What costs might a catering estimate include beyond the food?
Multiplying a food price per person by the number of guests does not necessarily give the total cost of an event. What is included varies by provider and plan: tableware, glasses, drinks, service staff, transport and equipment may be charged separately.
Not every item is always an extra. The arrangements depend on what you want the provider to handle. To understand the total, write down the help you need on the day alongside the food price.
If you want different plates or glasses
Even if a plan includes paper plates or disposable cups, changing to ceramic plates and glassware may involve a rental charge. Delivery to the venue and collection of used tableware may also be charged separately.
If the venue has its own tableware, ask whether it can be used. Knowing the types and quantities available makes it easier to discuss what, if anything, needs to be added.
How to handle the drinks
Drinks may be offered separately from the food. Even if you provide them yourselves, consider glasses, ice and who will pour on the day. This helps define what you need the caterer to handle.
If you want service during the event
Portioning food, pouring drinks and clearing empty plates and glasses are tasks that may require service staff and an additional fee. When you receive a quotation, check which duties are covered and for how many hours; this also makes it easier to compare quotations.
What is brought to the venue and used there
Transporting food, tableware and equipment, and loading them in and out, may incur costs. These vary with the distance and volume of supplies, and parking may be charged separately. The style of service and venue facilities may also require cooking or warming equipment and its setup.
You do not need to decide which equipment is required yourself. Share what you know about the location, use of the kitchen and power supply, and available parking. If something is unknown, say so; you can discuss what needs to be checked.
Explain what your budget is intended to cover
An amount alone does not tell the provider whether the budget is for food only or includes drinks and service. Add these three points:
- Is it a per-person amount or the total for the event?
- Does it include or exclude tax?
- What would you like included besides the food?
For example: “We are considering a total budget of around ¥[amount], including tax, for approximately [number] guests. We would like food, ceramic tableware, and help portioning and clearing on the day. We have not yet decided whether to provide the drinks ourselves. Please explain what can be included.”
Stating what remains undecided helps the provider identify where provisional assumptions are needed. When the quotation arrives, look beyond the food price per person to see how much of the requested scope is included and what remains separate.
What I consider when deciding which arrangements are needed
The necessary tableware, staff and equipment depend on how the occasion will be spent. A leisurely meal and a reception centred on greetings and conversation call for different service arrangements. We also consider what the venue already has and what the organiser can do on the day: will colleagues pour drinks, for instance, or would you like us to handle clearing as well?
At HKG, Hiromi Koshimizu Gastronomie, led by Chef Koshimizu, we establish what is available at the venue and what we will provide. We then show costs for food, drinks, tableware, service staff and other arrangements item by item.
On the Corporate Catering page, you can select the guest count, food, tableware and service staff to see an approximate total before submitting an enquiry.
If the details and budget seem right for you, you can enquire with your selections. Add any questions still open, such as who will provide drinks or which equipment is needed. After discussing your wishes and the venue conditions, we clarify the scope we can undertake and the costs, then provide a formal quotation.