Proper equipment pricing prevents profit erosion and keeps your catering business sustainable. Most caterers overlook rental costs for tables, chairs, tableware and kitchen equipment. Your margins shrink or prices become uncompetitive.
Why equipment costs are often forgotten
You're focused on ingredients, staff and transport. But equipment rental gets overlooked:
- Tables, chairs, parasols
- Tableware, glasses, cutlery
- Warming equipment, chafing dishes
- Refrigerated vans, extra cooling
- Sound systems, lighting
These expenses represent 8-15% of your total catering price. Skip them and your profit vanishes - a mistake that costs the average restaurant EUR 200-400 per month.
⚠️ Note:
Calculate equipment costs per person, not as fixed amounts. Tableware expenses differ dramatically between 50 and 200 guests.
Calculate your total equipment costs
List everything you'll rent for the event:
💡 Example: Wedding for 80 people
Equipment rental breakdown:
- Tables and chairs: €320
- Tableware and cutlery: €160
- Chafing dishes: €120
- Parasols: €80
Total equipment: €680 / 80 people = €8.50 per person
Include transport costs too. Most rental companies charge €50-150 for delivery and pickup.
Integrate equipment into your cost price
Equipment becomes part of your per-person cost structure:
Total cost price = Ingredients + Staff + Transport + Equipment
💡 Example: Cost price calculation
For 80-person barbecue:
- Ingredients: €18.00 per person
- Staff: €12.00 per person
- Transport: €2.50 per person
- Equipment: €8.50 per person
Total cost price: €41.00 per person
With 25% desired margin, your minimum selling price becomes: €41.00 / 0.75 = €54.67 per person.
Different equipment scenarios
Each event type demands different equipment:
- Walking dinner: Fewer tables, more high tables and serving materials
- Sit-down dinner: Extensive tables, chairs, complete tableware
- Buffet: Warming equipment, extra serving utensils
- Outdoor event: Parasols, heating, additional power sources
⚠️ Note:
Add 10% extra equipment for breakage or unexpected guests. Better overprepared than scrambling on-site.
Own equipment vs. renting
Some caterers purchase their own equipment. Calculate depreciation properly:
💡 Example: Own chafing dishes
You purchase 10 chafing dishes for €1,200:
- Expected lifespan: 3 years
- Usage: 60 events per year
- Total usage: 180 events
Depreciation per event: €1,200 / 180 = €6.67
Factor in storage, insurance and maintenance costs for owned equipment too.
Track equipment costs digitally
Tools like KitchenNmbrs help track equipment expenses per event. You can save different scenarios (wedding, corporate event, barbecue) with corresponding equipment lists.
This prevents forgotten costs and enables quick, accurate quotes for new clients.
How do you calculate equipment costs in your catering price?
Make an equipment list for your event
Write down everything you need to rent: tables, chairs, tableware, warming equipment, decorations. Get quotes from rental companies and add up the total rental costs.
Calculate costs per person
Divide the total equipment costs by the number of guests. Also add transport and delivery costs for the equipment and add 10% extra for unforeseen expenses.
Integrate into your total cost price
Add equipment costs to ingredients, staff and transport. Use this total cost price to calculate your selling price with your desired profit margin.
✨ Pro tip
Create equipment cost templates for your 5 most common event types and update them quarterly based on current rental rates. This saves 20 minutes per quote.
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 percentage of my catering price should equipment cost?
Equipment typically represents 8-15% of your total selling price. For luxury events with extensive decoration, this can reach 20%.
Should I calculate equipment transport costs separately?
Yes, always include delivery and pickup fees. These typically add €50-150, depending on distance and equipment quantity.
How do I prevent forgetting equipment in my quote?
Create standardized checklists for each event type. Walking dinners need different equipment than sit-down dinners or buffets. Update these lists after each event.
What if the client provides their own equipment?
State this clearly in your quote and contract. You're not responsible for client-provided equipment, but verify it meets your service requirements beforehand.
When does buying equipment make more sense than renting?
With 30+ events annually, purchasing can be more cost-effective. Include depreciation, storage, insurance and maintenance in your calculations.
How do I price equipment for multi-day events?
Most rental companies offer discounted rates for 3+ day rentals. Calculate the daily rate and compare against single-day pricing to maximize savings.
Should I charge different equipment rates for indoor vs outdoor events?
Outdoor events typically require 15-25% more equipment due to weather protection, lighting, and power needs. Price accordingly and communicate this difference upfront.
📚 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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