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Events

Catering Services for Events in Kenya: Options & Costs

10 min read
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Easy Access Staff

Introduction

Food is often the most memorable part of any event. Whether you’re planning a wedding, corporate function, birthday party, or conference, choosing the right catering service and menu can make or break your event. Good food creates a positive experience, while poor catering leaves a lasting negative impression.

This comprehensive guide covers everything you need to know about catering for events in Kenya - types of catering services available, costs, popular menus, how to find and evaluate caterers, and money-saving tips.

Types of Catering Services

Full-Service Catering

What It Includes:

  • Food preparation
  • Service staff (waiters, chefs)
  • Equipment (tables, chairs, chafing dishes, plates, cutlery)
  • Setup and cleanup
  • Sometimes: decor, tents, furniture

Best For:

  • Weddings
  • Corporate events
  • Large parties
  • Events where you want hassle-free experience

Advantages:

  • Everything handled by professionals
  • Less stress for organizer
  • Quality service
  • Professional presentation

Disadvantages:

  • Most expensive option
  • Less control over details
  • May have limited menu customization

Cost: KES 800-5,000+ per person depending on menu and service level

Buffet Catering

What It Is:

  • Food served buffet-style (guests serve themselves)
  • Caterer provides food, chafing dishes, serving staff

Best For:

  • Medium to large events (50+ people)
  • Informal gatherings
  • Events where guests prefer variety

Advantages:

  • Guests choose what and how much they eat
  • Less staff needed than plated service
  • Works well for diverse preferences
  • More affordable than plated service

Disadvantages:

  • Requires space for buffet setup
  • Food may run out if not portioned well
  • Longer serving time (guests queue)

Cost: KES 600-3,000 per person

Plated Service (Sit-Down)

What It Is:

  • Waiters serve plated meals to seated guests
  • Formal dining style

Best For:

  • Weddings
  • Formal dinners
  • Corporate galas
  • Events with seated arrangements

Advantages:

  • Elegant and formal
  • Portion control (exact servings)
  • Guests served at tables (no queuing)
  • Impressive presentation

Disadvantages:

  • Most expensive catering style
  • Requires more service staff
  • Less flexibility for dietary preferences
  • Longer service time

Cost: KES 1,500-5,000+ per person

Drop-Off Catering

What It Is:

  • Caterer delivers prepared food
  • You handle service, setup, cleanup

Best For:

  • Small to medium events
  • Casual parties
  • Budget-conscious organizers
  • Events with venue staff

Advantages:

  • More affordable
  • Still professionally cooked
  • Flexibility in service

Disadvantages:

  • You provide serving equipment
  • You manage service
  • No staff support

Cost: KES 300-1,200 per person

Food Stations and Live Cooking

What It Is:

  • Multiple food stations (e.g., pasta station, carving station, dessert station)
  • Chefs cook or carve food in front of guests

Best For:

  • Upscale events
  • Interactive experiences
  • Cocktail parties

Advantages:

  • Entertainment value
  • Fresh food
  • Unique experience
  • Variety

Disadvantages:

  • Expensive
  • Requires space
  • May cause congestion

Cost: KES 1,500-4,000+ per person

Cocktail / Finger Food Catering

What It Is:

  • Passed appetizers and finger foods
  • Served by waiters or on trays
  • No sit-down meal

Best For:

  • Cocktail parties
  • Networking events
  • Short events (2-3 hours)
  • Standing receptions

Advantages:

  • Elegant and mobile
  • Guests can mingle
  • Less formal
  • Can be budget-friendly

Disadvantages:

  • Not filling (guests may leave hungry)
  • Requires many staff for passing trays
  • Not suitable for long events

Cost: KES 500-2,500 per person

Food Truck Catering

What It Is:

  • Food trucks serve guests at event
  • Trendy, casual style

Best For:

  • Outdoor events
  • Corporate lunches
  • Festivals
  • Casual parties

Popular Trucks: Pizza trucks, burger trucks, nyama choma, desserts

Advantages:

  • Unique and fun
  • Good for outdoor events
  • Fresh cooked food
  • Instagram-worthy

Disadvantages:

  • Requires outdoor space
  • Weather dependent
  • May not suit formal events

Cost: KES 500-1,500 per person

DIY with Hired Cook

What It Is:

  • You buy ingredients
  • Hire cook to prepare at venue
  • You provide equipment

Best For:

  • Budget events
  • Home parties
  • Small to medium gatherings
  • When you have specific recipes in mind

