I'll be honest - I used to price catering jobs the same way I priced restaurant dishes, and it nearly killed my margins. Catering requires per-person calculations, not per-plate, and you must factor in no-shows and transport expenses. Here's the step-by-step method for calculating exact food costs per person on three-course menus.
Why catering is different
Catering means you price per person, not individual dishes. Your three-course menu becomes one bundled price that includes multiple components. And there are hidden expenses - transport, setup, on-site staff - that restaurants don't face.
💡 Example:
Wedding for 80 people, three-course menu at €45 per person:
- Starter: carpaccio
- Main course: salmon with vegetables
- Dessert: tiramisu
Total revenue: 80 × €45 = €3,600
Step 1: Calculate costs per course per person
Break down each component separately. Figure out ingredient costs for one person across all courses.
- Starter: all ingredients for one portion
- Main course: protein, vegetables, sauce, garnish
- Dessert: including decoration and accompaniments
- Extras: bread, butter, amuse-bouche, coffee
💡 Example calculation:
Costs per person:
- Carpaccio starter: €3.20
- Salmon main course: €8.50
- Tiramisu dessert: €2.80
- Bread and butter: €0.90
Total ingredient costs: €15.40 per person
Step 2: Add waste and no-shows
You'll prep for the full guest count even if people don't show. Build in 5-10% extra ingredients as your safety buffer.
⚠️ Note:
Buffets create more waste (10-15%) since guests serve themselves. Plated service keeps waste lower at 5-8%.
Calculate your food cost percentage
Take your total ingredient costs (including waste buffer) and divide by your selling price excluding VAT.
Formula: Food cost % = (Ingredient costs per person / Selling price excl. VAT) × 100
💡 Calculation:
Menu price: €45 incl. 9% VAT = €41.28 excl. VAT
Ingredient costs: €15.40 + 7% waste = €16.48
Food cost: (€16.48 / €41.28) × 100 = 39.9%
Include extra costs
Catering brings additional expenses that restaurants don't handle:
- Transport: fuel, travel time, vehicle maintenance
- Equipment and tableware: rental fees or depreciation
- Additional staff: on-site service team
- Setup and breakdown: time and materials
After managing kitchen operations for nearly a decade, I've learned these extras typically add 15-25% on top of ingredient costs. Factor them into your total cost calculation.
Standard food cost for catering
Catering food costs run higher than restaurant operations:
- Restaurant: 28-35% food cost
- Catering: 35-45% total costs (food plus extras)
- Buffet: 40-50% due to increased waste
⚠️ Note:
Don't overlook prep, transport, and cleanup time. This typically adds 3-4 hours beyond actual cooking time.
Keep catering recipes digitally
Precise recipes matter more for catering since you can't quickly restock if you run short. Digital tools help you:
- Store recipes calculated per person
- Scale automatically to guest count
- Generate accurate shopping lists
- Track food cost per person
This prevents costly surprises during service.
How do you calculate food cost per person for catering? (step by step)
Calculate costs per course
Make a list of all ingredients for starter, main course and dessert. Add up the costs per person for each course separately. Don't forget extras like bread, butter and coffee.
Add waste and no-shows
Calculate 5-10% extra ingredients for waste and no-shows. With buffets you calculate 10-15% extra because guests serve themselves. This prevents you from running short.
Calculate food cost percentage
Divide your total ingredient costs by your selling price excluding VAT and multiply by 100. For catering, 35-45% is normal due to extra costs and waste.
Add extra costs
Include transport, tableware, extra staff and setup time in your total cost price. These can be an additional 15-25% on top of your ingredient costs.
✨ Pro tip
Calculate your three-course menu costs using actual guest counts from your last 12 catering events. You'll discover your real waste percentage is usually 3-5% higher than estimates, especially for weekend events.
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 normal food cost for catering?
Catering food costs typically run 35-45% of revenue, higher than restaurants due to transport, waste, and setup expenses. Buffet events can reach 50% due to increased waste.
How much extra should I calculate for waste?
Plan for 5-10% extra on plated menus and 10-15% for buffets. Children's events or inexperienced guests may require 15% waste allowance.
Should I include VAT in my food cost calculation?
No, always use selling price excluding VAT. For catering that's 9% VAT, so €45 including becomes €41.28 excluding VAT for calculations.
How do I price transport and setup time?
Calculate all extra hours (transport, setup, breakdown) at your hourly rate, then divide by guest count for per-person cost. Include fuel and vehicle wear too.
Can I use the same recipes as in my restaurant?
Usually yes, but watch portion sizes and presentation methods. Catering portions often run smaller due to multiple courses. Always test beforehand to verify quantities.
How do I handle last-minute guest count changes?
Build flexibility into your ordering by confirming final numbers 48-72 hours before the event. Charge for confirmed minimums regardless of actual attendance.
What's the difference between calculating buffet versus plated service costs?
Buffets require 20-30% more food due to guest serving patterns and waste. Plated service offers better portion control but needs more precise prep timing and staffing.
📚 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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