How to Choose a Caterer in Cairns Without Losing Your Mind
What to ask, what to taste and what red flags to walk away from before you hand over a deposit to any caterer in Cairns.
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Pricing, without the smoke and mirrors
Straight numbers for every kind of event we cook for
We get asked for prices on the first phone call, so here they are. The figures below are the real starting rates we work from for events across Cairns and Tropical North Queensland — food, staffing, delivery and cleanup included. Seasonal produce, venue access and guest numbers shift the final number slightly, but the shape of the quote never changes and nothing gets added behind your back.
What is always included
- Freshly cooked food prepared in our Cairns kitchen
- Uniformed service staff sized to your guest count
- Delivery, setup, breakdown and full clean-down
- Written dietary coverage for every guest on the list
- A named contact who answers your emails
Wedding packages
Three formats for three different kinds of wedding
Every quote is customised after a tasting and site visit, but the starting rates below show you which direction fits your budget and your style.
Coastal Grazing
Cocktail-style receptions, beach ceremonies and standing celebrations.
A$96per guest
- Eight passed canapes for the first ninety minutes
- Two fork-and-knife bites served from a live station
- Dessert grazing table with tropical fruit and house sweets
- Service captain plus one waiter per twenty-five guests
Most booked
Long Table Feast
Shared-plate dining at long tables, seated service and a full bar.
A$148per guest
- Alternating entree, four shared mains and two side dishes
- Whole reef fish carved tableside on request
- Plated dessert plus late-night cheese and fruit trolley
- Full wait staff, glassware and linen hire included
Black Tie Dinner
Multi-course dining with silver service in heritage venues and ballrooms.
A$235per guest
- Five-course degustation with amuse-bouche and palate cleanser
- Matching wine pour or signature cocktail with each course
- Petit fours, coffee station and on-site pastry chef
- Two captains, a sommelier and one waiter per fifteen guests
Wedding prices assume a minimum of eighty guests. Saturdays between April and October carry a slightly higher minimum that we will confirm in writing.
Corporate packages
Fixed rates for meetings, conferences and staff events
Corporate pricing is quoted per head and excludes GST, which is itemised separately on the invoice for registered businesses.
Meeting Essentials
Morning teas, working lunches and internal sessions up to thirty people.
A$37per head
- Two savoury items and one sweet item per person
- Brewed coffee and loose-leaf tea service included
- Individually labelled vegetarian and gluten-free options
- Delivery, setup and collection within Cairns CBD
Best value
Conference Plus
Conferences with morning tea, hot lunch and afternoon refreshments.
A$84per head
- Three catering breaks across the day with rotating menus
- Hot buffet lunch with two proteins, two salads and a dessert
- On-site barista for up to four hours of continuous service
- Two uniformed attendants to restock and clear throughout
Executive Function
Launches, awards nights and client events with full front-of-house service.
A$176per head
- Six passed canapes plus two live cooking stations
- Cocktail, mocktail and non-alcoholic pairing bar staffed all evening
- Branded menu cards and optional logo projection on dessert
- Event captain, bar team and one waiter per twenty guests
Corporate orders over A$1,500 can be invoiced monthly on thirty-day terms once an account application is approved. See full corporate catering details.
What moves the number
Four things that change the final quote
We are upfront about the variables, because pretending every event costs the same would be nonsense. These are the levers that push a price up or down.
- Guest count — per-head rates drop slightly above two hundred
- Distance from Cairns — a flat travel fee beyond fifty kilometres
- Day of the week — Saturday and Sunday carry premium rates
- Season and produce — reef fish and stone fruit vary across the year
0%
Typical saving on weekday bookings compared to Saturday
0%
Discount on total once guest numbers pass two hundred
0km
Radius around Cairns where travel is already included
0 days
Validity window on every quote we issue
Side by side
A quick comparison of what you get at each tier
If you are deciding between formats, this table cuts through the marketing language. Every column represents a real service we deliver.
Want a comparison that covers corporate tiers? Ring us and we will send it across as a spreadsheet. Get in touch.
