When you start looking into coffee catering for a wedding, company meeting or trade show, one of the first things you will want to know about is coffee catering prices. But the answer to “How many guests?” is not enough on its own to prepare an accurate quote. Two events with the same number of guests can differ in service hours, menu and setup conditions.
This guide explains what information to share when requesting a coffee catering quote in Antalya, and how to compare the quotes you receive.
Guest Numbers and Peak Demand
The total number of guests is the starting point. Beyond that, you also need to think about when guests are likely to head for the coffee.
For example, a party where 150 people pick up coffee at different times over four hours is not planned in the same way as an event where the same number of people come to the bar during a short meeting break. In the second case, more drinks have to be made within a set window of time.
So when you ask for a quote, share the break times and the event programme as well as the total headcount.
Service Hours
A two-hour welcome service and a coffee bar that stays open all day have different staffing and supply needs.
It helps to list these times separately in the quote:
- When the team arrives at the venue
- When setup will be finished
- When service to guests starts and ends
- When the equipment will be packed away
Clarify in advance how many hours of service a phrase such as “full-day service” actually means. Also ask how extra time will be handled if the event runs over.
The Scope of the Coffee Menu
The drinks on the menu affect supply preparation and the flow of service. Serving just a few espresso-based drinks has different requirements from a menu that combines hot, iced and traditional options.
Mention requests such as plant-based milk, decaf, syrups and Turkish coffee at the quote stage. For iced drinks, clarify who will provide the ice and suitable storage.
A longer menu does not automatically mean a better service. A selection that suits the length of the event and your guests’ tastes can be more practical.
Location and Setup Conditions
An office in central Antalya and an outdoor event in another district can have different transport and setup needs.
Stairs at the venue, carrying equipment a long way from the vehicle or a tight setup window can all affect preparation. Power supply, the surface the bar will stand on and outdoor conditions should also be assessed in advance.
Photos of the space and the contact details of the venue manager make it easier to clarify these details.
Branded Cups and Other Presentation Requests
Branded cups, menu cards and bar wraps can change the scope of a quote. With these options, design, print quantity and lead time are assessed together.
If you would like branding, tell us not only the event date but also when you can share the design files.
Coffee Catering Prices: How Should You Compare Quotes?
When weighing up the price difference between two quotes, check whether they include the same services:
- Are the number of baristas and the service hours stated?
- Is the scope of the menu and the number of drinks clear?
- Are cups, milk, sugar and other consumables included?
- Are transport, setup and pack-down included?
- Are VAT and any additional service fees explained?
- Have the terms for extra time, date changes and cancellation been shared?
Comparing only the total figure can make you miss differences in scope that may only come to light on the day.
Information to Prepare Before Requesting a Quote
You can start with the event date, full address, approximate number of guests, service hours and the menu you would like. If you have them, add photos of the venue, the event programme and any branding requests.
At Antalya Coffee Catering, we use this information to put together a menu, team and setup plan that suits your event.
Request a coffee catering quote for your event.
If you would like to understand the scope of the service first, read our guide what is coffee catering?