Advantages:

  • Most affordable professional option
  • Control over menu
  • Homestyle food

Disadvantages:

  • You handle logistics (shopping, equipment)
  • Risk if cook doesn’t show up
  • No backup staff

Cost: KES 3,000-10,000 for cook + ingredients (about KES 400-800/person total)

Traditional Kenyan Menu

Main Courses:

  • Nyama choma (goat or beef)
  • Chicken (fried or wet fry)
  • Beef stew
  • Fish (fried tilapia or in stew)

Starches:

  • Ugali
  • Pilau or plain rice
  • Mukimo
  • Chapati
  • Githeri

Sides:

  • Kachumbari
  • Sukuma wiki or cabbage
  • Mixed vegetables
  • Salads

Cost: KES 600-1,500 per person (full-service)

Best For: Traditional weddings, cultural events, harambees

International/Continental Menu

Appetizers:

  • Soup (cream of mushroom, pumpkin)
  • Salad (garden salad, coleslaw)

Main Courses:

  • Chicken (roast, grilled, or in sauce)
  • Beef (roast beef, steak, stew)
  • Fish (grilled or baked salmon, tilapia)
  • Vegetarian option (pasta, vegetable lasagna)

Starches:

  • Rice (pilau, fried rice, plain rice)
  • Potatoes (roast, mashed, fries)
  • Pasta

Vegetables:

  • Mixed vegetables (carrots, peas, green beans)
  • Coleslaw
  • Garden salad

Dessert:

  • Cake
  • Ice cream
  • Fruit salad

Cost: KES 1,000-3,000 per person (full-service)

Best For: Weddings, corporate dinners, formal events

Buffet Menu (Mixed)

  • Ugali, chapati, rice, pilau
  • Nyama choma
  • Chicken (fried and stew)
  • Beef stew
  • Fish
  • Vegetables
  • Salads
  • Kachumbari

Cost: KES 800-2,000 per person

Best For: Large mixed gatherings, versatile option

Breakfast/Brunch Menu

  • Tea, coffee, juice
  • Mandazi or scones
  • Samosas
  • Sausages
  • Eggs (boiled or scrambled)
  • Bread, butter, jam
  • Fruits
  • Sometimes: pancakes, bacon, pastries

Cost: KES 300-800 per person

Best For: Morning meetings, seminars, workshops

Cocktail Menu (Finger Foods)

Hot Bites:

  • Samosas
  • Spring rolls
  • Chicken skewers
  • Beef/chicken kebabs
  • Mini sausages
  • Fish fingers
  • Chicken wings

Cold Bites:

  • Fruit skewers
  • Cheese platter
  • Vegetable crudités
  • Sandwiches (triangle cut)
  • Canapés

Drinks:

  • Soft drinks
  • Juice
  • Cocktails (if bar service)

Cost: KES 500-2,000 per person

Best For: Cocktail parties, networking events

BBQ / Outdoor Menu

  • Nyama choma (goat, beef, chicken)
  • Grilled fish
  • Sausages
  • Roast maize
  • Ugali
  • Kachumbari
  • Salads

Cost: KES 700-1,800 per person

Best For: Outdoor parties, team building, casual gatherings

Vegetarian Menu

  • Vegetable pilau
  • Bean stew
  • Lentil curry
  • Pasta (vegetarian sauce)
  • Rice
  • Chapati
  • Mixed vegetables
  • Salads

Cost: KES 500-1,500 per person

Best For: Vegetarian guests, health-conscious events

Costs Breakdown

Budget Catering (KES 300-800/person)

What You Get:

  • Simple menu (1-2 main dishes, 1 starch, vegetables)
  • Drop-off or minimal service
  • Basic presentation
  • Paper plates or you provide dishes

Examples:

  • Rice, chicken stew, vegetables
  • Pilau, beef stew, kachumbari
  • Breakfast: tea, mandazi, samosas

Who Offers: Small local caterers, hired cooks

Total for 100 Guests: KES 30,000-80,000

Mid-Range Catering (KES 800-2,000/person)

What You Get:

  • Buffet or basic plated service
  • 2-3 main dishes, 2 starches, sides, dessert
  • Service staff included
  • Some equipment provided (chafing dishes, tables)
  • Professional presentation

Examples:

  • Buffet with pilau, chicken, beef, fish, vegetables, salad
  • Plated meal with rice, chicken, vegetables, salad, dessert

