Hire a caterer or private chef
Caterers and private chefs plan, cook and serve food for an event. Cost and feasibility hinge on the service style — plated, buffet, family-style or canapés — and on what the venue's kitchen can actually support. Final guest numbers are usually locked about a week ahead, since food is bought against them.
What caterers and private chefs do
- Design a menu around your budget, guest count and the season
- Confirm what the venue's kitchen and power supply can support
- Source ingredients, then cook on site or deliver and finish there
- Provide serving staff, and sometimes crockery, glassware and linen
- Handle dietary requirements and allergen labelling safely
When people book caterers and private chefs
- Weddings and receptions
- Corporate lunches, conferences and away-days
- Private dinner parties and milestone birthdays
- Launches and drinks receptions with canapés
- Festivals and large outdoor gatherings
What to ask before booking a caterer
Take these to every candidate. The answers are usually more revealing than a portfolio.
- Is this quote per head, and what exactly does it include?
- Are serving staff, crockery, glassware and linen included or extra?
- What does the venue kitchen need to provide, and have you checked it?
- How do you handle allergies and cross-contamination?
- When do you need final numbers, and what happens if they change after?
- Are you licensed and insured, and can I see your food hygiene rating?
What to have ready when you post a request
The more of this you can give upfront, the more accurate the offers you get back.
- Guest count, including children and supplier meals
- Every dietary requirement and allergy, in writing
- Venue kitchen facilities, access times and power available
- Service style and timings for each course
- Your per-head budget, stated honestly so the menu fits it
What drives the cost of a caterer
Quotes vary because these factors vary. Knowing which apply to you makes two quotes comparable.
- Service style — plated service needs far more staff than a buffet
- Guest count, and the staff-to-guest ratio that style requires
- Menu: ingredient cost, course count and seasonality
- Whether hire items such as crockery, glassware and linen are included
- Venue facilities — a site with no kitchen needs equipment brought in
- Staff hours, including setup, service and clear-down
- Travel and distance from their kitchen
Mistakes worth avoiding
- Comparing per-head quotes that include different things — staff and hire are often excluded
- Not checking the venue kitchen, then discovering a plated menu is impossible
- Collecting dietary requirements too late to change the menu
- Forgetting to feed suppliers — photographers and DJs usually need meals
- Assuming numbers can drop after the final count; food is already bought
Frequently asked questions
How late can I book a caterer?
Shorter notice is possible than most people expect for simple menus and smaller numbers, because the constraint is kitchen capacity and staffing rather than lead time. Elaborate plated menus for large guest counts need much longer. Give your date, numbers and venue upfront so quotes reflect what is actually achievable.
What is included in a per-head price?
It varies enough that per-head figures are often not comparable. Some include staff, crockery, glassware and linen; others cover food only. Ask each caterer to itemise, then compare totals rather than headline rates — the cheapest per head is frequently the most expensive overall.
When do I need to confirm final guest numbers?
Commonly about a week before, because ingredients are bought against that figure. Numbers can usually rise slightly after, but reductions rarely reduce the bill. Confirm the exact deadline and the policy on late changes when you book, not when you need it.
How are allergies handled?
A professional caterer will ask for requirements in writing, plan around cross-contamination, and label dishes at service. Collect allergies early — a severe allergy can change the whole menu, not just one plate — and confirm how the kitchen separates preparation.
In a hurry? Booking a caterer at the last minute covers how late is realistically too late, what to compromise on, and what never to skip.
Often booked together
Ready to book a caterer?
Post what you need and compare offers from verified caterers and private chefs near you.