How should I choose a caterer?
When you are arranging catering for the first time, it may be easy to find possible providers, yet difficult to choose from photographs and displayed prices alone. Before comparing them, write down the conditions you know and the questions you want to discuss, then give each provider the same information. Their answers to the same questions make the differences clearer.
What to write down before making contact
Five points are useful. They do not all need to be settled; writing “undecided” is enough for anything still open.
- The purpose of the occasion: whom you are welcoming and how you want them to spend their time.
- The preferred date, approximate attendance and venue. Possible dates or a general period are fine if the date is not fixed.
- The preferred food format: seated or standing. If you are unsure, the provider can help you decide.
- What your own team can do on the day: how many colleagues can be present and who will liaise with the venue.
- The budget and what you want that amount to cover.
Of these, the purpose of the occasion has the greatest influence on the proposal. Hosting clients and thanking your own team can require different food service and arrangements, even for the same number of people.
Give each provider the same brief
Once you have written it down, send the same information to the providers you are considering. Even if their forms differ, using the same text in a free-text field keeps the starting point consistent. For example:
We are planning an event on [date] for approximately [number] guests, mainly clients. We would like to thank them for their continued relationship with us and create a relaxed opportunity to talk. The venue is [venue], and [number] colleagues will be present on the day.
We would like food and drinks. We have not decided between a standing and seated format, so please suggest a way of serving that suits the occasion. Our budget is around ¥[amount] including tax for food and drinks.
Please also explain three things: what is included in the estimate and what is separate; who will make decisions about food and service on the day and communicate with us; and what we need to decide by which deadlines.
If the budget is not yet set, replace that sentence with “We are still confirming the budget internally.” If each company receives different information, it becomes difficult to tell whether different prices and proposals reflect the providers or simply different assumptions. Share undecided points consistently too.
What to look for in the replies
A prompt, courteous reply is reassuring, but it does not alone show how the team will work on the day. Look for a clear account of what is included and what is separate. Consider how the proposed service responds to the purpose you described.
Compare amounts only after aligning the scope. If a provider has excluded an item, ask for a price that includes it so the comparison is on equal terms.
Ask who is responsible for decisions and communication about the food and service. Will your consultation contact also be responsible on the day? If not, how will the handover work? Knowing this avoids confusion over whom to contact.
The treatment of undecided details also reveals how a provider works. Check whether provisional assumptions are stated in the estimate and whether the decisions and deadlines required of you are explained.
What we explain when you consult HKG
HKG, Hiromi Koshimizu Gastronomie, offers catering led by Chef Koshimizu. We present costs for food, drinks, tableware, service staff and other arrangements item by item.
I listen to your plans, consider the food and its service, and take part in decisions on the day. If a speech lasts longer than planned, for example, someone must decide there and then whether to delay the warm dishes. Understanding the purpose and programme from the outset gives those decisions a basis.
For details still open, we work out together what to decide first. We then explain the scope we can undertake and the necessary cost.
The Corporate Catering page lets you choose attendance, food and other options to see an approximate total before submitting an enquiry. If the approach and budget appear suitable, tell us the purpose of your event and the points you are still considering.