Catering Guide
Class Reunion Catering: Vendors, RFPs, and Real Pricing
Catering is the single biggest line item in almost every class reunion budget - typically 55-65% of total spend. It is also the line where committees lose the most money to surprise fees, fuzzy quotes, and minimums they didn't notice in the contract. This guide walks through the six caterer types worth considering, a copy-paste RFP template, the 12 questions to ask before signing, the dietary-restriction protocol that actually works, and the tax-and-service-charge math that catches almost every first-time committee off guard.
Six caterer types: what each is good for
Not all caterers do the same job. Before you send a single RFP, decide which category you need. The category determines the price range, the minimum guest count, and how much else you have to organize yourself.
Full-service banquet caterer
$55-$120/head all-inBest for: Plated dinners at a venue without in-house catering. 60-200 guests.
Pros
- Brings staff, china, glassware, and full bar
- Handles linens and setup/breakdown
- Single point of contact for all food and service
Watch outs
- Highest per-head cost
- Mandatory service charges of 20-22% on top of food
- Minimum guest counts (usually 75+)
Drop-off catering
$18-$32/head food onlyBest for: Casual reunions, mixers, picnics, and any event where you have venue staff or volunteers to plate and serve.
Pros
- Cheapest path to real catered food
- No mandatory gratuity or service charge
- Flexible menu, low minimums
Watch outs
- You provide servers, plates, utensils, linens, bussing, and cleanup
- Food arrives in chafing dishes - quality drops if dinner is delayed
- No bar service - you handle alcohol separately
Restaurant catering (private room buyout)
$45-$85/head all-inBest for: Reunions of 30-80 people who want restaurant-quality food without renting a hall.
Pros
- Quality is consistent because it's their everyday menu
- Bar is built in
- No setup or breakdown - you arrive, eat, leave
Watch outs
- Limited customization - you eat their menu, not yours
- Food and beverage minimums (often $2,500-$8,000) that you commit to whether you hit it or not
- Smaller capacity than a banquet hall
Food truck catering
$15-$28/head food onlyBest for: Casual outdoor or daytime reunions, Friday mixers, family-friendly picnics. 50-300 guests.
Pros
- Memorable and photo-worthy
- Self-contained - they bring power, water, ice, everything
- Two trucks (a savory and a dessert) feed a crowd of 150 for under $4,000
Watch outs
- Long lines if you only book one truck for over 75 people - rule of thumb is one truck per 75 guests for a 90-minute service window
- Weather-dependent and outdoor-only
- Often a flat trip fee ($300-$800) on top of per-head pricing
BBQ / pit caterer
$22-$38/head food onlyBest for: Saturday afternoon picnics, casual reunions, Friday-night welcomes. Crowd-pleaser for groups of 50+.
Pros
- Crowd favorite - high satisfaction at low cost
- Smoked meats hold quality on a buffet for 90+ minutes
- Most BBQ caterers offer simple buffet drop-off OR full-service
Watch outs
- Limited vegetarian options - have a contingency plan
- Heavy menu can feel sluggish before a long evening of dancing
- Linens, plates, and bar are usually separate
Ethnic / cultural caterer
$25-$55/head food onlyBest for: Reunions with a theme tied to the class's region or a specific decade's food memory. Authentic Mexican, Italian, Filipino, Indian, Mediterranean, Cajun, soul food, and so on.
Pros
- Distinctive and memorable - rarely the same generic chicken-fish-vegetarian options
- Family-style or buffet service is the cultural default for many cuisines and works well at reunions
- Often the best value-per-dollar food because these caterers compete with restaurants, not banquet halls
Watch outs
- Smaller operators may not have full event-staffing infrastructure - confirm they can handle 100+ guests
- Equipment (chafing dishes, serving spoons, plates) varies by vendor - ask specifically
- Confirm vegetarian and dietary handling - some traditional menus are meat-heavy by default
Rule of thumb
Real 2026 pricing: what 100 guests actually costs
The base per-head quote is not the price you pay. Below are four common scenarios with the full stack of service charge, tax, and the final all-in per-head cost. These are the numbers your treasurer should put in the budget - not the menu sticker price.
The tax-on-service trap
Copy-paste RFP template
Send this same RFP to three to five caterers. Identical inputs force identical outputs - you will be comparing apples to apples, not three different sales pitches. Email is fine; do not call. Caterers who reply to email quickly are the ones who will return your texts during the week of the event.
What you will learn from the responses
💰 With Reunly
Track caterer quotes and the all-in math in one place
Reunly's budget tool lets your treasurer log each vendor's base, service, and tax separately so the real cost is visible from day one.
12 questions to ask before you sign
Before you put a deposit on any catering contract, ask these 12 questions in writing. The answers go in your committee shared folder. If a caterer waffles on any of them, you have your answer.
- 1
What is your per-person price for our headcount range, including tax and service charge?
Why it matters: Force the all-in number out of them. Quoted base prices look 25% lower than the real cost.
- 2
What is your minimum guest count, and what happens if we fall below it?
Why it matters: Most caterers bill the minimum regardless. Know this before you commit.
