In short
- A clear quote separates food, drinks, staff, hire and transport.
- Before looking at the total, check VAT, the number of guests and the hours of service included.
- The terms (deposit, guaranteed minimum, cancellation) matter as much as the price.
- To compare two offers, make them consistent: the same rows, the same items.
You asked for three quotes and received three different documents: one a page long, one six pages, one with a single price. That is normal. Every caterer has its own way of presenting an offer. Your job is to translate them into the same language, item by item, before deciding.
The structure of a quote
Whatever its format, a good quote answers these questions. If one is missing, write to the caterer and ask.
| Section | What it should say |
|---|---|
| Event details | Date, times, venue with address, type of event, number of guests |
| Menu | List of dishes for each stage (aperitivo, dinner, desserts), quantities or pieces per person |
| Price | Per person or flat rate, VAT included or excluded, children's price |
| Drinks | What is included, which labels, how extras are paid for |
| Staff | Number of staff per role and hours of service included |
| Hire and set-up | Tables, chairs, table linen, tableware, buffet, gazebo |
| Logistics | Transport, set-up, breakdown, rubbish |
| Terms | Deposit, balance, guaranteed minimum, changes, cancellation, validity |
The items, one by one
Price per person or flat rate
A per-person price is multiplied by the number of guests. A flat rate is a total for the whole event. The first is easier to compare; the second is common for small events or for services such as an open bar. If you receive a flat rate, ask how many guests it is based on.
Number of guests and the guaranteed minimum
Check how many guests the calculation is based on. Many caterers work with a guaranteed minimum number: you confirm it a few days before the event and pay for that number, even if fewer people come. Ask for the last date to change it and what happens if the number of guests goes up.
VAT
Food and drink served with service is normally charged at the 10% VAT rate. If the caterer only delivers platters, the rates for the individual products may apply. Look for the words "IVA inclusa" (VAT included) or "IVA esclusa" (VAT excluded): on a quote worth thousands of euros it makes a noticeable difference to the total.
Menu and quantities
"Generous buffet of starters" is not a quantity. Ask how many pieces of finger food per person, how many courses, how many stations. To see whether the quantities are right, use the guide to food quantities per person.
Drinks
There are three common arrangements: included in the per-person price, charged by consumption, or charged per bottle opened. An included package sometimes covers only water, house wine and coffee. If you want a specific Lazio wine, a Frascati or a Cesanese, have the name of the label written in.
Staff
"Service included" is not enough. It needs to become: how many waiters, how many cooks, whether there is a maître d' or a bartender, from time X to time Y. Then ask the cost of an extra hour. To understand how many people are really needed, ask how many tables or islands each waiter looks after.
Hire and set-up
Tables, chairs, table linen, plates, glasses, cutlery, buffet tables, gazebos, lighting. At a villa with exclusive catering they are almost always included. At an open venue or in a private garden they may be a separate item, and a significant one.
Transport and logistics
Transport is usually included up to a certain distance. For an event in the Castelli Romani, on Lake Bracciano or on the coast there may be a supplement. In the historic centre, inside the ZTL (limited traffic zone), access permits and loading times may be needed: ask who deals with them.
Payment and cancellation terms
A deposit on signing, possible instalments, the balance before or after the event. Then cancellation: what happens to the deposit if you cancel, and what happens if the caterer cancels. For an outdoor event, also ask what the rain plan involves and whether it costs extra.
Validity
The quote should state until when the price is valid. For a wedding booked a year ahead, ask whether the price is locked in.
How to compare two quotes
The method is simple and always works.
- Prepare a table with the rows of the structure above.
- Fill in one column for each caterer: "included", "extra, €X" or "not stated".
- For each "not stated", write to the caterer and ask.
- For each "extra", add the cost to the total.
- Bring all the totals to the same VAT basis.
- Only now compare the figures.
Here is an example of how the table might look halfway through:
| Item | Caterer A | Caterer B |
|---|---|---|
| VAT | Included | Excluded |
| Staff | 5 waiters until midnight | "Service included" (to be asked) |
| Drinks | Water, wine, coffee | Water and coffee, wine by consumption |
| Hire | Included | Table linen extra |
| Cake | Included | Cake-cutting fee if brought in |
| Extra hours | Stated | Not stated (to be asked) |
Often, after this step, the quote that looked more expensive no longer is. For the amounts that usually sit outside the per-person price, read the guide to catering extra costs.
Warning signs not to overlook
- A "from" price with no menu: it is the most favourable case, not your event.
- No figures for staff: always ask for staff numbers and hours.
- No cancellation terms: have them written in before paying the deposit.
- No mention of allergens: the caterer must be able to tell you which allergens the dishes contain, as required by Regulation (EU) 1169/2011. Ask how it handles special diets.
- A quote given only verbally: everything that matters must be in writing.
Questions to ask the caterer
- How many guests is the price based on, and what is the guaranteed minimum?
- By when can I give the final number?
- Is the price inclusive or exclusive of VAT?
- How many staff are planned, in which roles, and for which hours?
- How much does each extra hour cost?
- What is included in the drinks, and which labels?
- Which hire items are included and which are extra?
- Are there transport supplements for distance or the ZTL?
- How much is the deposit, and what happens if I cancel?
- What is the rain plan?
- Until when is this quote valid?
Before signing
Ask for a tasting and reread the quote afterwards: it is the right moment to adjust the menu and the quantities. The other checks, from the contract to health permits, are in the guide on how to choose a caterer, while price ranges by format are in how much catering costs in Rome.
When you are ready, you can request a quote from several caterers with the same information, starting from the list of caterers in Rome.
Sources
- Regulation (EU) No 1169/2011, EUR-Lex: https://eur-lex.europa.eu/legal-content/IT/TXT/?uri=CELEX:32011R1169
- Roma Mobilità, ZTL and permits: https://romamobilita.it/it/servizi/ztl
