Choosing a caterer for corporate events is quite different from simply choosing a menu. What you’re really deciding is who will prepare, transport, set up, and serve the part of the event that all attendees experience at the same time—and whether they have the resources to do so at your venue, on your schedule, and for your number of guests.
This guide walks you through the eight questions you should answer, in the order they appear: what the event requires, what format is best suited for it, what capacity is needed, what the vendor should provide, what the budget should include, how to compare proposals, what to ask before signing, and how to verify that the vendor’s experience is genuine.
What does your event need before you request a quote from a caterer?
Before speaking with any vendor, you need to have six things clearly defined: the type of event, its objective, the number of attendees, the venue, the schedule, and any specific requirements. With these six details, a catering company can propose a tailored plan; without them, each vendor will quote a different event, and the proposals cannot be compared.
The briefing sent to the catering service should include, at a minimum:
- Event type: convention, product launch, trade show, corporate dinner.
- Objective: What needs to happen during the service.
- Attendees: How many are there, and what are their profiles?
- Venue: Where it takes place and what it offers.
- Schedule: start time, end time, setup, and takedown.
- Special needs: allergies, food intolerances, and dietary restrictions.
The type of event and its objective go hand in hand, because almost everything else stems from them. A service designed to encourage people to talk to one another is approached differently than one that must not interrupt a series of presentations. If you’re still figuring this out, review the different types of corporate events and what each one requires.
Of the six points, space is the one most often left for last and the one that most influences planning. That’s why it’s the first thing we ask about when the client doesn’t specify it. Access points, the loading and unloading area, the workspace for catering, electricity and water, staff traffic patterns, and the distance between the preparation area and the service area all affect what can be served and how many people can be accommodated.
What catering format is best suited for each corporate event?
No one format is better than another: the best choice is the one that fits the event’s objective, the time available, the number of attendees, and the venue. A cocktail reception encourages conversation, a seated banquet highlights the table and the program, and a coffee break is designed not to interrupt the day’s schedule.
| Format | Features | When to Use It | Advantages | Limitations |
|---|---|---|---|---|
| Cocktail | Standing, with snacks passed around by the staff | Presentations, openings, networking | The attendees move around and talk | It doesn't work well with long speeches |
| Seated Banquet | Menu served at the table, course by course | Gala events, awards ceremonies, corporate dinners | Organized service and a steady pace | More floor space, time, and front-of-house staff |
| Buffet | The server is served at the product tables | Conferences and workshops with time for lunch | Variety and freedom of choice | Lines if there are not enough service stations |
| Gastronomic Stations | Thematic stations scattered throughout the space | Brand Events and Celebrations | Hand out to the attendees | More space, setup, and equipment |
| Coffee break | Short break with coffee, drinks, and snacks | Meetings, training sessions, conferences | Fast and compatible with the program | This is not a meal replacement |
| Appetizer | Welcome service, before a meal or an event | Receptions and Welcome Events | Kick off the event and facilitate the initial contact | This is not a meal replacement |
| Mixed format | Combine several into a single event | Long events or events with multiple segments | It adapts to every part of the program | More planning and coordination |
Each format requires different resources, and those resources must fit within the available space and time frame: a sit-down dinner requires space for tables and time to serve individual plates; a buffet works when there are enough serving stations for the number of guests.
The most common dilemma is whether to have a cocktail party or a seated banquet:
| Cocktail | Seated Banquet | |
|---|---|---|
| Objective | Encourage attendees to interact with one another | That they share a table and follow a program |
| Features | Standing, continuous service | Seated, course-by-course service |
| Required Resources | Pass personnel and support stations | Tables, full set of tableware, and dining room staff |
| When to Choose It | Networking and Presentations | Gala events, awards ceremonies, and formal events |
Therefore, a cocktail reception is more appropriate when the goal is for people to mingle and talk, while a seated banquet is more suitable when the event has a program that must be followed from the table. If both situations apply, a mixed format is the most reasonable choice.
