Corporate events vary widely. Before you begin researching catering companies, evaluate your event’s agenda and expectations. Focusing on the factors below gives you a clearer picture of your catering needs:
Event Type and Attendee Numbers
Overall attendee numbers, the event type and venue are key to maintaining your budget. Perhaps you’re organizing a large office party with more than 100 guests or a small lunch get-together of 20-50 colleagues.
The formality of the event is an important factor in finalizing your menu. An intimate lunch event of 20 colleagues or fewer may call for a more formal plated option, while a large holiday party might be easier to feed with a buffet or drop-off catering. Additionally, attendee numbers affect catering prices, with smaller numbers typically paying more per person and larger events costing less per person.
By determining an accurate attendee count, you limit overspending.
Style of Food Service
Corporate catering is not a one-size-fits-all experience. Different catering options affect your budget and attendee experience:
- Drop-off catering: This is often the most cost-effective option for your event, with an average price between $10 and $20 per person. A catering company delivers food to your venue, and you can serve it your own way.
- Buffet-style: Buffets are a flexible option where attendees can help themselves to catering. The catering company sets up the food and necessary equipment, usually offering a price range between $18 and $35 per person.
- Fully staffed: This is a practical option for formal event gatherings. The caterer supplies staff to serve attendees, manage the equipment setup and clean after the event. Typically, you can expect to pay between $30 and $60 per person.
- Box lunch options: A cost-effective and efficient option, box lunches are suitable for events such as team building or training sessions. Attendees can simply pick up their lunches without hassle, and the cost per person typically ranges from $12 to $22.
Menu Flexibility and Complexity
Deciding what to include on your menu is a significant factor in your event’s budget. Depending on how formal or informal your event is, you may decide on a selection of wraps and sandwiches to keep costs minimal.
Formal events, such as dinners or galas, warrant a more premium menu selection, including meat and fish dishes and canapés. To save money and reduce food waste, find a company that offers a customizable corporate menu tailored to dietary requirements.
Event Date and Time
The date and time of your event are essential cost considerations. Booking a venue on a weekday is generally less expensive than on a weekend, since catering costs are higher on weekends. Off-peak seasons can cost less than other times of year, helping you manage your budget.
Furthermore, switching your original plans of a formal sit-down dinner to a casual breakfast event may save you money. Longer staffing shifts and higher food costs are the primary reasons why dinner events are more expensive.
Navigate Corporate Catering Pricing
Securing a caterer for your corporate event requires more than paying for the food. Corporate catering can involve various costs that may come as a surprise. Before signing on the dotted line, prepare for additional expenses that can impact your budget:
Consider Per-Person Pricing
For a corporate lunch or buffet service, the average price per person sits between $15 and $40. Whether you choose a drop-off service or buffet catering, the cost per person generally covers the food and delivery. Additional charges, such as staffing and setup, are usually not included in the per-person price.
Beware of Hidden Fees
While often overlooked, these additional costs help build a pleasant experience for your attendees. Below are the familiar hidden costs:
- Staffing fees: Server rates vary by event type and duration.
- Tax and service costs: These are generally not included in the per-person pricing and are added to your invoice after the subtotal.
- Short-notice rush fees: These fees are applicable if you book corporate catering services on short notice.
- Gratuity: This is not always included in the per-person cost.
- Equipment costs: From tablecloths to cutlery and glassware, renting equipment is a further expense.
- Setup and cleaning: Equipment setup and cleaning after your event are subject to additional charges.
- Dietary requirements: Catering to attendees with specific nutritional requirements, such as gluten-free or vegan, may incur additional costs to change menus.
Request a Transparent Pricing List
Transparency helps you better understand catering costs. Ask for a full breakdown and itemized invoice to know what you’re paying for, including equipment and gratuity. Be sure to request transparent pricing and a written invoice.
Having the costs in black and white helps you compare invoice breakdowns with other vendors to find a suitable caterer.
Find the Best Value Catering Service for a Corporate Event
Although low-cost options are favorable for your budget, it’s essential to prioritize the guest experience and strike a balance between cost and quality. When comparing caterers, assess the following points:
- Menu variety and quality: Building a memorable experience largely depends on the catering. Attendees who leave with positive feedback about the catering service benefit your return on investment (ROI). Source seasonal ingredients for a cost-effective and fresh menu. Some meat and fish dishes can be expensive. However, options such as chicken and pulled pork are typically more affordable. Plan a customizable menu with cheaper vegetarian and vegan options for inclusivity.
- Professionalism of catering: Reliable corporate catering that delivers quality food and service with efficiency is crucial for events. Particularly if you need a fully staffed catering service, the behavior and professionalism of the staff are as important as the food you’re offering. A good indicator of professionalism is timely communication. Check that catering companies respond promptly to requests and review testimonials from previous clients.
- Event flexibility: Even with careful coordination, event plans can change easily. When adjusting headcount and last-minute dietary requirements or food allergies, you need a catering company that can make necessary changes efficiently. Professional catering companies can simply adjust delivery schedules and menu choices within a limited time frame. Negotiating costs for potential future catering may also be an option.
- Pricing transparency: A professional and experienced catering vendor provides transparent pricing throughout the organization and event process. Itemized invoices clearly outline what you pay for and the inclusions in the price. A corporate catering vendor should maintain consistent communication from planning through event day, clarifying your needs without adding unwanted add-ons that increase your costs.
