Catering Research Means Endless Repetitive Calls
Finding the right caterer means calling 4 to 8 companies and having nearly identical conversations about guest count, dietary requirements, menu preferences, budget, and logistics. Each call takes 15 to 20 minutes as the catering manager walks through their options and tries to understand your needs.
The challenge is compounded by the fact that catering pricing is almost never listed online. You have to call to get a quote because pricing depends on menu selection, guest count, service style (buffet vs. plated), rental needs, and staffing. Without calling, you cannot even get a ballpark number.
For people planning events for the first time — a wedding, retirement party, or corporate dinner — the catering conversation itself is intimidating. What is the difference between stations and buffet? Do I need a bartender separately? Is setup and cleanup included? Each caterer answers these differently, making comparison even harder.
How KallyAI Gets Catering Quotes
Describe Your Event
Tell KallyAI the event type, guest count, dietary needs, preferred cuisine or menu style, budget range, and any logistical details (venue limitations, service style).
Provide Caterer List
Give KallyAI the caterers to contact. It calls each one with your event details.
KallyAI Discusses Your Needs
KallyAI shares your event details, asks about menu options, per-person pricing, service style, setup/cleanup, and any minimums or extra fees.
Delivers a Quote Comparison
You receive a structured comparison of each caterer: per-person pricing, menu highlights, what is included, minimums, and any standout features.
Real Example: Corporate Lunch Catering
"Call these 3 caterers and get quotes for a corporate lunch for 40 people on March 20. We need a mix of options with at least one vegetarian and one gluten-free entree. Buffet style. Budget is $25-$35 per person including drinks."
- Call each of 3 catering companies
- Describe the corporate lunch: 40 people, March 20, buffet
- Ask about menu options with vegetarian and gluten-free
- Request per-person pricing including drinks
- Ask about setup, cleanup, and service staff
Caterer A: $28/person, 3 entrees + sides, setup/cleanup included, no service staff. Caterer B: $32/person, 4 entrees + salad bar, full service staff, linens included. Caterer C: $24/person, 2 entrees + sides, setup only, paper products only. All accommodate dietary needs.
Catering Research: Manual vs. KallyAI
- Research caterers online
- Call each one
- Describe your event details every time
- Discuss menu options
- Ask about pricing (never straightforward)
- Take notes
- Compare quotes manually
- Repeating event details on every call
- Unclear pricing structures
- Sales pitches for premium packages
- Forgetting to ask about hidden fees
- Describe your event once
- Provide caterer list
- KallyAI calls all of them
- Review the comparison
- Event details described once, consistently
- All quotes gathered with the same questions
- Hidden fees and extras surfaced
- Easy side-by-side comparison
Frequently Asked Questions
Can KallyAI handle tasting appointments?
KallyAI can schedule tasting appointments with caterers that offer them. Many caterers require a tasting before booking, especially for large events.
What details should I provide for the best quotes?
Guest count, date, meal type (breakfast/lunch/dinner), service style (buffet/plated/stations), dietary needs, and budget range. The more specific you are, the more accurate the quotes.
Does KallyAI ask about hidden fees?
Yes. KallyAI asks about delivery fees, service charges, gratuity, rental charges, minimum order requirements, and any other costs beyond the per-person price.
Can KallyAI negotiate catering pricing?
KallyAI can mention your budget and competing quotes, and ask what the caterer can offer within your range. This often surfaces special menus or package adjustments.