Smart ways to reduce catering costs without cutting quality
Catering is often one of the biggest line items at events. With strategic choices you can control costs while keeping attendees satisfied.
Cost-saving approaches:
- Choose buffet or food stations over plated service to lower labor costs.
- Offer a limited menu with seasonal, local ingredients which are typically cheaper and fresher.
- Trim course counts: skip appetizers or serve one dessert instead of multiple options.
- Negotiate portion sizes and use shared platters for smaller events.
- Provide a signature food item with simpler sides instead of a fully customized menu.
Additional practical tips:
- Cater off-peak: lunchtime events can be cheaper than dinner banquets.
- Ask for a breakdown of costs (labor, rentals, service fees) to negotiate specific line items.
- Consider in-kind sponsorships from local restaurants for exposure.
- Use non-alcoholic beverage options or pre-paid drink tickets rather than open bar service.
Menu choices that save money:
- Pasta, rice bowls, or build-your-own stations
- Seasonal salads and roasted vegetables
- Shared desserts like sheet cakes or pastry platters
Finally, plan precise headcounts and use RSVPs or deposits to reduce waste. Confirm guest dietary needs early and consolidate special meals to limit complexity. Clear communication with your caterer about budget constraints often yields creative, affordable solutions.