Essential catering terms you should understand before hiring a catering service
When comparing catering proposals, many clients struggle not because of pricing, but because of unfamiliar terminology. Catering quotes often include industry specific terms that directly affect service level, logistics, and final cost. Understanding these essential catering terms helps you evaluate proposals correctly, ask better questions, and avoid misunderstandings before hiring.
Full service catering
Includes food preparation, delivery, setup, service staff, and cleanup. Common for weddings, corporate events, and large celebrations.
Drop off catering
Food is delivered to the venue without service staff. Setup may be included, but service and cleanup are handled by the client.
Plated service
Meals are served individually to seated guests. Requires more staff and precise timing.
Buffet service
Food is displayed on serving tables and guests serve themselves. Flexible and common for medium to large events.
Cocktail style service
Small bites and appetizers served during standing events where guests mingle.
Family style service
Dishes are placed on tables and shared among guests. Creates a social dining experience.
Service staff
Includes servers, bartenders, chefs on site, and support staff assigned to the event.
Staff to guest ratio
The number of staff members assigned per number of guests. Impacts service speed and quality.
Rental equipment
Tables, chairs, linens, plates, glassware, and cutlery. May be included or priced separately.
Setup and breakdown
The time and labor required to prepare the catering area and remove equipment after the event.
Service time
Total hours the catering team is present at the event. Additional hours may cost extra.
Minimum guest count
The minimum number of guests required to book the catering service.
Minimum spend
The minimum total amount required for the event, regardless of guest count.
Final guest count deadline
The last date to confirm the number of guests without penalties.
Guaranteed count
The final number of guests the caterer will prepare food for and charge based on.
Per-person pricing
A pricing model where the total cost is calculated based on the number of guests.
Custom menu
A menu tailored to the client’s preferences, dietary needs, or event theme.
Dietary accommodations
Adjustments made for allergies, vegetarian, vegan, or other dietary requirements.
Food labeling
Clear identification of dishes, ingredients, or allergens during service.
Hot holding and cold holding
Methods used to keep food at safe and appropriate temperatures.
Logistics and access
Details related to parking, loading zones, elevators, and venue access for catering staff.
Event coordination
Communication between the catering team, venue, and event planner to align timing and service flow.
Service charge
An additional percentage covering operational costs, often mistaken for gratuity.
Gratuity
Tip for service staff. Sometimes included, sometimes optional.
Cancellation policy
Terms that explain refunds, deposits, and penalties if the event is canceled.
Payment schedule
Timeline for deposits, partial payments, and final balance.
Force majeure
Clause covering unforeseen events such as extreme weather or emergencies.
Understanding these essential catering terms allows you to compare proposals accurately and choose a catering service with confidence. The more familiar you are with the language, the smoother and more transparent the hiring process becomes.