How to stop your catering service from going over budget

One of the most feared things that can happen when someone is planning a function such as a birthday party, a family reunion or similar, is the event going over budget. A lot goes into deciding the net cost of an event, and there is a reason why things are set at the prices that they are. From the outside of this process, it can be hard to understand. In this blog we’ll give you an insider glimpse and help you avoid any untoward situations while planning.

When it comes to choosing an appropriate catering service, you, as a client, are left with no work to do once your menu and schedule have been decided in consultation with the caterer. However, selecting the food items is the easy part. There are other factors that go into the budget of catering, and that’s why it is important for you to keep an open mind with what modifications your caterer might bring to your event. 

Any good caterer of course will work hard to balance quality with affordability. At Speyside Kitchen, we communicate with our clients to work through this process. If something will cost more than we think you were initially prepared to spend, be open to a new conversation about what’s the best direction to take. Budgets can be affected by what’s in season, whether a supplier has changed their prices, or even bigger picture things like what’s happening in the news which can change costs of transport and affect the prices of goods. We’ll keep you updated and let you know what’s happening in the event of any changes. 

Next, remember that caterers have baseline expenses that they need to operate. These baseline expenses incorporate their staff payments, cost of ingredients for the basic menu, vehicles needed for transportation, and any other emergency equipment needed.  All caterers charge basic expenses before modifying their budget to accommodate modifications. If your event is catering for a lot of people, we may need to hire more staff. Maybe there’s some specialist equipment to hire or purchase, from inside the kitchen to outside, such as a marquee or dinnerware.

There are other things you can do if you want to make it easier for your caterer to plan the day. Send out invites to your event with an easy way to RSVP meal choices, so that the caterer can provide exactly the right amount of food. Set a limit to the amount of drinks you want to provide, have a schedule and stick to it to avoid incurring overtime charges, and tell your guests what to expect. 

If you’re worried the event is becoming unaffordable, we’ll work with you to make it match your budget. Some dishes could be made simpler so you can enjoy an extravagant showpiece main meal; you could switch from a sit down meal to self-serve. We’ll give you all the options to help you create your perfect event.

Contact us to make sure you’ll never utter the phrase “Oh no, we’ve gone over budget!”. Email info@speysidekitchen.co.uk or call +44 1479 861387 / +44 7925 544473.

Speyside Kitchen: helping busy individuals and groups alike achieve memorable life events by providing first class event planning and catering service that prioritises customer service and customer experience.

Choose whether you want something casual or formal

What’s in season can affect your pricing

Simple doesn’t have to mean boring

We can make beautiful food from any budget