Should I give my budget when requesting a quote or proposal for catering or events? Yes!
Some people feel that "putting all their cards on the table" and giving the budget will automatically put them at a disadvantage and that they may not get the best value for their money or may miss out on a bargain. (Believe me, "bargain" is not what you want when buying catering!) Catering and special events are uniquely tailored to the wants and needs of the client. Establishing a budgetary range is important so that your event planner puts together a proposal that will work for you and accomplish your goals. It's important to discuss not only what you are looking for in terms of menu items, but also to know that both parties are "in the same ballpark". Otherwise it is an exercise in futility, wasting both the client's and the event planner's time. Good communication including clear budgetary expectation is very important.
Catering is not a "one size fits all" approach. Menus should be custom designed to work with your budget. If your budget can't support expensive luxury items like seafood, beef tenderloin or lamb and labour-intensive gourmet foods, the event planner can suggest alternatives that will work well and be presented in an impressive or fun fashion that will satisfy and impress you and your guests.
You may not know what budget amount is appropriate for the event you are planning, or even whether it is affordable. Your inquiry may be an initial investigation to educate yourself as what the cost of certain elements like staffing, rentals and menus would be.
Your event planner will be able to give you a range - for example: For a cocktail party for 100 guests - the budgetary range may go something like this:
Basic - "Cheap & Cheerful" Buffet Style hors d'oeuvres (cocktail meatballs, skewers, flat breads, cheeses, veg & dips - very little seafood) - including basic china & bar glasses, waiters -- expect to pay in the range of $30.00-$40.00/person plus alcohol, gratuities and taxes.
Moderate - Mid priced range of buffet style and passed hors d'oeuvres - gourmet sliders, salmon skewers, canapes, perhaps including a carving station, including basic china, bar glasses, carving chef and waiters - expect to pay in the range of $50.00 - $75.00/person plus alcohol, gratuities and taxes.
Upscale - Mix of high-end and moderate priced menu, featuring lots of passed hors d'oeuvres, seafood, canapes, jumbo shrimps, perhaps with interactive stations (pasta bar, asian station, etc) - including contemporary china, glassware, bartender, station chefs and waiters - expect to pay in the range of $75-100 per person plus alcohol, gratuities and taxes.
High End - Gourmet quality passed hors d'oeuvres, plus gourmet food interactive stations, perhaps including made on site sushi station - including fine china and crystal glassware, station chefs, bartenders, catering chefs, waiters and extra attentive service (reflected in the ratio of waiters to guests) - expect to pay $100-up/person plus alcohol, gratuities and taxes.
Now given the price range and the type of menus and elements in each range you are able to decide which type of party and price range you want and would be comfortable with. The event planner can then proceed to put together a menu and proposal that would work within those parameters.
Your event planner can also give you estimate of alcohol costs based on the type of bar (full bar, beer & wine) and the number of hours duration of the event.
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