What capacity should the catering service have for your event?
A catering company must have the capacity to handle the size and complexity of your event, as measured across six key areas: production, facilities, staff, logistics, transportation, and service capacity. A catering company may be able to cook very well for 200 people but lack the resources to serve 2,000; these are different operations.
Here's what you should ask at each one and what a specific answer might sound like:
| Key Area | What to Ask | What Is a Specific Answer? | Example (Artigot) |
|---|---|---|---|
| Production | Do you cook on your own premises? | Kitchen Area and Volume by Date | More than 1,000 m² of central kitchens |
| Facilities | What facilities do you have? | Subways and their uses, which are open to visitors | 2,500 m² with a kitchen, storage area, laundry room, offices, and showroom |
| Staff | Which teams are independent? | Stable Teams and the Role of Each One | Specialized teams in Sales, Operations, Kitchen, Logistics, and Human Resources |
| Logistics | Who is organizing the event? | A team that takes responsibility from start to finish | Specific Operations and Logistics Teams |
| Transportation | Do you provide your own transportation? | Own or leased fleet, and who is responsible for it | In-house transportation fleet |
| Service Capacity | What is the largest event you've ever covered? | A range of assistants backed by case studies | Events with up to 10,000 attendees |
The key is to ask for specific figures. “We have plenty of capacity” is not an answer; the number of meters of kitchen counter space, the number of vehicles, and the size of the largest event we’ve handled are.
What else should a catering service provide besides food?
A corporate event catering service must provide seven elements: cuisine, planning, production, logistics, setup, service, and coordination. The food is the visible part; the other six elements ensure that it arrives on time, in good condition, and in sync with the program.
The work follows a sequence in which each phase depends on the previous one:
- Planning based on objectives, attendees, venue, and timing.
- Kitchen Production.
- Transportation of production items, household goods, and materials.
- Receipt and setup of service stations.
- Service based on the format.
- Refills will be available throughout the event.
- Disassembly at the agreed-upon time.
What are the different ways to hire catering for an event?
There are three ways to organize catering for an event: hiring a full-service caterer with its own resources, using a caterer that subcontracts some of the services, or contracting each element separately. The difference lies in how the operation is organized, who coordinates the various phases, and who is responsible for ensuring that everything works together seamlessly.
| Model | Features | When is it appropriate? | Advantages | Factors to Consider |
|---|---|---|---|---|
| Comprehensive catering using our own resources | Centralizes production, transportation, materials, and service equipment | Events of any size that require coordinated catering management | Greater operational control, direct coordination, and a single point of contact responsible for the service | It requires its own infrastructure and the ability to scale resources for each event |
| Catering with Outsourced Services | It combines its own resources with external resources to meet specific needs | Events where it is advisable to supplement the available resources | Flexibility to tailor resources to each project | It requires coordinating in-house and external services and ensuring their integration |
| Separate Contracting | Catering, staff, supplies, and other services are contracted from various vendors | Events in which the agency or organizer is responsible for overall coordination | Freedom to choose suppliers and manage each shipment independently | Coordination among vendors and the resolution of any issues that may arise are the responsibility of the organizer, in accordance with the established agreements |
The comprehensive model allows us to approach catering as a coordinated operation, in which cuisine, production, staff, logistics, and service all work together under a single plan. At Artigot, we apply this model to both small-scale events and large-scale operations, tailoring our resources to the needs of each project. This is because a catering company’s capacity depends not only on the number of guests but also on its ability to organize and execute each service from start to finish.
Regardless of how you hire them, you’ll still need to coordinate with the other vendors. Catering is part of the overall event plan, and it works best when it’s involved from the design phase: understanding the objective, the attendees’ profile, and the timeline allows us to propose a service that complements the program. An experienced catering company works with the agency, the production team, and the venue without taking over their roles: each party does its part, and the catering company adjusts its role to fit the others’ schedules.
What should a corporate catering quote include?
