EDGEUCATION: Quotes (Read between the Lines)

When planning an event, catering quotes can feel overwhelming — line items, service fees, staffing costs, rentals … it’s a lot to take in. Understanding how to properly interpret and audit catering quotes not only helps you compare proposals accurately, but also ensures there are no/little surprises down the road.

We have put together a guide to help you review/compare catering quotes with confidence as its not all about flipping to the last page and going with the least expensive option.

1. CATEGORY COMPARISONS

If you don’t have an event planner doing a category-by-category cost comparison, review each section of the quote carefully and compare caterer to caterer. Most proposals will include:

• Food totals

• Beverage totals

• Staffing totals

• Rental totals

• Service fees

Each catering company structures quotes slightly differently, but these are the main categories. If one section is significantly lower from one caterer to another, there is always a reason — and it’s rarely because the higher-priced caterer is trying to overcharge you.

3. REVIEW STAFFING THOROUGLY

Staffing is one of the most commonly misunderstood — and under-quoted — elements of catering proposals.

Whether you’re reviewing one quote or comparing three from different companies, pay close attention to the number of staff hours being scheduled. One quote may appear to be a great deal until you realize staffing has only been quoted for a portion of the actual event timeline, and not the entire scope of the event which staffing too is required for. Meanwhile, a more “expensive” caterer may be providing a far more realistic staffing plan — which naturally increases the overall cost.

Be sure to review:

• Number of servers, bartenders, chefs, and support staff

• Length of staff shifts (including setup and teardown)

• Overtime policies and gratuities

Adequate staffing directly impacts the guest experience. Understaffed events often cost more in stress than they save in dollars.

5. RENTALS, EQUIPMENT & LOGISTICS

Many catering quotes include front of house and back of house rentals. You are not expected to know what is needed but review this section carefully for:

• Similar quantities

• Duplications of items your venue may already provide

• Delivery, setup, and breakdown logistics

If you feel there are too many — or not enough — rentals included, ask.

Lastly, most catering companies will note that rental quantities are estimates and subject to change. The contract you sign with the majority of catering companies will say that it is subject to change to cover any increases that come down the road. Request a “worst-case scenario” version of the quote rather than a bare-minimum estimate, as missing items can lead to significant price increases later.

7. COMPARE APPLES TO APPLES

When reviewing multiple proposals, ensure you’re comparing equivalent offerings:

• Same guest count

• Same service style

• Same staffing levels

• Same inclusions

As mentioned above, a more detailed quote may appear higher at first glance, but it often includes costs others leave out.

2. UNDERSTAND WHAT’S INCLUDED IN FOOD PRICING

Not all per-person food pricing is created equal. When reviewing menu costs, be sure to clarify:

• Are portions, quantities, and per-person servings clearly defined?

• A menu may appear less expensive simply because it includes less food, so understanding quantities is critical.

• Not all proteins are created culinarily equal! Whether it’s fish, poultry, or meat, quality and sourcing matter. For example, salmon is a fraction of the cost of sablefish — so if one quote includes salmon and another includes sablefish, pricing should not be the same.

• Are tastings, menu development, or customization included in the pricing?

4. SERVICE STYLE MATTERS

The service style you choose — plated, buffet, family-style, stations, or canapés — has a significant impact on pricing. Make sure you’re not comparing a plated-service quote with a family-style or buffet quote.

Additionally, every catering company delivers service slightly differently. If you have questions, ask. A good caterer welcomes communication.

6. SERVICE CHARGES, ADMIN FEES & TAXES

Always review additional fees closely:

• Service charges or administrative fees

• Gratuities (included or optional?)

• Applicable taxes

Ask what each fee covers. Transparency is a strong indicator of a professional and trustworthy catering partner.

8. ASK QUESTIONS - A GOOD CATERER WELCOMES THEM

A reputable caterer should be happy to walk you through their quote, explain pricing, and adjust scope to meet your needs. Transparency builds trust — and trust is essential to a successful event.

FINAL THOUGHTS

Catering quotes are more than just numbers — they represent experience, logistics, service, and execution. Taking the time to properly interpret and audit them ensures you’re making an informed decision and setting your event up for success.

Catering proposals take time to create because every event is unique. If a caterer doesn’t ask questions, it’s likely you’re receiving a quote that’s only about 50% accurate — and costs are very likely to change later.

At Edge Catering, we believe in clear, comprehensive, and honest proposals — because exceptional events start with clarity.

Connect with our team to discuss your next event:
hello@edgecatering.ca

Photography by: Mathias Fast - Rentals: Pedersen’s Event Rentals