Catering options, compared honestly

Why format matters more than menu

Two events with the same menu can differ in cost by a wide margin because of the service format. A braised short rib served on a buffet, on a family-style platter and as a plated main uses the same ingredients, but not the same number of staff, rentals, kitchen space or minutes of the evening.

That is why we ask about format early. Once you know how guests will eat, the menu, staffing, rentals and timeline follow. Choose the menu first and the format later, and you often end up reworking both.

The five decisions people ask about most

Buffet vs plated. The classic wedding and gala question. Plated service costs more in staff and needs meal choices in advance; buffets give guests choice and quantity but take longer to move a room through and need floor space for lines.

Drop-off vs full service. The question for office events, home parties and receptions. Drop-off is simpler and cheaper; full service adds staff who set up, keep food safe and looking right, and clear afterwards.

Stations vs family-style. Two ways to make a dinner feel generous without a formal plated menu. Stations get guests moving and mingling; family-style keeps them seated and sharing.

Boxed lunches vs platters. The office lunch question. Boxes are individual, labelled and quick; platters are usually better value and feel more like a shared meal.

Caterer vs restaurant marketplace. For companies ordering food regularly. Marketplaces offer range and ordering tools; a caterer offers one accountable kitchen and event service.

Five questions that decide most comparisons

Almost every format choice can be made by answering these, in this order:

1. How many guests, and how long is the event? Guest count drives staffing and the number of service points. Event length decides whether food needs refreshing and how much is needed.
2. What does the venue allow? A room with no kitchen, a 40-minute load-in or a ban on open flame rules out some formats before budget comes into it. Our venue guides cover the common constraints.
3. Should guests sit, stand or move? Seated dinners suit plated or family-style service. Receptions where people should mix suit stations and passed food.
4. How varied are the dietary needs? Mixed halal, vegan, gluten-free and allergy requirements are easier to control with individually served or clearly separated food.
5. What is the all-in budget per guest? Include staff, rentals, delivery, service charge and 13% HST, not only the menu price.

Which formats fit which events

A rough starting point, before venue and budget narrow things down:

• Weekday office lunch, 10–60 people: boxed lunches or platters, delivered. Staff are rarely needed.
• All-day conference or training: a mix of drop-off breaks and a staffed or semi-staffed lunch, with food refreshed at each break.
• Client reception or launch: passed canapés with one or two stations, fully staffed, so guests keep their hands free for conversation.
• Wedding for 80–200 guests: plated, buffet, family-style or stations, depending on the program, venue and budget. This is where the comparisons matter most.
• Home dinner for 8–20: plated or family-style, with a chef and one or two servers.
• Large family or community event, 200+ guests: a hot buffet with several lines and separate sections for specific dietary needs, often with table service for elders or a head table.

Hidden costs to include when comparing

Menu price per person is the number people compare first, but it is rarely the number that decides the budget. When comparing two formats, or two caterers, line up the same items for both: staff hours and minimums, delivery or travel fees, rentals (plates, glassware, linens, serving tables), a service charge if one applies, and 13% HST on the total. A format that looks cheaper per plate can end up close to the more expensive one once staff and rentals are added. Ask for the all-in estimate for your guest count, not a per-person menu price alone.

What the comparisons do not tell you

Comparisons show typical trade-offs. They cannot account for a specific venue's rules, a family tradition about who is served first, or a CEO who wants lunch on the table before the board arrives. Use them to narrow the choice to one or two formats, then ask for a proposal that prices both. We are glad to quote two formats side by side for the same event.

We also keep the comparisons neutral. Every format on these pages is one we would recommend for the right event, and we say so when the cheaper or simpler option is the better fit.

Prices in the comparisons

Where we show our own starting prices, they come from our pricing page and are per person, before HST, service charge and delivery. Where we mention typical Toronto ranges, we name the third-party source, such as EventSource's wedding catering cost guide. Final prices depend on menu, guest count, date and venue, and are confirmed in writing in your proposal.