How to Get an Accurate Catering Quote for Your Event in London
How to Get an Accurate Catering Quote for Your Event in London
If you’ve ever contacted a caterer and been met with a long list of questions before receiving a quote, you’re not alone.
One of the most common things we hear at Salters Events is:
“Can you just give us a rough price?”
And while we completely understand the desire to get a quick estimate, the reality is that catering costs can vary dramatically depending on the details of the event.
A drinks reception for 80 guests in a modern office with a fully equipped kitchen is a very different event to a wedding reception for 80 guests in a heritage venue with no kitchen, no lift access and restricted delivery times.
Good caterers aren’t asking questions to make things difficult. They’re asking because the logistics behind a well-run event matter just as much as the food itself.
In this guide, we’ll explain exactly what information caterers need before preparing an accurate quote, why those details matter, and how you can make the quotation process smoother, faster and more accurate.
1. Guest Numbers
This is usually the first question any caterer will ask, and for good reason.
Food quantities, staffing levels, equipment hire, delivery logistics and preparation time are all based around guest numbers.
The good news is that you do not need exact numbers immediately.
An estimated range is usually enough during the early planning stages.
For example:
40–50 guests
Around 100 guests
Approximately 250 attendees throughout the day
That said, the type of event also matters.
A seated dinner for 50 guests requires very different preparation to:
a standing canapé reception for 50 guests
a conference with staggered arrivals
an all-day corporate event with multiple catering points
The more context you can provide, the more accurate the quote will be.
2. Event Timings Matter More Than Most People Realise
When requesting a catering quote, timings are incredibly important.
Not just the start time of the event, but:
guest arrival times
service times
supplier access times
breakdown times
venue curfews
An event running from 12pm–2pm requires a very different staffing structure to one running from 5pm–11pm.
Likewise, a breakfast meeting followed by lunch and afternoon refreshments involves significantly more preparation and staffing than a single-service event.
This is particularly important for corporate catering and conferences, where multiple refreshment points may need replenishing throughout the day.
At Salters Events, we also need to factor in:
chef preparation time
front of house setup
equipment installation
food safety procedures
clearing and pack-down
These operational details all affect the final quotation.
3. Your Venue Has a Huge Impact on Catering Costs
This is one of the biggest areas clients often underestimate.
The venue itself can dramatically affect:
staffing requirements
hire costs
preparation methods
delivery timings
equipment needs
Some venues have:
fully equipped prep kitchens
ovens
refrigeration
loading bays
lifts
easy vehicle access
Others may have:
no kitchen at all
limited power supply
stairs only
strict access windows
heritage restrictions
security sign-in procedures
We regularly cater at offices, galleries, museums, private homes and outdoor locations across London, and every site operates differently.
For example:
heritage venues may prohibit naked flames
offices may require all suppliers to use service lifts
outdoor events may require temporary handwash stations and power solutions
some central London venues only allow deliveries during restricted time slots
These are all things your caterer needs to know before preparing an accurate proposal.
4. The Style of Catering Changes Everything
One of the biggest factors affecting pricing is the style of service you’re looking for.
For example:
drop-off catering
all require different levels of:
staffing
preparation
equipment
logistics
presentation
A cold drop-off lunch delivered in eco-disposable boxes is very different operationally to a fully staffed canapé reception with circulating service and glassware hire.
Likewise, a fine dining wedding menu requires:
chefs onsite
plated service
specialist equipment
front of house teams
crockery and cutlery hire
additional setup time
This is why many catering websites use “starting from” pricing. The final quote depends heavily on how the event will actually operate.
5. Dietary Requirements Need Proper Planning
Most events now include at least some dietary requirements, and professional caterers need to plan for them carefully.
This might include:
vegetarian guests
vegan guests
gluten-free requirements
nut allergies
dairy-free options
halal catering
The earlier these requirements are shared, the easier it is to plan menus safely and effectively.
For larger events, dietary requirements may affect:
kitchen preparation
ingredient sourcing
labelling
separate plating
staffing procedures
At Salters Events, all allergens are clearly labelled on our drop-off catering, and our team works closely with clients to ensure dietary requirements are handled carefully and professionally.
6. Why Staffing, Hire & Delivery Are Often Quoted Separately
This is probably one of the biggest misconceptions around event catering.
Clients often expect catering to work like ordering from a restaurant, where everything is bundled into one fixed cost.
In reality, event catering is far more logistical.
For example, your quote may also need to include:
chefs
front of house staff
bartenders
crockery hire
glassware hire
linen
ovens
hot holding equipment
serving equipment
delivery and collection
And because every venue is different, those costs can vary significantly from one event to another.
A venue with no kitchen facilities may require temporary catering equipment to be brought onsite.
Likewise, glassware hire and bar staffing can substantially increase costs if drinks service is required.
Transparent caterers should always explain:
what is included
what is optional
what depends on final guest numbers or venue logistics
Clear communication early on helps avoid surprises later in the planning process.
7. Why Some Catering Quotes Look Cheaper Than Others
If you receive several catering quotes for the same event, you may notice that prices can vary significantly.
That does not always mean one caterer is dramatically more expensive than another. Often, it comes down to what is actually included within the quotation.
For example, some quotes may:
exclude VAT
exclude staffing
exclude delivery
exclude equipment hire
be based on disposable serviceware rather than china and glassware
include fewer staff onsite during service
VAT alone creates a substantial pricing difference. A quote shown excluding VAT will immediately appear 20% cheaper than one displayed inclusive of VAT.
This is why it’s important to check whether pricing is:
inclusive of VAT
plus VAT
or excluding additional operational costs entirely
When comparing catering quotes, it’s worth looking beyond the headline price and checking:
what level of service is included
whether staffing is included
whether delivery is included
what equipment is included
whether setup and clearing are included
whether the quote reflects the style of event you’re planning
Transparent pricing helps avoid unexpected costs later in the planning process and makes it easier to compare quotes fairly.
At Salters Events, we believe clients should clearly understand what is included within their quotation, so they can make informed decisions with confidence.
8. What Information Should You Prepare Before Contacting a Caterer?
If you’d like a faster and more accurate quote, it helps to gather the following information beforehand:
Useful information to include:
Event date
Venue name and location
Estimated guest numbers
Event timings
Preferred catering style
Whether drinks service is required
Dietary requirements
Kitchen facilities available onsite
Access restrictions
Whether staffing is required
Approximate budget expectations
Even if you don’t have every answer yet, this information gives your caterer a much stronger starting point.
Final Thoughts
Great catering is about far more than simply delivering food.
Behind every successful event is a huge amount of planning, logistics, coordination and operational experience.
The more information you can provide upfront, the easier it is for your caterer to:
prepare an accurate quote
recommend the right style of service
identify potential logistical issues early
create a smoother experience for both clients and guests
At Salters Events, we work with clients across London on weddings, corporate events, private dining experiences, luxury picnics and large-scale celebrations, helping turn complex event logistics into calm, enjoyable experiences.
If you’re planning an upcoming event and would like guidance on the most suitable catering options, you can explore our menus and services on the Salters Events website.
Frequently Asked Questions
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Because catering costs depend on multiple factors including guest numbers, staffing, venue logistics, hire requirements, kitchen access and service style.
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Yes, although additional equipment and staffing may be required depending on the event style and venue restrictions.
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Venue access, staffing costs, delivery logistics, hire requirements and event style can all dramatically affect pricing.
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Not always. Some cold buffets and drop-off catering options can be delivered ready-to-serve, while hot food service and larger events usually require staffing.
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As early as possible, particularly during peak seasons such as summer and December. Larger events and fully serviced catering often require significantly more planning time.