Why prices vary so much
Paella caterers rarely publish fixed prices, and that’s not just secrecy. Two events with the same number of guests can need very different set-ups: a garden lunch with one paella and no staff is a different job from a wedding with canapés, three paellas, desserts, waiting staff and crockery.
The main factors
- Guest numbers. The set-up is similar for 50 or 100 guests, so the cost per head usually falls as numbers rise.
- The menu. Chicken and vegetable paellas cost less than seafood, and lobster or premium shellfish cost more again.
- Courses. Paella alone, or with canapés, table tapas and dessert.
- Staff. Cooks, waiting staff and bar staff, and how long they’re needed.
- Equipment. Crockery, cutlery and glassware, or disposables.
- Travel and access. Distance, parking, tolls and charges, and long carries from the van.
- Date. Peak summer Saturdays book up first.
How live paella compares
Live paella is usually good value compared with a plated meal, because it doesn’t need a kitchen or a big team of waiting staff, and one cooking area feeds a lot of people. It also covers several diets at once, which saves on separate dishes.
How to get an accurate quote
Send your date, venue or postcode, approximate guest numbers, the type of event, the courses you’re thinking about, any dietary needs, and what the venue provides (tables, crockery, staff). The more detail you give, the closer the first quote will be to the final one. Ask us for a quote.
What a quote should spell out
A clear quote lists what you’re getting, not just a total. Look for the menu and courses, the number of guests it’s based on, the number of staff and their hours, crockery and cutlery (or disposables), travel, and whether VAT is included. It should also say what happens if numbers change and what the payment terms are.
Ways to keep costs down
- Simplify the courses. Paella with bread and salad, then your own cake for dessert.
- Choose the paellas carefully. Chicken, mixed and vegetable paellas cost less than premium seafood.
- Use what the venue has. If the venue provides crockery or staff, you don’t need to pay twice.
- Be flexible on the date. Fridays, Sundays and weekdays are often easier to book than summer Saturdays.
- Give accurate numbers. Over-ordering for guests who don’t come is money wasted.
Hidden costs to ask about
Ask about congestion or ULEZ charges in London, tolls, parking, long carries from the van, very early or late finishes, and any venue fees for outside caterers. None of these are unusual, but they’re easier to plan for when you know about them up front.
Deposits and payment
Most caterers ask for a deposit to hold the date, with the balance due shortly before the event. Read the terms before you pay: what’s refundable, what happens if you need to change the date, and when final numbers are due. Paying by a method that gives you some protection is sensible for big bookings.
Per head or per event?
Some caterers quote per head and some per event, with a minimum charge. Per-head pricing is easy to understand and scales with numbers. A per-event price can be better value for larger groups. Either way, ask what the price is based on, and what happens if your numbers go up or down.
Why the cheapest quote isn’t always cheapest
A low headline price can leave out staff, crockery, travel, VAT or bread and salads. By the time those are added, it may cost more than a quote that included them all from the start. A low price can also mean smaller portions or fewer staff, which shows on the day in longer queues. Compare on what’s actually included.
Budget-friendly menus
If budget is tight, a simple menu can still feel generous: a big mixed paella, a vegetable paella, crusty bread, salad and lemon wedges. Add a jug of sangria and your own cake, and you have a complete meal with real theatre. Tell your caterer your budget and ask what they can do for it.
When to ask for a quote
Ask as soon as you have a date and an idea of numbers. Prices can be firmed up later as numbers settle. For summer weekends, earlier enquiries have more chance of securing the date.
Questions that change the price
Some decisions change the price more than people expect. Do you want food served by staff, or guests helping themselves from the pans? Do you need proper crockery and cutlery, or are good-quality disposables fine? Does the caterer need to stay for several hours, or just to cook and serve one meal? Is the venue easy to reach, or is there a long carry across a field?
None of these are right or wrong; they’re choices. Thinking about them before you ask for quotes means each caterer prices the same event, and you can see clearly where the money goes.
A note on value
Value isn’t only about the price per head. Think about what the catering does for your event: whether it feeds everyone well, covers every diet without fuss, keeps queues short and gives guests something to remember. Live paella often scores well on all four, which is why many hosts find it good value even when it isn’t the cheapest quote on the table.
Comparing quotes
Line quotes up on the same basis: what’s included, how many staff and for how long, crockery or disposables, travel, and whether VAT is included. Our list of questions to ask a paella caterer covers the rest.
Quick answers
Is paella cheaper than a sit-down meal?
Often, because it needs no kitchen and fewer waiting staff. But the menu and extras you choose make the biggest difference.
Do caterers charge a minimum?
Many do, because the set-up is similar for small and large groups. Ask when you enquire.
Why don’t you publish prices?
Because every event is different. We’d rather send a quote that matches what you actually need.
Planning an event? Tell us about it and we’ll suggest a menu and send a quote.