What a catering quote should itemise before you sign

You've just confirmed the headcount for your team lunch next month, and three potential caterers have sent through quotes. They look straightforward at first glance—a price per head, a menu, a date. But when you start comparing them side by side, you realise they're structured completely differently. One itemises every element; another bundles everything together. You're not sure what you're actually paying for, or whether the quotes are genuinely comparable. That uncertainty can lead to nasty surprises on the day, from hidden service charges to food arriving cold because no serving utensils were included in the brief.

A clear, itemised quote does more than list prices. It protects you by making expectations explicit and giving you a genuine basis to compare caterers fairly. Here's what should appear before you commit.

The per-head cost broken into its components

A quote should separate food cost from service elements, even if it presents a total per head at the end. You want to see the cost of the actual food and beverages distinct from delivery, setup, staffing, equipment hire and clearing away. This matters because two caterers might both quote R150 per head, but one might be delivering platters and leaving you to plate and serve, while the other includes a staff member and proper table service. The per-head figure alone hides that difference. Ask for the breakdown so you can understand what you're paying for at each stage.

Exactly what food and drink are included

The quote must itemise the menu—not just "lunch" but the specific dishes, portion sizes, and number of each item. If it's buffet-style, state how many platters of each dish. If it's individually plated, confirm the protein, vegetables, starch and accompaniments for each plate. Beverages matter too: specify whether the quote includes water and tea or coffee service, what soft drinks are available, and whether alcohol is or isn't covered. A quote that says "catering for 40" without menu detail is useless for comparison. Ask for a sample menu or photos if the caterer offers set packages, so you know precisely what will arrive.

Delivery, setup, timing and staffing clarity

Specify the delivery time and location, and confirm whether that's included in the price or charged separately. State whether the caterer will set up tables, arrange platters, and provide serving utensils and plates, or whether you're responsible for those. Clarify whether they provide staff to serve and supervise during the meal, or whether they simply drop and go. If you need someone on-site to manage dietary requests or handle questions, that might attract a staffing charge—the quote should say so. Also nail down who clears up afterwards and what that includes: removing platters only, or washing up as well?

Hidden costs that commonly catch people out

Before signing, ask whether the quote includes plates, cutlery, napkins, serving utensils, glassware, condiments and table linen. Some caterers bundle these in; others charge separately. Confirm the deposit required, the payment terms, and the cancellation policy. If the headcount changes, how is that handled—is there a minimum order, or can you adjust numbers up to a certain date for free? Ask whether there's a surcharge for remote locations or after-hours delivery, and whether they charge for setup or breakdown separately. Clarify too whether GST or any other levy is included in the quoted price or added on top.

Once you have itemised quotes from multiple caterers, you can compare apples with apples. You'll spot the caterer who's trying to undercut on food quality, or who's buried significant service fees in small print. A good caterer will be happy to provide a detailed, itemised quote because they have nothing to hide. When you're ready to book, using Strove to find verified caterers with clear, transparent quotes means you can move forward with genuine confidence that what arrives matches what you've paid for.