How to Plan Catering for Your Event
A 10-step guide we walk every client through — from first inquiry to event day. Use it to plan weddings, corporate events, and parties in Tracy, Stockton, Modesto, Livermore, and the surrounding Bay Area.
- Estimated guest count (±10%)
- Event date and venue address
- A target per-person budget
- Known dietary restrictions
- 1
Lock in your date, venue, and guest count
Pick your event date and confirm your venue. Estimate your guest count within ±10% — caterers price and staff against this number.
If your venue has a kitchen, on-site cooking is easier. If not, plan for finish-on-site or fully prepared service. Confirm load-in time, power, and water access for full-service events.
- 2
Set a per-person budget
Decide what you want to spend per guest, all-in. This single number determines almost every other decision (service style, menu, bar, rentals).
See current per-person pricing in Tracy - 3
Choose your service style
Drop-off, drop-off with attendants, full-service buffet, plated, or family-style. Service style drives staffing, rentals, and timeline more than the menu does.
Compare drop-off vs full-service - 4
Build the menu
Pick 1–2 entrées, 2–3 sides, salad, and dessert for buffets. For plated, narrow to 2 entrée choices plus a vegetarian option. Always include at least one vegetarian and one gluten-free dish.
Browse the full menu - 5
Add bar service (if needed)
Decide on no bar, beer-and-wine, or full bar. Plan ~1.5 drinks per guest per hour. For weddings, 1 bartender per 75 guests keeps lines short.
Full-service & bar options - 6
Plan rentals and florals
Confirm what your venue provides (tables, chairs, linens, glassware) and rent the rest. Florals and tablescapes can be added through us so everything arrives on one truck.
Rentals catalog - 7
Request and review your quote
Send your guest count, date, venue, service style, and any dietary needs. We return an itemized quote — food, delivery, handling, staff, bar, and rentals — usually the same business day.
Request a quote - 8
Sign the contract and pay deposit
Orders over $3,000 require a 50% deposit to reserve your date. The balance is due 10 days before the event.
- 9
Confirm final headcount 10 days out
Lock your final headcount, dietary restrictions, timeline, and any last-minute swaps. After this point, counts can go up but not down.
- 10
Day of: enjoy your event
We arrive on the agreed timeline, set up, serve, and clean up. You focus on your guests.
Ready for step 7?
Send us your date, guest count, and event style — we'll return an itemized quote, usually the same business day.