Catering & Bar Service: Expectations vs. Reality in the DMV

Jul 19

Let’s talk honestly. One of the biggest challenges we face as caterers and bar professionals is helping clients understand what they’re really paying for—and why “just food and drinks” often costs more than expected.

In the DC, Maryland, and Virginia area, event pricing is shaped by logistics, labor, licensing, and quality. So if you’re planning a wedding or private event, here’s what you need to know before building your budget.

Catering Is Not a Restaurant Meal

At a restaurant, you walk into a fully equipped kitchen with trained chefs, stocked pantries, and a waitstaff ready to serve. When you hire a caterer, we bring the kitchen to you—along with the equipment, the ingredients, the prep team, and the service staff. That includes hot boxes, coolers, buffet setups, mobile ovens, serving ware, and transportation.

From start to finish, catering is a coordinated production. That’s where much of the cost comes from—not just the food on the plate, but how it gets there, hot and beautiful, in a field or ballroom or rooftop tent.

The Real Numbers: DMV Wedding & Event Catering Costs

Here’s a realistic breakdown of what clients can expect to pay in our region:

Light Appetizers (3–4 per guest): $18–$28 per person
Heavy Appetizers (5–7 per guest as a meal replacement): $35–$55 per person
Full Meal (buffet or plated): $35–$65 per person
Bar Service (beer, wine, and/or cocktails): $25–$50 per person
Staffing (servers, bartenders, chefs): $40–$50 per hour, per staff member
(includes 2-hour setup and 1-hour cleanup)

Appetizer-only packages often increase the cost per person because each bite-sized item is its own recipe, made in small portions, and served across multiple courses or stations—requiring more staff, equipment, and prep.

Let’s Compare to a Night Out

A nice dinner in DC:

Two cocktails: $28
Shared appetizer: $12
Entrée: $26
Tax and tip: $15
Total: $81 per person

Now apply that to 100 guests and try to get chef-prepared food, a mobile craft cocktail bar, and professional staff for $15 per guest?

It doesn’t add up.

Appetizers Aren’t Always Cheaper

The idea of “just doing appetizers to save money” sounds logical—until you realize the labor involved. A heavy hors d’oeuvres-style event with 5 to 7 passed or displayed items takes more prep time, more staff, and more garnishing than a traditional plated meal.

Each appetizer is a separate recipe, often made into perfect little bites, timed to be served at their best. That’s not just food—it’s craftsmanship.

Providing Your Own Alcohol Doesn’t Eliminate Bar Costs

Dry hire (client-provided alcohol) can lower some costs, but it doesn’t mean the bar service is free. In fact, the most expensive part of a cocktail is rarely the alcohol—it’s the fresh juices, house-made syrups, garnishes, ice, mixers, bar tools, and the talent behind the bar.

Even without alcohol, if you want a quality bar experience, expect to invest. Otherwise, you risk cutting corners with pre-made mixers, subpar service, or worse—unlicensed vendors.

Prioritize What Matters Most

You don’t need to spend $300 per person to have a great event—but you do need to prioritize.

Do you care most about the food? The cocktails? The guest experience? Once we understand your priorities, we can recommend ways to maximize your budget without compromising quality.

You can create a beautiful experience with thoughtful planning and transparency. But a Pinterest board full of luxury inspiration with a budget fit for a casual happy hour? That’s where expectations need to shift.

Final Thoughts

At On The Fly Tapsters, we value transparency. We’re not the cheapest, and we’re proud of that—because we don’t cut corners. We offer: