A catering estimate is easiest to compare when it describes the same event in the same level of detail. Before weighing the final figures, check that each proposal is based on the same guest count, service style, menu scope, and event schedule.
Compare the same service
One proposal may cover a seated meal, while another assumes a cocktail reception or a buffet. Even when the menus sound similar, the staffing, equipment, setup, and timing can differ.
Ask what is included for delivery, setup, clearing, and any tableware or linens, and whether these details are handled by the caterer or another supplier. A clear written scope helps reveal gaps without assuming that either proposal is better.
Read the menu details
Look beyond dish names to the number of courses, serving format, and any choices guests can make. If seasonal ingredients are important to you, ask how the menu might change when a particular product is unavailable.
Share dietary requirements and ask how they will be accommodated, identified, and served on the day. Clear answers matter more than broad assurances, especially when guests need a distinct meal rather than a small adjustment to a standard dish.
Clarify changes and timing
Guest numbers, access to the venue, and the event schedule can all affect what is practical. Ask when the final headcount is due, how changes are documented, and what the caterer needs from the venue before arrival.
Then compare the proposals line by line and note what remains uncertain. The most useful choice is not automatically the lowest total; it is the proposal whose scope, assumptions, and responsibilities you can explain clearly.