staff.
Plated service. A waiter per ten to twelve guests, kitchen staff on site. The most expensive and the most controlled.
Food stations or live cooking. Priced like plated service, sometimes higher, because each station needs its own chef.
What should be in the quote
If two quotes differ by half, it is almost always staff and equipment, not the food.
Budget guide per head
Add 20 to 30 per cent for service, equipment and tax if the quote is food only.
Allergens and dietary requirements
Ask how allergens are documented and labelled. In the UK, Natasha's Law governs how pre-packed food is labelled; across the US, requirements sit with state and local health departments. Either way, a professional caterer should answer this without hesitating and should ask you for guest dietary requirements in advance rather than on the day.
Expect to confirm final numbers and dietary needs seven to ten days before the event.
The tasting
For anything over fifty guests, insist on one. Some caterers charge for it and credit it against the booking. Bring the person who is actually paying and taste the exact dishes on your menu, not a showcase selection.
Contract checklist
Final numbers deadline, cancellation terms, what happens if guest numbers drop, who supplies power and water, access time, and who clears up. Weather plan for outdoor events. Public liability insurance and a current food hygiene rating.