Accurate cost calculations prevent wedding brunch catering disasters that can sink your profit margins. Too many caterers overlook hidden expenses like service hours, transport fees, and contingency costs—then wonder why they're losing money on large events. Master the complete cost breakdown and you'll price confidently for sustainable profits.
What's included in the cost price of a wedding brunch?
Your wedding brunch cost price extends far beyond plate ingredients. Every expense that makes the event successful must be factored in.
💡 Example cost price wedding brunch (80 people):
- Ingredients: €12.50 per person
- Service (4 hours): €3.75 per person
- Transport and materials: €1.25 per person
- Contingency (5%): €0.88 per person
Total cost price: €18.38 per person
Calculate ingredient costs
Begin with all food costs per person. Wedding brunches typically feature extensive buffets combining hot and cold offerings.
- Bread and pastries: €2.50 - €3.50 per person
- Meat and fish: €4.00 - €6.00 per person
- Cheese and cold cuts: €2.00 - €3.00 per person
- Salads and side dishes: €2.00 - €3.00 per person
- Beverages (coffee, tea, juices): €1.50 - €2.50 per person
⚠️ Note:
Always calculate 10-15% extra ingredients for unexpected situations. Weddings often bring surprise guests beyond the confirmed count.
Labor costs and service
Service represents a major expense category for catered events. Your wedding brunch requires staff for setup, service, and breakdown.
💡 Example labor costs (80 people, 5 hours):
- 2 chefs (preparation): €25/hour × 2 × 3 hours = €150
- 4 service staff (event): €18/hour × 4 × 5 hours = €360
- 1 head waiter: €22/hour × 5 hours = €110
Total: €620 ÷ 80 people = €7.75 per person
Transport, materials and overhead
Transport, tableware, linens and equipment costs get overlooked frequently. But they accumulate fast and eat into margins—a pattern we see repeatedly in restaurant financials where catering events show losses despite seemingly adequate pricing.
- Transport: €0.50 - €1.50 per person (distance dependent)
- Tableware rental: €1.00 - €2.00 per person
- Linens and decoration: €0.50 - €1.00 per person
- Gas/electricity on site: €0.25 - €0.50 per person
Profit margin and contingency costs
Build in buffers for unexpected expenses while securing healthy profit margins. Catering events typically warrant 5-10% contingency buffers plus 20-30% profit margins.
💡 Example final calculation:
- Cost price: €22.50 per person
- Buffer 8%: €1.80 per person
- Profit margin 25%: €6.08 per person
Selling price: €30.38 per person (round to €32.50)
VAT and invoicing
Catering services carry 9% VAT on food items. Your €32.50 selling price includes VAT. For accounting purposes: €32.50 ÷ 1.09 = €29.82 excluding VAT.
⚠️ Note:
Establish minimum guest agreements upfront. Smaller parties increase per-person costs due to fixed expenses like transport and service hours.
How do you calculate the cost price of a wedding brunch? (step by step)
Calculate ingredient costs per person
Make a list of all dishes and calculate the costs per person. Work with €12-18 per person for an extensive brunch with hot and cold dishes, plus beverages.
Calculate labor costs
Add up the hours of all staff members (preparation, service, cleanup) and divide by the number of guests. Usually work with €3-8 per person depending on service level.
Add transport and material costs
Calculate costs for transportation, tableware, linens and other supplies. This usually comes to €2-4 per person for an average wedding.
Build in buffer and profit margin
Add 5-10% for unforeseen costs and 20-30% profit margin. This ensures healthy business operations and covers general costs.
✨ Pro tip
Scout venue kitchens 48 hours before finalizing quotes—inadequate facilities can double your labor costs and require equipment rentals you hadn't planned for.
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
How much should I charge per person for a wedding brunch?
Realistic cost prices range €18-25 per person, with selling prices of €30-40 per person. Final pricing depends on menu complexity, service level, and venue location.
Do I need to calculate VAT on the entire catering price?
Yes, 9% VAT applies to food services. Your selling price includes VAT, so cost calculations should work from the VAT-exclusive base.
What if fewer guests show up than expected?
Contract minimum guest guarantees protect you. Fixed costs like transport and service remain constant, driving up per-person costs when attendance drops.
How much buffer should I build in for unexpected costs?
Standard catering buffers run 5-10% of total costs. Weddings particularly need contingencies for surprise guests or last-minute special requests.
How do I calculate labor costs for a wedding brunch?
Total all preparation, service, and cleanup hours. Budget €18-25 hourly for service staff, €25-30 for chefs, then divide by guest count.
Should I charge differently for outdoor wedding brunches?
Outdoor events typically add €2-4 per person for generator rentals, weather contingencies, and additional transport for portable equipment. Factor these into your base calculations.
How do I handle dietary restrictions in my cost calculations?
Special dietary needs usually add €3-8 per affected guest for alternative ingredients and separate preparation. Charge these as line items rather than spreading costs across all guests.
📚 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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