How to Choose a Caterer in Spain
If you're reading this, you probably have an event on your hands: a wedding, a communion, or a corporate gathering. And you've reached the point where it's time to request catering quotes. The most common mistake isn't choosing badly, but comparing badly: receiving offers that aren't comparable and deciding only on price.
To make that comparison fair and useful, you need a methodology. In this guide, we explain step by step how to choose a catering company for your event, from initial definition to contract signing, so you can make an informed decision without last-minute surprises.
Before Requesting Quotes: Define Your Event
To ensure the quotes you receive are comparable, you first need to have a few details clear. The more information you provide to catering companies, the more tailored their proposals will be and the easier it will be for you to compare them.
- Type of event: wedding, communion, christening, birthday, corporate event... Each has different needs and tone.
- Approximate number of guests: even a range is essential for calculating quantities and staff.
- Event venue: whether it's indoor or outdoor, if it has a kitchen or not, if there's space for setup. This affects the type of service and equipment needed.
- Desired format: cocktail reception, buffet, or plated dinner. If you're unsure, companies can guide you, but it's good to have an idea.
- Maximum budget per person: be realistic and communicate it. This filters out options outside your range and saves time.
- Dietary needs: allergies, intolerances, vegetarians, vegans, children's menu... Quantify them so the caterer can accommodate them.
With these six points defined, you can send the same briefing to all companies and receive proposals that are truly comparable – a key step in how to choose a catering company.
The 3 Service Formats and Which One Fits You
The service format defines the event experience and also the cost. These are the three main models offered by catering companies in Spain.
Cocktail reception: the most dynamic and economical format. Guests stand, socialise, and nibble. Ideal for corporate events, presentations, or informal celebrations. Requiring less staff and setup, it's usually more affordable per person.
Buffet: offers variety and volume. Guests serve themselves or with the help of waitstaff. It's a middle ground between a cocktail reception and a plated dinner. It works well for weddings and communions, as it lets each guest choose their dishes and adapts to different tastes.
Plated dinner: the most complete and formal format. Waiters serve each course at the table, adding elegance and structure. It's the preferred choice for weddings and formal events. It requires more staff and time, so it's usually the most expensive.
Choose the format based on the type of event, the guest profile, and the atmosphere you want to create. If you have doubts, ask the companies: they'll advise you based on your case.
How to Compare Quotes Without Tricks
When you have several quotes, don't just look at the final number. What matters is that they all include the same items and are itemised. Ask each company to detail in writing: food, drinks, staff, setup, transport, and extras.
Be wary of quotes that only give a per-person price without specifying what's included. Common tricks include: prices without VAT, overtime for waitstaff not accounted for, minimum billing amounts not mentioned upfront, or the famous 'all-inclusive' that doesn't detail exactly what it covers.
To avoid surprises, insist on a clear breakdown and that taxes are specified. It's also a good sign if the company wants to visit the event venue or asks you specific questions about the location, number of guests, or schedule. That shows they take the work seriously. Ask for references from recent events and, if possible, contact a previous client.
Comparing quotes isn't just about looking at the final price, but understanding what's behind each figure. With a clear briefing and a detailed breakdown, the decision becomes much easier. That's how to choose a catering company wisely.
The 10 Questions to Ask Before Signing
Before signing with a catering company, make sure you have answers to these ten questions. Note the answers and compare them across the different offers.
- 'Do you have availability for my event date?'
- 'How many events do you handle on the same day?'
- 'Do you offer a menu tasting? What's the cost?'
- 'How do you manage allergies and food intolerances?'
- 'What happens if the number of guests changes at the last minute?'
- 'What staff is included and what's the ratio of waiters per guest?'
- 'What's the plan B if it rains at an outdoor event?'
- 'What are the payment terms and the required deposit?'
- 'What is your cancellation policy?'
- 'Do you have liability insurance and a health registration?'
These questions will help you identify serious companies and avoid misunderstandings. If any company doesn't answer clearly, cross them off your list.
Menu Tasting, Contract, and Final Details
The menu tasting is the moment to validate quality and how well it matches your expectations. Pay attention to presentation, flavour, dish temperature, and staff attentiveness. If something doesn't convince you, mention it: good companies are open to adjustments.
The contract should include in writing the finalised menu, setup and service times, number of waiters, final prices including VAT, and penalties for changes or cancellations. Review that everything agreed verbally is reflected.
Before signing, also review logistical details: venue access, setup time, electricity or water needs, and whether the caterer handles furniture or tableware. With everything tied up, you can enjoy the event without worries.
If you need more information, check our directory of catering companies to find options in your area, or discover the types of catering available. You can also get an idea of how much catering costs or explore corporate catering if your event is professional.
Frequently asked questions
What are the 3 main types of catering?
The three main formats are cocktail reception, buffet, and plated dinner. The cocktail reception is dynamic and economical, ideal for standing events. The buffet offers variety and volume, perfect for celebrations. The plated dinner is the most formal and complete, common at weddings and protocol events.
How far in advance should you book the catering?
For regular events, it's recommended to book 4 to 8 weeks in advance. For weddings and peak dates like Christmas or long weekends, it's best to do so 6 to 12 months ahead, as the most in-demand companies fill up quickly.
Is the menu tasting free?
It depends on the company. Many offer the menu tasting for free if you eventually book their services, but others charge an amount that is later deducted from the final quote. Always ask before booking the tasting to avoid surprises.
How many waiters are needed for an event?
As a reference, for a plated dinner, you typically have 1 waiter per 10-12 guests. For a cocktail reception, the ratio is lower: 1 waiter per 20-25 guests. These numbers can vary depending on the type of service and the complexity of the event.
What happens if the number of guests changes at the last minute?
Most contracts set a deadline for finalising the guest count, usually between 7 and 15 days before the event. After that deadline, the guaranteed minimum is billed, even if fewer people attend. If numbers increase, you can usually add guests at an additional cost.
How do I arrange catering for 20 people?
For small groups, the cocktail reception or buffet format is most suitable, as it offers variety without the need for complex table service. Keep in mind that some companies have minimum orders, so check if they accept events of this size. You can also consider delivery catering.
John Guerrero
Food service consultant and founder of the ChefBusiness group. 20+ years in hospitality helping restaurants and caterers run profitably. johnguerrero.es