Who Offers: Established catering companies, mid-range hotels

Total for 100 Guests: KES 80,000-200,000

High-End Catering (KES 2,000-5,000+/person)

What You Get:

  • Full plated service or premium buffet
  • Multi-course meals
  • High-quality ingredients
  • Professional uniformed staff
  • Complete equipment (tables, chairs, linens, centerpieces)
  • Setup and cleanup

Examples:

  • 3-course plated meal (appetizer, main, dessert)
  • Premium buffet with carving station, international dishes
  • Food stations with live cooking

Who Offers: Premium catering companies, five-star hotels

Total for 100 Guests: KES 200,000-500,000+

Additional Costs to Consider

Drinks:

  • Soft drinks: KES 50-150 per person
  • Juice: KES 100-300 per person
  • Water: KES 30-100 per person
  • Alcohol: KES 500-3,000+ per person (wide range)

Cake (for weddings, birthdays):

  • Simple cake: KES 3,000-10,000
  • Multi-tier wedding cake: KES 15,000-50,000+

Equipment Rental (if not included):

  • Chairs: KES 50-150 each
  • Tables: KES 300-800 each
  • Tents: KES 3,000-15,000+
  • Linens: KES 200-500 per table
  • Plates, cutlery, glasses: KES 30-100 per setting

Service Charge and VAT:

  • Service charge: 10-15% (sometimes included, sometimes extra)
  • VAT: 16% (sometimes included, sometimes extra)

Always Ask: Is service charge and VAT included in quoted price?

How to Find Caterers

  • Google: “catering services Nairobi” or your location
  • Social media: Instagram, Facebook (search hashtags like #NairobiCatering)
  • Event websites: Explara, Afrogist (caterer listings)

Recommendations

  • Ask friends/family who’ve hosted events
  • Wedding planners (if planning wedding)
  • Event venues (often have preferred caterers list)
  • Online reviews and ratings

Visit Hotels

  • Many hotels offer catering services (even off-site)
  • Radisson Blu, Safari Park Hotel, Crowne Plaza, etc.

Local Caterers

  • Check community boards
  • Ask at your church, social hall
  • Small local caterers (often budget-friendly)

Networking

  • Attend events and note caterers
  • Ask organizers for recommendations

Questions to Ask Potential Caterers

Basic Information

  1. Are you available on my date?
  2. Do you cater for [my event size]? (e.g., 150 guests)
  3. What’s your service area? (will they travel to your venue?)
  1. Can I see sample menus?
  2. Can we customize the menu?
  3. Do you offer tasting sessions? (highly recommended!)
  4. What’s included in the per-person price? (food only or service too?)
  5. Do you accommodate dietary restrictions? (vegetarian, allergies, religious)

Logistics

  1. What equipment do you provide? (tables, chairs, tents, plates, cutlery?)
  2. How many service staff will you provide?
  3. Do you handle setup and cleanup?
  4. What time will you arrive for setup?
  5. How long will service last?
  1. Are you licensed? (important for food safety)
  2. Do you have insurance?
  3. Can I see photos of past events?
  4. Can I contact references? (past clients)

Costs

  1. What’s the total cost? (per person or package)
  2. What’s included and what costs extra?
  3. Is VAT and service charge included?
  4. What’s the payment schedule? (deposit, balance)
  5. What’s your cancellation policy?

Backup Plans

  1. What happens if something goes wrong? (food shortage, staff no-show)
  2. Do you have backup suppliers?
  3. What’s your contingency plan?

How to Evaluate Caterers

Tasting Session

  • Essential for important events (weddings, large functions)
  • Taste food quality, presentation, temperature
  • Bring someone with you (second opinion)
  • Try full menu or representative samples

Portfolio Review

  • Ask to see photos of past events
  • Check food presentation
  • Look at setup quality

References

  • Ask for 2-3 references (past clients)
  • Call them and ask:
    • Was food good?
    • Was service professional?
    • Any problems?
    • Would you hire them again?

