Caterer Rental Charges

jennagirl87 · May 2012

I just received a quote from my potential caterer and based on the breakdown of prices he has provided for the rentals and the actual rental company's webiste prices, I noticed that my caterer almost doubled all the prices! So where it actually costs $5 per person for all the china and silverware (according to the actual website) my caterer has quoted $10 per person.

I know that the different choices for flatware and such can sometimes lead to discrepancies, but I used the most expensive choices when determining prices based on the website. I also thought at first that maybe the caterer was just including more items in his quote (but the breakdown on what was included was pretty comprehensive) and it's consistent across the board. Even chairs (the white, padded ones as stated on my contract) were doubled in price: from $3.35 in the rental catalogue to $7 according to my caterer.

Is this standard for caterers to increase prices for rentals? I feel like it must be if my caterer is so blatantly doing it. I mean, we know which company he is using and the prices are listed clearly online--we were obviouly going to check.

But at the same time, it doesn't seem right to me that he is profiting in this area. The rental company is already profiting--if not it wouldn't be in business--and we are paying the caterer additional set-up and break-down fees. He should make a profit on the food he is serving for us. Right?!

Either way, I feel like if it's that much cheaper, I'll just handle the rentals myself and pay the rental company to set-up and break-down instead of the caterer. So what do you guys think? Have you run into this problem, or is this something customary that I was not aware of?

Just curious, because if this is not something caterers normally do, then I will of course run away from this guy as fast as I can before I sign anything! And if it is acceptable, then I will just have to plan for a little more DIY in terms of rental arrangements go.

CN: My caterer is charging double what the rentals actually cost! Is this normal, or should I find a new caterer?

Maggie0829 · May 2012

I think I would ask your caterer why they are doing this. It seems kind of weird that they are doing this, but since they are doing it openly they may have a really good reason behind. I would just come right out and ask them.

egm900 · May 2012

If you are paying a set up and break down fee, I see no reason to double the price of the rentals. I could understand a fee if the caterer has to pick up the rentals, but it shouldn't be double what the rental company charges.

mcskatcat · May 2012

Do they have a service charge as well? My only guess would be that odds are the catering company is responsible for cleaning all the dishware and returning it, which can be a huge hassle. I would just ask them why, and if they give you a weird or vague answer then it might just be because they're trying to turn a profit.

librababy · May 2012

I would ask as well, but it seems like you'll save money just going to the rental company and renting the items yourself. That is so odd.

Sue-n-Kevin · May 2012

I agree it's not right to double the price, but consider all your options.

I did an internet search for rental vendors in my area and actually made a spreadsheet of them. I compared the costs of dishes, glasses and utensils, as well as linens. I did all this before I found my caterer.

When I met with the caterer, she said she'd arrange all this and gave me a preliminary quote. It was not far off from the prices I found myself. But then, this caterer was through a local gourmet food store who makes a profit on things other than just the catering they do, they sell great foods as well to the public in their grocery/specialty sections.

For me, it was all about the ease of doing business. A few dollars here or there was not important. By having the caterer arrange for the drop off and pick up I didn't have to do it. She arranged for them to drop off all the items, or they were dropped off at the caterer's location, they brought them, set them up, and CLEANED them before re-packing and taking in their truck (there was a small kitchen/sink at our venue).

Remember this: when you personally arrange for the drop off and pickup of rentals, especially things like dishes, glasses, utensils, they have to be cleaned before the rental vendor picks them up. Are you going to do this? You may have to if they are rented directly.

The bottom line is ask your caterer what the difference in price is for.........will they not clean the "other" vendor's items before packing them? Will they not set up the chairs? Will the other vendors do all the cleaning and set up that the caterer may not now think is their responsibility because you used someone else?

Good luck. You might also get a better answer on your local board, from brides who have used this caterer.

NOLAbridealmost · May 2012

I disagree that what your caterer is doing is unusual. It makes perfect sense to charge a fee for taking care of the rentals for you. My venue/caterer charged a 30% surcharge on top of the amount of the rentals if they handle the party rentals for you. They have to make sure there is a person on staff to receive the rentals when they're delivered and hang around until the rental company comes back to pick everything up. It's an entirely different service than what you're paying them for: set up and serve food. Doubling the price might be a bit on the steep end, but charging extra makes perfect sense.....otherwise every bride would saddle the responsibility of dealing with the rental company (which can be a hassle) on the caterer.

Cortney1982 · May 2012

Look at it at the caterers perspective. They have to go rent the equipment (which I don't understand they at least don't have silverware!) pick up the rentals, set up rentals, clean rentals, and return rentals. They need to charge for their time. I do think they need to come up with a more reasonable plan in making a profit than simply doubling the rent charge.

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