Catering quotes have a translation problem: the number you're given and the number you'll pay are related, but not closely. These are the questions that close the gap — and the ones that tell you whether a caterer will actually take care of your guests.
Before you talk to anyone
Check your venue's catering policy first. In-house requirement, preferred list, or open — it determines whether you're choosing a caterer at all, and it's the biggest cost lever in the whole food conversation.
The all-in question
"What is the all-in per-person price for our guest count, with our service style?" The quoted per-person food price typically runs $40–150pp in the US — but staffing and service fees add 18–25% on top unless they're already stated, and rentals, cake cutting, tax, and gratuity all live somewhere. Ask for one number that includes everything, in writing, and ask explicitly: "What is NOT included in this?"
Service style — the honest math
- Plated is the classic, and needs roughly one server per 10–12 guests — staffing is a real share of the cost.
- Family-style feels generous and costs about the same as plated.
- Buffet saves around 15%.
- Stations look premium but rarely actually save money.
- Food trucks can be wonderful and casual — confirm your venue allows them.
The bar
Bar service adds $15–60pp depending on open bar vs. beer-and-wine vs. cash. If you're hosting an open bar for four or more hours, per-hour package pricing usually beats per-drink billing. Ask how they handle the last hour (this is where per-drink bills balloon).
The questions that reveal quality
- "Can we do a tasting before booking?" A caterer who refuses tastings is a red flag, full stop.
- "How do you handle dietary requirements?" The good answer involves discreet service — guests with allergies fed safely without being flagged at the table.
- "Are you licensed and insured?" Venues will reject caterers who aren't; better you find out first.
- "What are your overtime rates?" Vague overtime answers become precise invoices.
Timing
Book 8–10 months out. The menu finalizes 6–8 weeks before the day, and your final headcount is typically due 2 weeks out — put those dates in your planning checklist now.
Keep the quotes comparable
Three caterers will quote three incompatible formats. The Genie normalizes them on your Wedding Board — all-in per-person, what's excluded, tasting policy — and drafts the inquiry emails so every caterer answers the same questions. That's what makes the comparison real.