A comprehensive quote lists nine categories: food, beverages, staff, tableware, setup, transportation, furniture, equipment, and extras. The price per person is only comparable across vendors when all of them have included the same categories.
| Game | What You Need to Specify |
|---|---|
| Gastronomy | Proposal, Quantities, and Food Requirements |
| Beverages | What's on the menu and how long does it take? |
| Staff | Schedules and hours, including setup and takedown |
| Household Items | Dinnerware, glassware, silverware, table linens |
| Assembly | Support Areas and Service Locations |
| Transportation | Materials and Equipment |
| Furniture | Tables, chairs, counters, and side tables |
| Machinery | Equipment needed to provide the services |
| Extras | Decoration, Overtime, and Exceptions to the General Terms and Conditions |
Two quotes with the same price per person can cover very different services. Imagine two identical proposals at that price. The first includes staff for setup, service, and takedown, as well as tableware, furniture, and transportation. The second includes staff only during service and bills separately for tableware, furniture, and transportation.
Therefore, a quote that includes all items is more appropriate when you need a fixed price, while one with separate line items is only useful if the venue already provides what’s not included. The best way to verify this is to ask all vendors for the same breakdown and compare item by item. We explain what causes each item’s price to go up or down in the corporate catering price guide.
At Artigot, our packages include all the resources necessary to provide the contracted service: supervisory staff, kitchen and dining room staff, transportation, furniture, and table linens in a variety of colors to choose from, as well as kitchenware, glassware, and equipment needed to deliver the services. We also accommodate menu adjustments to meet the needs of guests with allergies and dietary restrictions.
However, there are certain conditions to keep in mind when requesting a quote. For events with fewer than 60 guests, please check the staffing and transportation rates. Additional costs may also apply if the interval between services exceeds two hours or if the event requires setup or takedown times that differ from those specified. Bar stools and any other services not expressly listed in the proposal are also not included.
How do you compare catering providers?
Catering providers should be evaluated based on common criteria: experience, operational capacity, culinary offerings, staff, logistics, budget, and references. Comparing only the menu and the price per person can provide an incomplete picture of what each company offers and the resources needed to execute the event.
| Criterion | What to Consider | Warning sign |
|---|---|---|
| Experience | Experience with events of the same type and with similar requirements | He cannot demonstrate experience with comparable projects |
| Capacity | Facilities, production, personnel, transportation, and available resources | It does not specify how it will determine the necessary resources |
| Dining Options | Adapting the menu to the format, the attendees, and dietary needs | Submit a standard proposal without taking the event's requirements into account |
| Team | Assigned staff, supervision, and the person responsible for the service | It does not specify who will coordinate operations during the event |
| Logistics | Transportation, assembly, space specifications, and service times | It does not take into account the specific characteristics of the venue |
| Budget | Price per person, included services, exclusions, and possible surcharges | It does not specify what is included in the price or under what circumstances additional costs may arise |
| References | Real-world cases, proven experience, and relationships with repeat clients | Does not provide verifiable examples of previous work |
The most practical approach is to evaluate each vendor based on the seven criteria using the same scale and make your decision based on the overall package, not on which one stands out the most in a single category. A brilliant culinary offering does not make up for unresolved logistical issues, just as a competitive price does not make up for a lack of experience with events of your size.
When two proposals are closely matched, logistics often tip the scales: who has a better understanding of the venue and the timeline, and who asked more questions before providing a quote. Many of the mistakes made when hiring a caterer for corporate events stem from comparing prices alone.
What questions should you ask before hiring a caterer?
Before hiring a caterer, you should ask questions that require answers based on facts, not adjectives. These eight questions cover the areas where providers differ the most:
- What events similar to ours have you organized?
- Do you handle production and transportation in-house?
- Who will coordinate the event on the day of the event?
- How many staff members will there be, and what criteria will be used?
- What is included in the estimate, and what is not?
- How do you handle allergies, food intolerances, and vegetarian and vegan meals?
- Are you familiar with this place, or are you planning to visit it?
