How to Pick the Right Catering Budget for Your Event (Without Crying Into Your Calculator)

Planning an event is all fun and games until you realize… food costs money. And people eat. A lot. But don’t worry—choosing your catering budget doesn’t have to feel like you're negotiating with the IRS.

Here’s your humorous, sanity-saving guide to setting a catering budget like a pro.

1. Start With Your Event Vision (a.k.a. Your TikTok & Instagram Board Dreams)

Before whipping out the credit card, ask yourself:

• Is this a chill get-together or a “please be impressed with me” kind of event?

• Do you want a buffet or fancy plated meals that make guests think you suddenly became royalty?

• How many "gluten-free-but-also-dairy-free-and-also-air-free" guests will be attending?

Your answers will determine everything from the menu to the number of zeros in your budget.

2. Get Your Guest Count (So You Don’t Feed Phantom People)

Your cousin who never RSVPs? Your coworker who always brings a surprise plus-one? Yeah… they affect your bottom line.

Guest count = budget. If you overestimate, you waste money. If you underestimate, people will fight over the last meatball.

With Sofia Forte's Catering we allow head count changes up to 15 days prior to the event.

3. Pick Your Catering Style (Based on Ambition & Wallet Strength)

Here’s how they stack up:

• Buffet: Affordable. Everyone’s happy. People go back for thirds without shame.

• Food Stations: Trendy. Interactive. Also the birthplace of long lines and awkward small talk.

• Drop-Off Catering: Perfect if you want food without the fanfare… or the staffing costs.

  
  

4. Set a Per-Person Budget (Math, but make it painless)

It’s simple: Total budget ÷ number of guests = how much each person is allowed to cost you.

If the number makes you gasp, reduce your guest list or we can work on your menu to get it as close to your dreams AND your budget. (Your brother’s girlfriend from last week doesn’t need to come. And if she does come should should be fine with chicken over steak)

5. Remember: You’re Paying for More Than Food

Catering isn’t just “food magically appears.”You’re also paying for:

• Staff (who prevent buffet chaos)

• Setup & teardown

• Gratuity

• Emotional support from your catering manager. Our catering manager, Nikkia, will work with you the entire time and be on site the day of the event.

Budget for it all—or be surprised later. (Surprised in the bad way.)

6. Quality vs. Affordability (The Eternal Battle)

You don’t need Wagyu beef and truffle foam to impress people.

Sofia Forte's Catering can help you strike a balance between “wow” and “ow (my wallet).”

7. Customization Is Your Saving Grace

Want a cheaper version of that fancy dish? Need to swap ingredients to cut costs? Ask!

Our Catering manager Nikkia is a menu magicians. She can tailor things so your event looks bougie—even if your budget doesn't.

8. Add a Contingency Fund (Because Chaos Happens)

Set aside an extra 5–10% for surprises.

Examples include:

• Your aunt deciding last minute that she's bringing her “special friend.”

• You falling in love with an upgraded appetizer you absolutely didn’t budget for.

• Someone insisting on vegan, keto, soy-free, nut-free, joy-free options. (I would pretend this person's invite got lost in the mail, but that's just me)

  
  

9. Don’t Just Compare Prices—Compare Value

Caterer A might be cheaper. Caterer B might actually feed people enough that they don’t stop at McDonald’s afterward.

Sofia Forte's Catering can meet your budget and feed all of your guests.

Choose wisely.

10. Partner With a Caterer Who Gets You

We help you stretch your budget without stretching your sanity. We listen, guide, and don’t make you feel like you need a second job to pay for appetizers.

🎉 Final Thoughts

Picking a catering budget doesn’t have to be stressful. With a little planning, a little humor, Sofia Forte's Catering, you can throw an unforgettable event without financial heartburn.

Contact us today!