How to compare catering quotes for a Bali villa event
Compare catering quotes for a Bali villa event line by line: per-guest price, ++ tax and service, guest minimums, staff, travel fees and the deposit.
The quickest way to compare two catering quotes is to put them on the same basis: price per guest, group total and the all-in figure with tax, service and travel. Most confusion comes from comparing a ++ price with an all-in price, or a buffet for 40 with a BBQ for 12. Before you read on, it helps to see our catering formats in Bali, because each one has its own guest minimum and inclusions.
This guide walks through a quote line by line, with two worked examples and a short list of questions to ask before you pay a deposit.
- Compare per-guest price, group total and the all-in total. Never compare a ++ figure with an all-in one.
- ++ means 11% government tax and 10% service charge on top. Multiply by 1.21.
- Check the guest minimum for the format: BBQ 8, plated 5, buffet 30 as standard.
- Check what the price includes: food, chef, service staff, equipment, setup and cleanup.
- Ask for travel fees in writing before you confirm. A 50% deposit confirms the date.
What should a catering quote in Bali include?
A clear quote answers five questions without you having to ask. If any of these are missing, ask before you compare prices.
- The format: BBQ, buffet, plated dinner, drop-off or a custom villa menu. Each is priced differently.
- The menu: which dishes, how many mains, sides and desserts. Two menu directions to choose from is normal.
- The guest count and price basis: per guest, the group total, and the all-in total.
- What is included: food, chef and kitchen team, service staff, equipment, setup and cleanup.
- Extras and fees: travel, a grill fee for small BBQs, upgrades, and how drinks are handled.
Our proposals show the per-person price, the group total and the all-in figure on one page, so you can lay them next to another quote without doing the maths yourself.
What do the two plus signs (++) mean?
In Bali, ++ after a price means 11% government tax and 10% service charge are added on top. Together that is 21%, so a ++ price times 1.21 gives the amount you actually pay before travel.
This is the single most common reason two quotes look far apart when they are not. One caterer may show IDR 475,000++ per guest, another IDR 575,000 per guest with tax included. The first is about IDR 574,750 per guest all-in, so the two are almost the same.
Per guest, group total or all-in: which number should you compare?
Compare the all-in total for your real guest count. Per-guest prices are useful for choosing a format, but group tiers, minimums and fees change the final figure. Here are two examples using our published prices.
| Line | Buffet, 40 guests | BBQ, 12 guests |
|---|---|---|
| Menu | Indonesian Buffet, 30–49 guest rate | Indonesian BBQ |
| Price per guest | IDR 475,000++ | IDR 700,000++ |
| Food subtotal | IDR 19,000,000++ | IDR 8,400,000++ |
| Grill (under 15 guests) | Not applicable | IDR 600,000++ |
| Total before tax and service | IDR 19,000,000++ | IDR 9,000,000++ |
| All-in with 21% tax and service | IDR 22,990,000 | IDR 10,890,000 |
| 50% deposit to confirm | IDR 11,495,000 | IDR 5,445,000 |
Both examples assume a villa in Canggu, where there is no travel fee. In Ubud the same events would add a flat IDR 350,000 travel fee. Your written quote confirms the final total before you pay anything.
Which guest minimums apply?
A low per-guest price is only useful if your group meets the minimum. These are the minimums on our current menus:
- BBQ: minimum 8 guests. The grill is included from about 15 guests; under 15 it is IDR 600,000++.
- Buffet: 30 guests as standard, with separate rates for 20 to 29 guests and lower per-guest rates from 50.
- Plated set menus: minimum 5 guests, from IDR 850,000++ per guest.
- Babi guling: minimum 6 guests.
- Drop-off family dinners: minimum 4 guests, with no on-site team.
Children under 10 pay 50% of the adult per-person price, so tell us the ages when you ask for a quote. For company events, corporate catering has a minimum spend of IDR 15,000,000.
“Compare the all-in total for your real guest count. A cheap per-guest price can hide a minimum you do not meet.”
What is included, and what is not?
Two quotes at the same price can deliver very different evenings. Check each of these lines:
- Food: catering includes the food. You do not buy groceries separately for a catered meal.
- Chef and kitchen team: who cooks, and whether they cook at your villa or deliver food ready to serve.
- Service staff: our buffets include service staff at about 1 per 12 guests. Extra waiters are priced on request.
- Equipment and setup: chafing dishes, grill, serving tables and the setup time before guests arrive.
- Cleanup: whether the team leaves the kitchen and dining area clean when they go.
- Drinks: wine and alcohol are BYO and our team pours. Cocktail service is a separate package.
Drop-off catering is the main exception. The food arrives ready to serve or reheat, and there is no chef, service team, setup or cleanup on site. It suits a quiet family dinner, not a party.
How do travel fees work?
Travel is included for Canggu, Seminyak, Kerobokan, Berawa and Pererenan. Other areas have a flat travel fee: Sanur IDR 100,000, Ubud IDR 350,000, and Uluwatu or Jimbaran IDR 200,000 to 400,000. Anywhere else is confirmed in your quote. Travel is not part of the ++ calculation.
When you compare quotes, check whether the other caterer has included travel or left it to the invoice. A quote without travel is not cheaper; it is incomplete.
Questions to ask before you pay a deposit
- Is this price ++ or all-in, and what is the all-in total for my guest count?
- Which guest tier am I in, and what happens if numbers change?
- How many service staff come, and for how many hours?
- Is the grill, buffet equipment or crockery included?
- Does the team cook at the villa, or is the food delivered?
- Is cleanup included?
- What is the travel fee for my villa area?
- How do you handle allergies and dietary needs on the night?
- How much is the deposit, and when is the balance due?
For us, the answers are simple: a 50% deposit confirms the date, and the balance is due the day before the event. If your chef can’t make it, we find a solution the same day.
Get an itemised catering quote
Send your date, villa area and guest count. Proposals usually follow within 1 hour of a complete brief.
How far ahead should you book?
For a normal villa event, allow at least 3 to 5 days so we can confirm the menu, staff and equipment. Large buffets, weddings and peak holiday dates need more notice. A same-day dinner is usually not possible.
If you are staying several days and want meals every day, catering may not be the right booking at all. Read stay chef or catering in Bali to see which model fits your trip.
FAQ
How much does catering cost per person for a villa event in Bali?
It depends on the format and group size. On our published menus, BBQ starts from IDR 700,000++ per guest (minimum 8), buffet from IDR 475,000++ per guest at 30 to 49 guests, and plated dinners from IDR 850,000++ per guest (minimum 5). Add 21% for tax and service to reach the all-in figure.
What does ++ mean on a catering quote in Bali?
++ means 11% government tax and 10% service charge are added on top of the price shown. Multiply a ++ figure by 1.21 to see what you will actually pay before any travel fee.
Are groceries included in a catering quote?
Yes. Catering is food-inclusive: one lunch, dinner or party with the food in the price. That is different from a full-day villa chef, where groceries are charged separately at cost with receipts.
How much deposit do I pay to confirm catering?
A 50% deposit confirms your date. The balance is due the day before the event.
How far ahead should I book catering for a villa event?
Allow at least 3 to 5 days for a normal booking, and more for large groups or peak dates. A same-day dinner is usually not possible.
Your next step
Send your date, guest count, villa area and the format you have in mind on WhatsApp. We usually reply within 1 hour and send an itemised proposal with the per-guest, group and all-in figures. You can also check every published per-guest rate on our pricing page first.
