Most caterers think tasting menus are just a few dishes for 8-12 people – they're dead wrong. The real costs run much higher than you'd expect. Many caterers lose €50-150 per tasting because they forget about labor, transport, and overhead costs.
Why tasting menus drain your profits
A tasting menu looks straightforward on paper: prepare a few dishes for 8-12 people. But here's what actually happens – your chef spends half a day on it, you use premium ingredients to impress, and you only count the raw ingredients in your pricing.
⚠️ Heads up:
Many caterers only count ingredient costs and forget labor, transport, and packaging. This causes them to lose €50-150 per tasting.
The complete cost breakdown of a tasting menu
A tasting menu has five cost items you need to include:
- Ingredient costs: All products you use
- Labor costs: Prep, cooking, presenting
- Transport costs: Gas, wear and tear, travel time
- Packaging costs: Containers, cutlery, napkins
- Overhead: Share of your fixed costs
Ingredient costs: calculate generously
With a tasting menu, you want to impress. You often use better ingredients than usual and give larger portions. So add 20-30% extra on top of your normal portion costs.
💡 Example:
Tasting menu for 10 people, 3 courses:
- Appetizer: €4.50 per person = €45.00
- Main course: €8.20 per person = €82.00
- Dessert: €3.80 per person = €38.00
- Extra for presentation (25%): €41.25
Total ingredients: €206.25
Labor costs: the biggest cost item
A tasting menu eats up way more time than you think. Count on at least 6-8 hours for prep, cooking, and presenting. At €25 per hour, your labor costs quickly jump to €150-200.
Don't forget:
- Shopping and prep work
- Cooking and garnishing
- Packing and preparing for transport
- Presentation on-site
- Cleanup and return travel
Transport and packaging
These costs creep up fast too. Count on €15-25 for transport (depending on distance) and €20-40 for packaging materials like containers, cutlery, and napkins. It's a pattern we see repeatedly in restaurant financials – these "small" costs add up to significant amounts over time.
💡 Complete cost breakdown:
Tasting menu for 10 people:
- Ingredients: €206.25
- Labor (7 hours × €25): €175.00
- Transport: €20.00
- Packaging: €30.00
- Overhead (10%): €43.13
Total cost price: €474.38
Profit margin and risk surcharge
A tasting menu is an investment that doesn't always lead to a booking. So add a profit margin of 30-40% and a risk surcharge of 10-15% for tastings that don't result in business.
⚠️ Heads up:
Always calculate your tasting menu excluding VAT. Catering food is subject to 9% VAT.
Free versus paid tastings
Not every tasting menu needs to be paid for, but make conscious choices:
- Free: For large events (€5,000+) with high win probability
- Cost price: For medium-sized events (€2,000-5,000)
- Cost price + margin: For small events or uncertain clients
A good rule: if the potential profit on the event is less than 10 times the tasting costs, always charge for the tasting.
How do you calculate the cost price of a tasting menu?
Calculate ingredient costs per person
Add up all ingredients for your planned menu. Add 20-30% extra for larger portions and premium ingredients. Multiply by the number of people.
Estimate labor hours and calculate
Count on at least 6-8 hours for prep, cooking, and presenting. Multiply by your hourly rate (typical €20-30 per hour for caterers).
Add transport, packaging, and overhead
Count €15-25 for transport, €20-40 for packaging, and 10-15% of total costs for overhead. Add everything up for your total cost price.
✨ Pro tip
Track your actual time spent on the next 3 tasting menus over the next month. Most caterers underestimate by 2-3 hours, which costs them €50-75 in hidden labor.
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
Can I charge for a tasting menu?
Yes, definitely for smaller events or uncertain clients. For large events (€5,000+) you can do it for free as an investment in the relationship.
How many hours should I count for a tasting menu?
At least 6-8 hours total: 2-3 hours prep, 2-3 hours cooking, 1-2 hours presentation and transport. For complex menus it can be more.
What VAT applies to tasting menus?
Food is subject to 9% VAT, including tasting menus. Always calculate your cost price excluding VAT first, then add 9% for your final price.
What if the client doesn't book after the tasting?
That's why you add a risk surcharge of 10-15%. If 1 out of 3 tastings results in business, you earn back the other two through this surcharge.
How do I prevent tasting menus from becoming too expensive?
Choose a menu you know well and can prepare efficiently. Use ingredients you already have on hand and limit the number of courses to 2-3.
Should I include wine pairing costs in my tasting menu calculation?
Yes, if you're offering wine pairings. Calculate the actual wine costs plus service time, and don't forget you'll need a sommelier or trained server present during the tasting.
📚 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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