- How do you coordinate with the agency, the production team, and the venue?
Regarding the fourth point: Staffing needs do not depend solely on the number of attendees. Factors such as the event format, service points, duration, venue size, type of service, and the event’s complexity all play a role, so a figure without further explanation is not very meaningful.
Regarding point six: Food requirements are planned in advance; they aren't decided on the same day. The answer you're looking for includes when the catering service needs the attendee information and how it handles those alternatives during the event.
How can you tell if a catering service has the actual capacity and experience?
To determine whether a catering company has genuine capacity and experience, you should ask for verifiable evidence: company information, facilities you can visit, its own infrastructure, examples of past events with similar attendance numbers, and repeat customers. The experience that counts is the kind that can be demonstrated at events like yours.
Start with the data. The number of years in business, the number of repeat customers, and the number of locations where a provider operates are indicators of whether its business is stable. In Artigot’s case, we have been in business for more than 14 years, have more than 100 repeat customers, and can operate in more than 100 locations.
It goes on as far as you can see. The facilities and infrastructure (central kitchen, warehouse, fleet, fixed equipment) either exist or they don't, and a supplier that has them is usually willing to show them to you.
And finally, let's look at the cases. A case is valid when it includes a name, location, and number of attendees, and when it demonstrates something specific. Here are just four examples from Artigot and what each one demonstrates:
| Event | Volume | What does this show? |
|---|---|---|
| Dell Technologies Forum, Kinepolis | 1,000 attendees | Production, Service, and Logistics for a Large-Scale Corporate Event |
| International corporate event at IFEMA, 2025 and 2026 | A total of 14,000 attendees | Operational capacity and management of large numbers of attendees |
| Adecco Group Corporate Event at IFEMA, 2024 and 2026 | 2,400 attendees each year | Experience with large-scale corporate events |
| Madrid Formula 1 Grand Prix, Ignition Club | More than 3,500 guests over three days | The service ran for three days, with 165 professionals |
The rule for reviewing any list of past events is simple: the largest event the vendor has handled should be larger than yours, and at least one should be similar in terms of venue type. Exhibition centers, for example, have their own rules regarding access and setup, which we explain in the catering guide for trade shows. And a multi-day event requires extensive preparation: Artigot’s work for the Formula 1 Grand Prix in Madrid began a year in advance.
If, after answering the eight questions, you'd like to see how all of this translates into a service, the corporate event catering page explains what we do and what types of events we cater to.
Frequently Asked Questions
How is the price of catering per person calculated?
The price of catering per person is calculated by dividing the total cost of the service by the number of guests. That total includes food, beverages, staff, tableware, setup, transportation, furniture, equipment, and extras; therefore, the price per person varies depending on the event format, duration, and what the venue provides.
Does the catering service need to visit the venue before the event?
Yes: The catering company should visit the venue before the event if it has not worked there before. Access points, loading and unloading areas, electricity, water, access routes, and setup schedules all affect the service, and these factors can only be properly assessed by seeing them in person.
Who coordinates the catering on the day of the event?
The catering service has its own service manager, who coordinates with the event organizer—whether it’s the company, the agency, or the production team. It’s a good idea to find out who that person will be before you sign a contract.
How are allergies and food intolerances managed at a corporate event?
Allergies and food intolerances at a corporate event are planned for in advance. The organizer gathers information on attendees' needs, and the catering service prepares alternative options and arranges how they will be served during the event.
Is a single format better, or a mixed format?
Whether to choose a single format or a combination of formats depends on the duration and program of the event. For a short event with only one service segment, a single format is sufficient; for a long event or one with multiple segments, combining formats allows you to tailor each segment.
Can the same catering service handle an event for 200 people and another for 5,000?
A single catering company can handle events of very different sizes if it has the infrastructure to handle the largest one. The production capacity, logistics, and equipment required for an event with several thousand attendees can’t be improvised, so it’s best to ask for examples of events similar in size to yours.