Add-ons
Optional extras, priced clearly
None of these are hidden costs waiting to appear on the invoice — they are things clients ask for regularly, so we list them openly here.
We supply trained bar staff, glassware, ice and chilling for BYO alcohol at a flat corkage per bottle, or a set hourly rate per attendant. Corkage covers service only; the alcohol is yours to source or or buy through us.
Our pastry team produces dessert tables, individually plated sweets and savoury cake alternatives made from tropical fruit, macadamias and finger limes. Perfect for couples who want the moment without the traditional fruit cake.
A tray of sliders, loaded fries or grilled skewers that lands an hour after the formal dessert. Clients who add this say it is the first thing guests mention the next morning. We keep the kitchen running until midnight for these.
A portable cooking marquee set up on site, complete with hot-holding gear and covered plating space. On the day we decide whether to use it, and if we do not deploy it the flat fee is not charged.
A three-group lever machine, trained barista and fresh milk delivery for events where the coffee needs to be genuinely good. Popular at wedding receptions after dinner and at corporate conferences all day long.
How pricing works with us
From enquiry to final invoice in six steps
No invoice surprise has ever made anyone's event better. This is how we make sure the number on the quote is the number on the bill.
1. Enquiry call
A short chat about the date, guest numbers, venue and budget range. We give a rough starting figure on the spot.
2. Written quote
A single-page quote with every line itemised, valid for fourteen days from the date it is issued.
3. Tasting session
Free of charge. You and up to three guests taste the shortlist in our Cairns kitchen before signing anything.
4. Deposit and confirmation
A twenty-five percent deposit locks your date. We confirm in writing the same day it lands in the account.
5. Final headcount
Two weeks out you confirm numbers and dietary needs. Small reductions are absorbed without a charge.
6. Balance and invoice
Balance due seven days before the event. Final invoice matches the quote to the cent, every time.
Cancellations
If plans change, here is what happens to your money
Life gets in the way sometimes, and we would rather be reasonable than rigid. Our refund policy is public, straightforward and applied the same way to every client.
- Full deposit refund if you cancel more than ninety days out, less any third-party costs
- Fifty percent deposit refund between ninety and thirty days before the event
- Within thirty days, the full quoted amount becomes payable
- Guest reductions up to ten percent absorbed without charge fourteen days out
Paying your invoice
All prices displayed exclude GST unless marked otherwise. Full terms are in our Terms & Conditions.
Pricing questions
Things clients ask about quotes
If your question is not here, ring us. We are happy to talk numbers before you have committed to anything, and we never pad a quote to feel out how much you will pay.
They are the starting rates we work from. After a tasting and a site visit you receive a written quote with the exact figure for your date, guest numbers and menu. Nothing changes on that number unless you change the brief.
The rates cover food, staffing, delivery and cleanup within our service area. Alcohol, marquee hire, specialty cake, and travel beyond fifty kilometres are separately quoted and clearly labelled. GST is added on invoices to registered businesses.
Yes. Weekday bookings save roughly eight percent compared with Saturdays. Guest counts above two hundred unlock a twelve percent reduction on total. Returning corporate accounts get priority booking and a small loyalty rate built into their standing orders.
A twenty-five percent deposit confirms your date and is due within seven days of accepting our written quote. You can pay by direct transfer, credit card or cheque. The remaining balance is due seven days before the event.
Absolutely. Many couples start on Coastal Grazing and move up to Long Table Feast once they have a clearer picture of the guest list. Upgrades are re-quoted cleanly, and the deposit you have already paid carries across.
No, and we will be honest about why. Every caterer builds a quote slightly differently, and matching a figure without matching the items behind it is how corners get cut. If our number is higher than another quote, ask us what the difference actually buys. Then decide.
Before you commit
Worth reading if you are comparing quotes
Tropical Event Menus That Actually Work in Far North Queensland
Why a cheaper menu can end up costing more in wasted food and unhappy guests when the humidity hits hard.
Read the article
Ready for a real number?
Send us your date and we will quote it properly
No obligation, no sales pitch, no vague "starting from" language. Tell us what you have in mind and we will send a written quote within two business days, itemised down to the last tray.