- 3
What is the deadline for our final guaranteed count, and is it 14 or 7 days out?
Why it matters: Affects how much RSVP slack you have. 14 days is harder; 7 days is more forgiving.
- 4
What is your deposit, and is it refundable up to a specific date?
Why it matters: Most caterers require 25-50% to hold the date. Know what's recoverable if attendance collapses.
- 5
What is included in the per-head price - plates, linens, glassware, staff, setup, breakdown?
Why it matters: Drop-off vs. full-service is the make-or-break distinction. Get it explicit.
- 6
How do you handle dietary restrictions (vegetarian, vegan, gluten-free, allergy)? Is there an upcharge?
Why it matters: If 10% of your guests are vegetarian, $5 upcharges add up.
- 7
What is your bar package, and can we bring our own alcohol?
Why it matters: Bar is often 30-40% of the F&B total. Know the structure.
- 8
Do you provide a tasting, and is it complimentary?
Why it matters: A no-tasting caterer is a red flag. Pay-to-tasting is normal.
- 9
What is the staff-to-guest ratio at our headcount?
Why it matters: 1:25 for buffet, 1:15 for plated. Below that, service drags.
- 10
Have you catered events at our venue before, and do you have a venue contact?
Why it matters: First-timer caterers at unfamiliar venues create setup chaos.
- 11
What is your cancellation and force-majeure policy?
Why it matters: After 2020, everyone should know what happens if the event has to move.
- 12
Do you carry liability insurance, and can you provide a certificate naming our venue as additional insured?
Why it matters: Most venues require this. Caterers without it get rejected by venue contracts.
Dietary restrictions: the protocol that works
Roughly 12-15% of any class reunion crowd has a dietary restriction you need to plan for. Half of those are vegetarians; the rest split between vegan, gluten-free, dairy-free, and severe allergies (shellfish, nuts, eggs). Ignoring this is how you end up with three guests eating bread rolls while their tablemates have entrees. Here is the four-step protocol that works at every size.
Step 1: Collect on the RSVP
Four checkboxes on the RSVP form, plus a text field: Vegetarian, Vegan, Gluten-free, Other allergy or restriction (please specify). Make it required if the RSVP includes a meal.
Step 2: Tally and send to the caterer 14 days out
Most caterers want the dietary breakdown with the final guarantee. Send: "82 standard meals, 8 vegetarian, 2 vegan, 4 gluten-free, 1 shellfish allergy (no shrimp in anything)." The 14-day window gives the kitchen time to source ingredients without an upcharge.
Step 3: Indicate at the table
Either color-coded place cards (a small dot on the corner - green for vegetarian, yellow for gluten-free, red for severe allergy) or discreet meal-indicator tickets the server collects when they drop the plate. Avoid loud announcements - many guests don't want their dietary needs to be the table conversation.
Step 4: Have a backup
Even with all of this, expect one or two surprise restrictions on the night. Ask the caterer to have two emergency vegetarian + gluten-free plates on standby. Most will do this for free.
Cost note
👥 With Reunly
Collect dietary restrictions on the RSVP automatically
Reunly's RSVP form captures vegetarian, vegan, gluten-free, and allergy notes - then exports a clean tally for your caterer 14 days out.
The tax + service charge math committees miss
Half the catering contracts we see have a per-head quote and a footnote that says "plus tax and service." The committee budgets the per-head number and gets the bill three weeks out. The shortfall is often $1,500-$3,000 - enough to derail a small-class reunion. The math you need:
- Base price = per-head menu cost x guests. Example: $45 x 100 = $4,500.
- Service charge = base x service % (typically 18-22%). $4,500 x 0.20 = $900.
- Subtotal = base + service. $4,500 + $900 = $5,400.
- Tax = subtotal x sales tax % (varies by state - check your local rate). $5,400 x 0.08 = $432.
- All-in = subtotal + tax. $5,832. Real per-head: $58.32.
That is a 30% markup on the menu sticker price. If your treasurer budgets $45/head and you sell tickets to cover $45/head, you are losing $1,332 before alcohol, cake, or rentals are counted. Build the all-in number into the ticket price from day one.
What about the bar?
Bar is a separate stack. Open bar at a banquet venue is typically billed one of three ways: (1) per person per hour ($25-$45/head/hour), (2) per drink consumed (you sign for a number, $9-$14 per drink for beer/wine/well, $12-$18 for premium), or (3) flat-rate package. The same service + tax math applies to bar. Most reunion committees pre-buy a two-drink ticket per guest ($22-$30 all-in) and run cash bar after.
The treasurer's shortcut
💰 With Reunly
Stop losing money on the per-head sticker price
Reunly's budget tool auto-calculates service charge and tax on every catering line so the all-in number is visible from the first quote.
Deposits, contracts, and cancellation
A typical catering contract requires 25-50% deposit at signing, the balance due 7-14 days before the event, and locks the guaranteed headcount 7-14 days out. Before you sign, confirm these in writing:
- Deposit refundability. Most deposits are non-refundable after 90 days. Some are non-refundable from day one. Get the date in the contract.
- Final headcount deadline. Once locked, this is the number you pay for - even if 5 people no-show. Build a 5-10% buffer below your confirmed RSVPs.
