Calculating a wedding banquet is more complex than a regular menu. You don't just have food and beverage costs, but also service, décor, room rental and coordination. Many hotel ballrooms charge too little and lose money on events. In this article, you'll learn step-by-step how to calculate a profitable margin on wedding banquets.
All cost items for a wedding banquet
A wedding banquet has more cost items than a normal restaurant evening. If you forget one, your margin will disappear.
💡 Example: Wedding 80 guests
Three-course menu at €65 per person:
- Food & beverage: €28 per person
- Extra service: €12 per person
- Décor & styling: €8 per person
- Room & coordination: €7 per person
- Contingency: €3 per person
Total costs: €58 per person → Margin: €7 (10.8%)
Calculate food & beverage cost price
Start with the basics: what do the ingredients and beverages actually cost? At banquets, you often use more luxury products than in the everyday restaurant.
- Appetizer: Add up all ingredients, including garnish and sauces
- Main course: Calculate with exact portions of meat/fish, no guessing
- Dessert: Don't forget decoration and special ingredients
- Beverages: Aperitif, wine with dinner, coffee/tea - count everything
Standard food cost at banquets: 25-35% of the menu price. With more luxury ingredients, this can go up to 40%.
⚠️ Note:
Always calculate with the price excluding VAT. €65 incl. 9% VAT = €59.63 excl. VAT. Calculate your percentages based on that.
Extra service and staff
Banquets require more staff than normal service. You need people for setup, service during the event and breakdown.
- Setup: 2-3 hours before the event (setting tables, placing décor)
- Service: More staff per guest than a normal evening (1:12 instead of 1:20)
- Breakdown: 1-2 hours after the event
- Coordination: Someone who keeps track and communicates with the couple
Calculate €10-15 per person in extra staff costs on top of your normal food & beverage costs.
Décor, styling and extra materials
Weddings want things to look beautiful. That costs money and time to realize.
💡 Example: Décor costs
- Tablecloths and napkins: €3 per person
- Flowers and centerpieces: €4 per person
- Extra glassware and cutlery: €1 per person
- Special lighting: €2 per person
Total décor: €10 per person
Work with fixed packages (basic, premium, luxury) so you don't have to recalculate every time.
Room rental and overhead
Even if you have your own hotel ballroom, you must pass on the costs. That room can't be used for other guests that evening.
- Opportunity cost: What would the room generate with normal guests?
- Extra cleaning: Before and after the event
- Heating/air conditioning: Often on longer than normal
- Insurance: Any additional coverage for events
Calculate €5-10 per person in room and overhead costs.
Risks and unforeseen costs
At banquets, something always goes differently than planned. Build a buffer into your cost price.
⚠️ Note:
Last-minute changes are normal at weddings. Calculate a 5-10% buffer for extra costs, more guests than expected, or special requests.
Profitable margins for banquets
Banquets can have a lower margin than à la carte because you have certainty about numbers and less waste.
- Minimum margin: 15-20% (otherwise you risk losses if things go wrong)
- Healthy margin: 20-30%
- Premium margin: 30%+ (with exclusive location or unique concept)
Remember: a banquet of 80 guests generates as much revenue in one evening as 4-5 normal evenings. That's valuable.
How do you calculate the margin on a wedding banquet? (step by step)
Calculate food & beverage costs per person
Add up all ingredients for the complete menu. Don't forget aperitif, wine, coffee and petit fours. Divide by number of guests for cost price per person.
Calculate extra staff and service costs
Add up: extra setup hours, more intensive service during event, breakdown and coordination. Calculate €10-15 per person in extra staff costs.
Add décor, room and buffer
Add together décor costs (€5-10 per person), room rental/overhead (€5-10 per person) and a 5-10% buffer for unforeseen costs.
Calculate total cost price and desired margin
Add up all costs for your total cost price per person. For a healthy margin, calculate: cost price / 0.75 (= 25% margin) for your minimum selling price excl. VAT.
✨ Pro tip
Create an Excel sheet with all fixed cost items per person. Then you only need to enter the number of guests and you immediately have your total cost price and minimum selling price.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
What is a realistic margin on wedding banquets?
A healthy margin is between 20-30%. Less than 15% is risky because there are always unforeseen costs. Premium locations can charge 30%+.
Should I include VAT in my margin calculation?
No, always calculate excluding VAT. €65 incl. 9% VAT = €59.63 excl. VAT. Calculate your cost price percentage based on that amount.
How much extra staff do I need for a banquet?
Calculate 1 server per 12 guests (instead of 1:20 normally). Plus extra people for setup, breakdown and coordination. Total €10-15 per person in extra staff costs.
How do I pass on décor costs?
Create fixed packages: basic (€5-7 per person), premium (€8-12 per person), luxury (€15+ per person). This way you don't have to recalculate every time.
What if the couple wants last-minute changes?
Always build a 5-10% buffer into your cost price for changes and unforeseen costs. Communicate upfront that changes within 48 hours will incur additional charges.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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