The cost per person for a standing buffet determines whether your event is profitable. Many caterers only calculate ingredients but forget fixed costs like staff, transport and materials. In this article you'll learn step-by-step how to calculate a realistic cost price that covers all expenses.
What's included in the cost of a buffet?
A buffet seems simple: you set out food and guests serve themselves. But the costs go beyond just ingredients.
- Ingredients: everything that goes on the buffet
- Staff: preparation, transport, setup, service
- Materials: chafing dishes, warming plates, tableware
- Transport: fuel, time, vehicle wear and tear
- Overhead: portion of your fixed costs
⚠️ Note:
Always budget for 10-15% extra ingredients. At a buffet, guests often take more than at plated meals.
Calculate ingredient costs
Start with the basics: what does the food cost per person? Add up all the dishes you're putting on the buffet.
💡 Example buffet for 50 people:
Hot dishes:
- Chicken in curry sauce: €4.20 per person
- Vegetarian lasagne: €3.80 per person
- Rice and vegetables: €1.50 per person
Cold dishes:
- Various salads: €2.10 per person
- Rolls and toppings: €2.40 per person
Total ingredients: €14.00 per person
Add a 15% buffer for a buffet: €14.00 × 1.15 = €16.10 per person.
Calculate staff costs
A buffet requires less service, but does need preparation, transport and setup. Work out how many hours you need and divide by the number of guests.
💡 Example for 50 people:
- Preparation: 6 hours × €25 = €150
- Transport and setup: 3 hours × €25 = €75
- On-site service: 4 hours × €25 = €100
- Breakdown and cleanup: 2 hours × €25 = €50
Total staff: €375 ÷ 50 = €7.50 per person
Materials and transport
Buffet materials often need to be rented or depreciated. Transport costs fuel and time. Budget a fixed fee per event.
- Materials: €2-4 per person (chafing dishes, warming plates)
- Transport: €1-2 per person (depending on distance)
- Overhead: 10-15% of total costs
💡 Total calculation per person:
- Ingredients (incl. buffer): €16.10
- Staff: €7.50
- Materials: €3.00
- Transport: €1.50
- Overhead (12%): €3.40
Total cost price: €31.50 per person
From cost price to selling price
Your cost price is €31.50. For a healthy margin, add 30-40% profit. Don't forget VAT: catering falls under 9% VAT.
Calculate selling price:
- Cost price: €31.50
- Desired margin: 35%
- Selling price excl. VAT: €31.50 ÷ 0.65 = €48.46
- Selling price incl. 9% VAT: €48.46 × 1.09 = €52.82
⚠️ Note:
Always check if your price is competitive. A price that's too high costs you business, a price that's too low costs you profit.
Buffet vs. plated meal
A buffet has a different cost structure than a plated meal. Less staff during the event, but more preparation and materials.
- Buffet: 15% more ingredients, less service
- Plated: exact portions, more on-site staff
- Materials: buffet requires warming equipment
For smaller groups (under 20 people), plated is often cheaper. For large groups (50+), a buffet is more efficient.
How do you calculate cost per person? (step by step)
Calculate ingredient costs per person
Add up all the dishes going on the buffet. Budget 15% extra for buffet waste. This becomes your base ingredient cost.
Calculate staff costs
Add up all hours: preparation, transport, setup, service, breakdown. Multiply by your hourly rate and divide by number of guests.
Add materials and overhead
Budget €2-4 per person for materials, €1-2 for transport. Add 10-15% overhead for your fixed costs.
Calculate selling price with margin
Divide your total cost price by (1 - desired margin). At 35% margin: cost price ÷ 0.65. Add 9% VAT for final price.
✨ Pro tip
Check your cost price on your 3 most booked buffet menus. If those are solid, you have 80% of your catering profit under control.
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 extra ingredients should I budget for a buffet?
Budget 10-15% extra ingredients. At a buffet, guests often take more than at plated meals, and you don't want the buffet to run out.
What's a realistic margin for catering?
A healthy catering margin is between 30-40%. Lower than 25% is risky, higher than 45% often becomes too expensive for customers.
How do I factor transport into catering pricing?
Budget €1-2 per person for transport, depending on distance. For events more than 50km away, you often add a surcharge of €0.50 per kilometer extra.
What if guests eat less than expected?
Build a 5-10% buffer into your price for no-shows or lower consumption. Leftovers can often be used as staff meals or sold the next day.
Do I need to charge VAT on catering?
Yes, catering falls under 9% VAT. Always calculate your cost price and margin excl. VAT, then add 9% VAT for your final price.
📚 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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