- Overage policy. If 5 more people show up than your guaranteed count, can the kitchen feed them? Most caterers can handle up to 10% over, often at the per-head price plus a small premium. Confirm.
- Force majeure. What happens if you have to postpone (weather, public health, family emergency on the committee)? A well-written contract lets you move the deposit to a future date within 12 months.
- Substitution clause. Can the caterer swap an ingredient if their supplier is short? Almost always yes, but it should be in writing with your approval.
Five mistakes that cost real money
1. Booking the venue before locking in catering options
Many venues have exclusive caterer lists - sometimes a single approved caterer. Get the list before you sign the venue, or you will end up paying the only available caterer's rate (often 25% above market).
2. Quoting on base price instead of all-in
Budgeting $45/head when the real number is $58/head is how committees end the night $1,300 short. Always multiply the quote by 1.25-1.30 before you put it in the budget.
3. Setting the guarantee at your hopeful headcount
If 85 people RSVPed yes, guarantee 80. You pay for 80 either way. If 85 show up, the caterer feeds them. If 78 show up, you didn't overpay by much. Always guarantee at 90-95% of confirmed RSVPs.
4. Forgetting the vendor meals
Your DJ, photographer, and venue coordinator usually expect a meal. Caterers offer a discounted vendor plate at $20-$30. Three vendor meals are $60-$90 - small line, but missed often.
5. Paying the full balance before the event
Some caterers ask for 100% paid 7 days out. Push back. 50% deposit, 50% on event day (or 7 days after) protects you against quality issues. If they will not budge, get specific service-failure remedies in writing.
✅ With Reunly
Get your headcount lock right - automatically
Reunly tracks RSVPs in real time and sends the catering guarantee 14 days out so you never overcount or undercount.
Frequently asked questions
How much should we budget for class reunion catering per person?
Plan on $35-$55 per person for a buffet at a banquet hall or country club, $55-$95 per person for a plated dinner at the same venue, and $20-$30 per person for a drop-off catered buffet at a rented hall where you bring everything else (linens, staff, bar). Those numbers are the food and beverage line only - add 22-26% on top for tax and service charge before you even get to alcohol, cake, or rentals.
What's the difference between service charge, gratuity, and tax?
Service charge is a mandatory fee the caterer charges you (typically 18-22%) that goes to the business, not necessarily the staff. Gratuity is a tip that goes to the staff. Tax is sales tax on the food, beverage, AND often on the service charge itself - which is the gotcha. A $50/head menu becomes roughly $65/head once you stack a 20% service charge and 8% sales tax. Always run the math before you sign.
When should we book the caterer?
6-9 months before the reunion for a Saturday in May, June, September, or October - those are peak weekend dates and the best caterers book out a year in advance. If you're flexible on the date, you can land a caterer 3-4 months out. Wedding-season weekends (May-October Saturdays) are the tightest; weeknight or Sunday brunch reunions are much easier to book late.
Should we ask for a tasting?
Yes, but expect to pay for it if your headcount is under 100. Tastings for 4-6 people typically cost $50-$150 unless the caterer waives it for confirmed contracts. Bring two committee members (one decision-maker, one with strong food opinions), take photos, and ask to taste at least one item per course you're considering. A caterer who refuses any tasting is a no.
How do we handle dietary restrictions?
Collect dietary info on the RSVP form using four checkboxes (vegetarian, vegan, gluten-free, other-with-text). Send the totals to the caterer 14 days before the event. Most caterers handle vegetarian and gluten-free for no upcharge; vegan and allergy-specific meals are often $5-$10 extra per plate. Print discreet meal-indicator cards (or color-code name badges) so servers know who gets what.
Do caterers require a minimum guest count?
Yes - and they bill you for the minimum even if you have fewer guests. Full-service caterers typically require 50-75 guests minimum on a Saturday night. Drop-off caterers often have no minimum but charge a flat delivery fee. Your guaranteed count is locked 7-14 days out, and you pay for that number regardless of who actually shows up. Build a 10% no-show buffer into your guarantee.
Can we bring our own alcohol to save money?
Sometimes. A licensed banquet hall almost never allows it (they make most of their margin on bar). Rented community halls and outdoor venues often do, but you'll typically need to hire a licensed bartender ($35-$50/hr plus tip) and pull a one-day liquor permit ($50-$200 depending on state). Buying booze at a wholesaler is usually 30-50% cheaper than venue bar pricing, but only if your venue allows it AND your headcount is over 75. Below 75 people, the labor and permit costs eat the savings.
What if our venue requires us to use their in-house caterer?
Read the contract carefully before you sign. Many hotels, country clubs, and historic venues have exclusive catering, which means no price competition. If you're locked in, push them for a custom menu instead of their standard packages (you can often get better food at the same price), ask for the same menu they serve at weddings instead of the corporate-event menu, and negotiate on bar instead of food (most venues will negotiate bar minimums and per-drink pricing).
Run your catering process from one place
Reunly handles RSVPs, dietary tally, headcount guarantees, and the all-in catering math - so your treasurer never gets surprised by the final bill.