Staff costs for catering are more than just the hourly rate. Travel time, setup and breakdown also cost money, but many caterers forget to factor this in. This is how you lose money on events that look fully booked.
All staff costs for catering
Catering isn't just about working during the event itself. Your team needs to travel, set up, serve and break down. All these hours cost money.
- Prep time: Mise-en-place, loading the catering van
- Travel time: To and from the location
- Setup time: Setting up the buffet, installing warming equipment
- Service time: The actual event
- Breakdown time: Cleaning up, loading, washing
💡 Example:
Corporate lunch for 50 people, 45 minutes drive:
- Prep: 2 hours × €18 = €36
- Travel time: 1.5 hours × €18 = €27
- Setup: 1 hour × €18 = €18
- Service: 2 hours × €18 = €36
- Breakdown + return: 2 hours × €18 = €36
Total: €153 staff costs (€3.06 per person)
Calculate travel time correctly
Travel time is work time. Your staff can't do anything else while driving. Always charge the full hourly rate, not a reduced rate.
- To and from: Add both trips together
- Account for traffic: Factor in rush hour if applicable
- Multiple staff members: If 2 people travel, you pay 2× the hourly rate
⚠️ Note:
Calculate travel time from your business, not from home. Even if your employee drives directly to the location, you pay from the moment they're on the road.
Estimate setup and breakdown time
The time for setup depends on the type of event and location. One of the most common blind spots in kitchen management is underestimating how long breakdown actually takes. A simple buffet takes less time than a fully arranged dinner setting.
- Cold buffet: 30-45 minutes setup
- Hot buffet: 45-60 minutes (warming equipment)
- Served lunch: 60-90 minutes (table setting)
- Multi-course dinner: 90-120 minutes
💡 Example buffet calculation:
Hot buffet for 80 people, 1 hour drive:
- 2 staff members × €18/hour
- Prep: 2.5 hours × 2 people = €90
- Travel time: 2 hours × 2 people = €72
- Setup: 1 hour × 2 people = €36
- Event: 3 hours × 2 people = €108
- Breakdown + return: 2 hours × 2 people = €72
Total: €378 (€4.73 per person)
Formula for total staff costs
Staff costs = (Prep + Travel time + Setup + Event + Breakdown) × Number of staff × Hourly rate
Divide this amount by the number of guests for the cost per person. Add this to your food cost and other costs to get your total cost price.
Standard rates for catering staff
- Chef/Cook: €22-28 per hour
- Sous-chef: €18-24 per hour
- Service staff: €15-20 per hour
- Dishwashing/Assistant: €12-16 per hour
⚠️ Note:
These are gross wages. Add employer contributions (approximately 25-30% extra) for the actual costs.
Minimum margin on staff costs
Don't just pass through your costs, but add a margin. Standard markup on staff costs in catering is 40-60%.
💡 Example margin calculation:
Staff costs: €378 (€4.73 per person)
- Employer contributions: €378 × 1.25 = €473
- 50% margin: €473 × 1.50 = €709
- Per person: €709 ÷ 80 = €8.86
Include this €8.86 in your selling price, on top of food cost and other costs.
How do you calculate staff costs for catering? (step by step)
Create a timeline for the entire event
Note all hours: prep, travel to location, setup, service, breakdown and return trip. Don't forget any activity where you need staff.
Determine how many staff members you need
Plan for one staff member per 25-30 guests for service. For the kitchen it depends on the menu: a cold buffet needs fewer staff than a hot buffet.
Calculate total hours × rates × employer contributions
Multiply all hours by number of staff and hourly rates. Add 25-30% employer contributions. Then apply 40-60% margin for your risk and profit.
✨ Pro tip
Add 20 minutes buffer time to your total calculation for every 3-hour event. Equipment failures, traffic delays, and venue access issues happen more often than you think.
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
Should I fully charge travel time to customers?
Yes, travel time is work time. Your staff can't do anything else while driving, so charge the full hourly rate. Many caterers make the mistake of giving travel time away for free.
How do I calculate staff costs for a buffet vs a served dinner?
Buffets need fewer staff during the event itself, but more setup time. A served dinner requires more staff during service, but less setup. Calculate both scenarios and price accordingly.
What if the event runs longer than planned?
Agree on overtime terms beforehand. Standard practice is 15-30 minutes grace period, then charge for additional time. Include this in your quote to avoid disputes.
Should I include employer contributions in my calculation?
Absolutely. Employer contributions are 25-30% on top of the gross wage. Many new caterers forget this and lose money on every event.
📚 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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