Can I request a catering estimate before the budget is decided?
Your manager asks you to get an estimate first, but the caterer’s form includes a budget field. What should you say if you cannot yet give an amount?
At HKG, you can enquire before your budget is set. We start by asking what kind of event you want to hold and establish the information needed to consider the costs. You do not have to decide the amount on your own at the outset.
Explain that the estimate will help set the internal budget
When requesting an estimate, explaining why you need it can be as helpful as giving an amount. For example:
We are planning a company get-together for around 30 people, standing, in our meeting room. The budget has not been set yet, so I would like an indication of the total to discuss with my manager.
This is an example enquiry. If the numbers or format are also undecided, describe the current situation: “Around 20–30 people”, or “We are considering whether to seat everyone”.
Useful starting points are the purpose of the event, approximate attendance, when and where it will take place, and what you would like handled besides the food. You can begin with what is known, even if some details are still missing.
Picture the day before focusing on the food price
For the same number of guests, the arrangements differ depending on whether your team can attend to food and drinks or needs to concentrate on welcoming people.
For instance, “We will be looking after reception and showing guests around, so we would like help serving drinks and clearing tableware” allows those tasks to be included in the cost discussion. You do not need to decide the number of staff first.
What kind of time do you want to create, and what can your own team do? Defining responsibilities with the provider helps reveal the total that the food price alone does not show.
Show your manager what the amount includes
Once you receive an estimate, present not only the total but also what can be provided for that amount:
- The guest count and type of event assumed.
- How far the amount covers food, drinks, tableware, staff and other arrangements.
- The total including tax, and whether any costs remain unconfirmed.
These three points make it easier to discuss whether to proceed with that scope or adjust what you ask the provider to handle. If the venue or guest count is not fixed, also explain that the amount may change with those conditions.
At HKG, the purpose of the occasion guides the arrangements
At Hiromi Koshimizu Gastronomie, Chef Koshimizu asks about the purpose and programme, then considers the food, style of service and team required.
Do you want to concentrate on conversations with important clients, or give colleagues time to mingle freely? Even with the same attendance, your priorities change the way the food is served and the staff move around. We clarify those details and the responsibilities we can take on, then explain the cost.
Our website lets you choose the number of guests and your preferences to see an estimate before submitting an enquiry. You can contact us after viewing an indication, or while you are still unsure what to select.
Tell us where you are in the process, even if it is simply, “We are still deciding the budget internally.” We provide a formal quotation after checking the venue and the requested scope.