Why per-person prices are hard to compare
Two quotes with the same per-person number can buy very different events. One may include setup, reusable serveware, staff for three hours and cleanup; the other may be food in disposable containers left at the front desk. Before you compare numbers, make sure you are comparing the same service.
The four parts of a catering budget
- Food: the dishes, portions and number of courses or pieces.
- Service: drop-off, setup, or staff who stay to serve and clear, and for how many hours.
- Equipment and serveware: disposable or reusable, warmers, tables, linens and decoration.
- Logistics: delivery distance and timing, building access, waiting time and collection.
Fixed costs and the guest count
Some costs barely change with the guest count: one delivery trip, one setup, a minimum staff shift, a decoration line. Spread across 15 guests they add a lot per head; across 80 guests very little. That is why small events often cost more per person than large ones, and why a realistic headcount matters more than a precise one.
A simple way to set the number
- Start from the total you can spend, not from a per-person figure.
- Subtract anything you pay separately: venue, drinks, decoration, prizes, the lucky draw.
- Divide what is left by the number of people you expect to arrive, not every invitation.
- Decide which service level the event needs, then see how much of the budget is left for food.
- Send every caterer the same brief and the same budget, and ask them to say what fits.
Where the money makes the biggest difference
For an internal meeting, service is where you can save: drop-off with disposable serveware leaves more of the budget for food. For a client event, it is often the reverse: setup or staffed service changes how the event feels more than one extra dish does. Hot holding, very early or late delivery, and complex access add cost; choosing dishes that travel well and giving a flexible delivery window can reduce it.
What to check before you approve
- The quote lists dishes and portions, not only a package name.
- Delivery, setup, staff hours, serveware and cleanup are stated.
- Payment terms, deposit and cancellation conditions are written down.
- Invoice details (統一編號 for companies) are correct.
- The final headcount date is agreed, so you do not pay for empty seats.