Reviews

  • Check online reviews (Google, Facebook)
  • Look for patterns (repeated complaints or praises)
  • Recent reviews more relevant

Licenses and Permits

  • Ask if they have Public Health license
  • Insurance (liability coverage)

Contract Review

  • Get everything in writing
  • Read contract carefully
  • Check:
    • Date, time, location
    • Guest count
    • Exact menu
    • What’s included
    • Total cost breakdown
    • Payment schedule
    • Cancellation terms
    • Contingency clauses

Money-Saving Tips

Reduce Guest Count

  • Biggest impact on catering costs
  • Every guest saved = significant money saved

Choose Buffet Over Plated

  • Buffet typically cheaper than plated service
  • Still looks professional

Simplify Menu

  • Fewer dishes = lower cost
  • Choose affordable proteins (chicken cheaper than beef/fish)
  • Local dishes cheaper than imported ingredients

Skip Appetizers and Desserts

  • Focus budget on main meal
  • Or serve simple dessert (cake only)

DIY Some Elements

  • Hire cook instead of full caterer
  • Buy drinks yourself (cheaper than caterer markup)
  • Provide your own decorations

Negotiate

  • Get quotes from multiple caterers
  • Negotiate better rate
  • Ask about discounts (weekday events, off-season)

Choose Off-Peak Times

  • Weekday events may be discounted
  • Lunch cheaper than dinner
  • Avoid peak seasons (December)

Reduce Alcohol

  • Alcohol expensive
  • Limit to wine and beer (skip spirits)
  • Or cash bar (guests buy own drinks)
  • Or no alcohol (big savings!)

Use Local Caterers

  • Smaller local caterers often cheaper than big companies
  • Support local business

Provide Your Own Equipment

  • If you have access to chairs, tables, dishes
  • Caterers charge for equipment rental

Red Flags to Watch For

Unprofessional Behavior

  • Late to meetings
  • Unresponsive to calls/messages
  • Vague answers
  • Pushy or aggressive

No Written Contract

  • Everything should be in writing
  • Verbal agreements risky

No References or Portfolio

  • Established caterers have past work to show
  • Be wary of caterers with no history

Price Too Good to Be True

  • Extremely low prices = red flag
  • May indicate poor quality or hidden costs
  • Or they may not show up

No Tasting Offered

  • Reputable caterers offer tastings (may charge small fee)
  • If they refuse, question quality

Unclear Pricing

  • Hidden fees
  • Vague about what’s included
  • Won’t provide written quote

No License

  • Caterers should have Public Health license
  • Food safety concern

Sample Catering Budget (100 Guests)

Budget Option: KES 100,000

  • Hired cook: KES 5,000
  • Ingredients (simple menu - pilau, chicken, vegetables): KES 800/person = KES 80,000
  • Drinks (soda, water): KES 100/person = KES 10,000
  • Equipment rental (chairs, tables): KES 5,000
  • Total: KES 100,000

Mid-Range Option: KES 200,000

  • Buffet catering (pilau, chicken, beef, vegetables, salad, dessert): KES 1,500/person = KES 150,000
  • Drinks (soda, juice): KES 200/person = KES 20,000
  • Cake: KES 10,000
  • Equipment (included in catering)
  • Service staff (included)
  • Total: KES 180,000 (+ service charge/VAT = ~KES 220,000)

High-End Option: KES 500,000

  • Plated 3-course meal (premium menu): KES 3,500/person = KES 350,000
  • Premium drinks (cocktails, wine): KES 1,000/person = KES 100,000
  • Wedding cake (multi-tier): KES 25,000
  • Full equipment, decor, service staff (included)
  • Total: KES 475,000 (+ charges = ~KES 550,000)

Day-of Checklist

Before Event

  • Confirm with caterer (1 week before):

    • Final guest count
    • Setup time
    • Any last-minute changes

  • Prepare venue:

    • Clear space for catering setup
    • Ensure kitchen/prep area accessible
    • Check power supply (for warmers, etc.)

Day of Event

  • Caterer arrival:

    • Be available when they arrive
    • Show them facilities
    • Clarify any questions

  • Monitor setup:

    • Check food presentation
    • Ensure equipment properly set up
    • Tables arranged as planned

  • During service:

    • Designate someone to liaise with caterer (not you - enjoy event!)
    • Address any issues promptly

  • After service:

    • Ensure cleanup as agreed
    • Check no items left behind
    • Provide feedback (if good, recommend them!)

Conclusion

Catering is one of the most important and expensive elements of event planning, typically consuming 40-50% of your budget. Kenya offers diverse catering options from budget-friendly hired cooks to premium five-star hotel services, with costs ranging from KES 300 to KES 5,000+ per person.

Choose a catering style that fits your event type, budget, and guest preferences. Always request tastings for important events, check references, get everything in writing, and clarify exactly what’s included in the price to avoid surprises.

By asking the right questions, comparing multiple quotes, and being strategic about your choices, you can find excellent catering that delights your guests without breaking your budget. Remember: good food creates happy guests and lasting memories!