Guests forget the speeches. They remember whether the food was good, hot and on time. Catering is usually the biggest single line in a party budget, and it is the one where a cheap quote can hide the most. This guide covers how to choose a caterer in Nairobi and how to make sure the food arrives the way it was promised.
- Choose the service style first: buffet, plated, food stations or canapés. It drives staffing and cost.
- Ask what the per-head price includes: staff, crockery, chafing dishes, linen, transport, water and set-up.
- Always do a tasting, and ask how food is kept hot or cold between kitchen and plate.
- Plan serving points so 200 people are not in one queue.
Service styles and what they need
| Style | Good for | What to plan for |
|---|---|---|
| Buffet | Staff parties, weddings, large groups | Enough serving points to avoid long queues. Staff to serve at the line rather than self-service, which controls portions. |
| Plated (served) meal | Gala dinners, awards nights, board events | More waiting staff, a kitchen or prep area on site, and a tight running order. |
| Food stations | Parties where guests mingle; launches | Several small stations (grill, pasta, local dishes) spread around. Space and power for each. |
| Canapés and bowl food | Cocktail events, client evenings | Enough pieces per guest for the length of the event, and roaming staff. |
| Nyama choma or live grill | Outdoor staff parties, family days | Space away from the tent, smoke direction, fuel, and time to cook for large numbers. |
The menu should suit the crowd. Most Kenyan corporate parties do well with a mix of familiar local dishes (pilau, chapati, nyama choma, kachumbari, greens) alongside a few continental options. Ask the caterer what they cook best. Every caterer has two or three dishes they are known for, and those are the ones to build around.
What a catering quote should include
Most caterers in Nairobi quote per head. The problem is that “per head” covers different things. Ask each caterer to state, line by line:
- The full menu, with portion sizes or pieces per guest.
- Service staff: how many waiters, chefs and supervisors, and for how many hours.
- Equipment: chafing dishes, crockery, cutlery, glassware, serving tables.
- Linen and table dressing, if included.
- Drinking water and soft drinks, if included.
- Transport, set-up and clearing.
- Cooking gas or fuel for on-site cooking.
- Any service charge or overtime terms.
Two quotes that look far apart often turn out to be close once crockery and staff are added to the cheaper one. Our guide to how event planners charge explains how to compare quotes properly.
Check the venue first. Many hotels and some garden venues require you to use their in-house catering, or charge a fee for outside caterers. Find this out before you collect quotes.
How to vet a caterer
Taste the food
A tasting is normal for weddings and large corporate events. Taste the actual dishes on your menu, not a general sample. Some caterers charge for tastings and credit it back if you book. Ask.
Ask about hygiene
- Where is the food prepared, and can you visit the kitchen?
- How is food transported and kept hot or cold until service?
- Do kitchen and service staff hold current food-handler medical certificates?
- How long is food left out on a buffet before it is replaced?
A professional caterer will answer these without fuss.
Ask about dietary needs
Collect dietary requirements with your RSVPs: vegetarian, vegan, halal, gluten-free, diabetic, and any allergies. Send the list to the caterer and ask how they label dishes and prevent cross-contamination. If halal food is needed, ask how it is sourced and prepared and whether it is certified.
Ask for references
Ask for two recent events of a similar size and style, and a contact at each. A caterer who does beautiful dinners for 40 may struggle with a buffet for 400.
Planning the service
Headcount and deadlines
Caterers need a final number a few days before the event to buy and prep. Agree the deadline, and what happens if more people arrive than confirmed. Company parties often get extra guests on the night.
Serving points
One buffet line for a large crowd means a long queue and cold food by the time the last table is served. Ask the caterer how many serving points they recommend for your numbers. A double-sided buffet, or two separate lines, cuts the wait a lot. Call tables to the buffet in turns if numbers are large.
Timing
Fix dinner in the running order and protect it. Long speeches before dinner make guests hungry and irritable, and the food sits waiting. If there must be speeches first, serve canapés or starters during them.
Leftovers and clearing
Agree what happens to leftover food and who clears tables during the evening. Food safety limits what can be packed and taken away, so discuss it before the day.
What goes wrong
- Food runs out. Usually because the headcount was wrong or portions were not controlled. Staff-served buffets help.
- Food is cold. Not enough chafing dishes or fuel, or dinner was held back too long. Check equipment and timing.
- The queue never ends. Too few serving points. Plan them at the quote stage.
- No space for the kitchen. On-site cooking needs room, water and power, out of sight of guests. Plan it with the venue.
- Rain on the buffet. At outdoor events the buffet must be under cover, not just the guests. See our guide to party tent hire.
Drinks are often handled by a separate supplier. Read our guide to mobile bar services so the bar and catering teams work together.
Need catering as part of a full event?
We plan venue, catering, bar, entertainment and running order together, with a line-by-line budget. Send us your date, headcount and venue.
Quick answers
How do caterers in Nairobi usually charge?
Most quote per head. Ask exactly what the per-head price includes, such as staff, crockery, chafing dishes, linen, transport and water, so you can compare quotes fairly.
Should I do a food tasting?
Yes, for weddings and large corporate events. Taste the dishes on your actual menu, and ask whether the tasting fee is credited if you book.
Buffet or plated meal for a corporate party?
Buffets suit large, relaxed parties. Plated meals suit gala dinners and awards nights where timing matters. Food stations work well when you want guests to mingle.
When do caterers need the final headcount?
Usually a few days before the event. Agree the deadline in writing, and what happens if more guests arrive on the night.
