Food & Catering
For reunions of 50 or more, hiring a caterer is almost always worth it. This guide walks you through every step — choosing the right catering style, finding vendors, tastings, contracts, and running the day-of service smoothly.
"Catering" covers a wide range — from a food truck that parks in your lot to a full-service team that sets up, serves, and cleans. Know what you're comparing when you get quotes.
👥 With Reunly
Know your headcount before you call caterers
Reunly tracks RSVPs and gives you a live headcount so you can get accurate catering quotes — not guesses.
A tasting is your one chance to evaluate the food before committing to a large contract. Don't skip it, and don't treat it casually.
Every catering agreement should include these items in writing. If a caterer resists putting any of these in the contract, walk away.
Even with a caterer, you are still the event manager. This timeline keeps service running smoothly.
Caterer arrives for setup. Confirm serving table layout matches your plan. Verify headcount against confirmed number.
Food in warming equipment and at temperature. Walk the buffet line with the caterer — taste test if possible.
Everything staged: plates, napkins, utensils, serving spoons. Confirm caterer knows when to replenish dishes.
Check in with the caterer every 30–45 minutes. Alert them when a dish is getting low. Monitor food temp on cold items.
Confirm cleanup expectations. Discuss what to do with leftovers — most caterers will leave food if you have containers.
Sign off on the event. Make final payment per contract. Leave a review — caterers depend on referrals.
Family reunion catering typically costs $18–45 per person depending on the style. BBQ buffet catering runs $18–28 per person. Full-service buffet with setup, service staff, and cleanup runs $28–45 per person. Drop-off only (food delivered, no staff) typically runs $15–22 per person. These prices usually include the food, serving equipment, and basic condiments. You'll pay separately for rentals (tables, chairs, linens) if the caterer doesn't provide them.
Book your caterer 3–6 months before the reunion date for summer events. July 4th, Labor Day, and Memorial Day weekends book out 6+ months in advance — start earlier for those dates. At minimum, book 8 weeks out. Caterers need a confirmed headcount 2–3 weeks before the event for final quantities, so book early enough to have your RSVP window complete before that deadline.
Key questions: What is your minimum headcount? What is included in your per-person price (setup, serving equipment, staff, cleanup)? Can you accommodate dietary restrictions — vegetarian, gluten-free, nut-free? What is your cancellation and rescheduling policy? Do you carry liability insurance? Can I do a tasting before committing? How far in advance do you need the final headcount? What is the overtime rate if the event runs long?
Yes, always get a written contract even for small or informal caterers. A proper contract should include: the date, time, and location; the confirmed menu; the per-person price and total estimate; what is included (equipment, staff, cleanup); the deposit amount and final payment due date; the cancellation and weather policy; and the final headcount deadline. Never pay the full amount upfront — standard practice is 25–50% deposit at booking, balance due 1–2 weeks before the event.
Reunly tracks catering costs, collects family contributions, and shows you where you stand — all without a spreadsheet.