Catering can make or break a celebration. A beautifully presented spread takes the stress out of hosting, keeps guests happily grazing, and adds a touch of indulgence to the occasion. But when you start tallying up costs, it’s easy to feel like you need a second mortgage just to feed everyone.
The good news is that with a little planning and some savvy menu choices, you can deliver a memorable party without overspending. Whether you’re putting on a small, intimate get-together or a lively gathering for a crowd, knowing how catering costs work will help you create a menu that fits your budget and still wows your guests.
Let’s look at the factors that influence the price, how to make smart choices, and where you can find savings without sacrificing flavour or quality.
There’s no single “set price” for catering because so many elements influence the final bill. The number of guests is the most obvious factor as more people means more food, but larger orders can sometimes work out cheaper per head.
The style of catering you choose also makes a difference and grazing platters are loaded with gourmet bites or premium meats will naturally cost more than simpler, crowd pleasing options. Presentation plays a role too with elaborate displays taking more time and resources to prepare.
The variety of food you select will also impact costs. Offering multiple menu options is fantastic for variety but can quickly increase expenses. Finally, location and delivery logistics matter. For instance catering for an inner city rooftop party is different from an event in a remote rural spot, and transport costs can reflect that.
Nail down your numbers early and resist the urge to keep adding “just 1 more person”. Over ordering is the fastest way to waste money, and most caterers require final numbers 48-72 hours ahead anyway.
Instead of ordering five different platters to cover every taste, opt for options with broad appeal. A Mediterranean platter with hummus, vegetables and pita works for vegetarians, health conscious guests and general grazers alike. One order, multiple happy groups.
Brunch or afternoon events can get away with lighter fare think pastries, fruit platters and coffee rather than full hot meals. Evening events naturally call for heartier options, but you can balance one premium dish with several budget friendly sides.
Hot dishes are typically more expensive due to preparation complexity and warming requirements. Balance one knockout hot option (maybe those popular sliders everyone loves) with several cold platters that still feel substantial.
Gluten-free, dairy-free, vegan, vegetarian, the list of dietary requirements seems to grow every year. While it’s essential to make sure all guests feel included, you don’t need to double your catering budget to do it.
One of the best ways to save is by choosing dietary friendly platters that everyone will enjoy, rather than creating separate, single purpose dishes. For example, a fresh vegetable grazing board with dips can satisfy vegans, dairy-free guests and gluten free eaters all in one go. This approach prevents leftover specialty items that only one or two people eat, saving both money and food waste.
It’s also worth talking to your caterer about portion sizes. Sometimes, smaller portions of premium dietary platters, mixed with more universal options, will strike the perfect balance between inclusivity and affordability.
When you’re planning an event in Adelaide, choosing the right caterer makes all the difference between breaking the bank and getting genuine value. The key is finding providers who understand that beautiful presentation and quality ingredients don’t have to mean premium pricing. Our artisan grazing tables and platters deliver that “wow” factor through creative presentation and high quality, seasonal produce and all without the inflated costs of traditional formal catering. Because our grazing tables are self serve, we can focus our budget on sourcing the best ingredients rather than extensive service staff.
Our approach works particularly well for budget conscious hosts because grazing tables naturally accommodate multiple dietary requirements in one beautiful spread. Whether you’re planning a corporate event, family celebration or intimate gathering, our tables create that sense of abundance while actually being more cost effective than multiple individual platters.
Copyright 2025 Simply Easy. Part of the Bon Cuisine Catering Group.
Delivering excellence with our partners The Small Food Caterers