Allergen-free dishes often cost 20-40% more than standard catering. Many caterers underestimate this, causing them to lose money on gluten-free, lactose-free or vegan options. You need to calculate the real additional costs and pass them on in your quote.
Why allergen-free dishes are more expensive
Allergen-free catering brings extra costs that aren't always obvious. It's not just about pricier ingredients - you're also dealing with extra time, separate preparation and sometimes even dedicated kitchen equipment.
- More expensive ingredients: Gluten-free bread often costs 3-4x more than regular bread
- Extra preparation time: Separate workstations to prevent cross-contamination
- Smaller packaging: Special products often come in small quantities
- Waste from mistakes: If cross-contamination occurs, you have to start over
💡 Example:
Standard healthy sandwich vs. gluten-free sandwich for 50 people:
- Regular bread: €1.20 per sandwich
- Gluten-free bread: €3.80 per sandwich
- Extra preparation time: €0.50 per sandwich
Additional costs: €3.10 per gluten-free sandwich
Calculate ingredient additional costs
Start by making an overview of all ingredients that become more expensive. Don't forget the smaller ingredients - those often make the biggest difference.
- Compare the price per kilo of standard vs. allergen-free variant
- Convert to price per portion
- Add up all ingredients for the total dish
⚠️ Note:
Don't forget the 'hidden' ingredients like flour for binding sauces, breadcrumbs or bouillon cubes. These often contain gluten or other allergens.
Factor in extra preparation time
From years of working in professional kitchens, I've learned that allergen-free preparation takes significantly more time due to extra precautions. Factor this into your hourly rate.
- Extra cleaning: Workbenches, tools and hands between preparations
- Separate mise-en-place: Set everything up separately to prevent confusion
- Double-check: Extra verification of ingredients and cross-contamination
💡 Example calculation of extra time:
Standard salad for 50 people: 45 minutes preparation
With 5 gluten-free portions added: +20 minutes extra
- Extra time: 20 minutes
- Kitchen hourly rate: €35/hour
- Cost: (20/60) × €35 = €11.67
Per gluten-free portion: €11.67 ÷ 5 = €2.33 extra
Include risk costs
With allergen-free catering there's always risk of mistakes. A small amount of cross-contamination means you have to start over completely. Factor in a 5-10% buffer for this.
💡 Example total calculation:
Gluten-free main course for 10 people at an event of 100 people:
- Standard cost price per person: €8.50
- Additional ingredient costs: €3.20 per person
- Extra preparation time: €1.80 per person
- Risk buffer (7%): €0.95 per person
Total cost price gluten-free: €14.45 per person
Additional costs: €5.95 per gluten-free portion
Pass costs on to customer price
Just like with regular catering, you want a margin of 65-70% on your total costs. Pass the additional costs on in your quote, but communicate this clearly to the customer.
- Calculate your desired margin (usually 65-70%)
- Divide the additional costs by your food cost percentage
- Don't forget VAT (9% for catering)
⚠️ Note:
Be transparent about additional costs in your quote. Customers usually understand that gluten-free options are more expensive, but don't surprise them afterwards.
How do you calculate the additional costs of allergen-free catering?
Make an ingredient comparison
List all ingredients of the standard dish and find the allergen-free alternatives. Note the price per kilo of both variants and convert to the amount you need per portion.
Calculate extra preparation time
Estimate how much extra time you spend on separate preparation, extra cleaning and double-checking. Multiply this by your hourly rate and divide by the number of allergen-free portions.
Add everything up and include risk buffer
Sum up the additional costs of ingredients and extra time. Add a 5-10% risk buffer for possible mistakes or cross-contamination. This gives you the total additional costs per allergen-free portion.
✨ Pro tip
Test your allergen-free cost calculations on 3 different batch sizes (5, 15, and 30 portions) over the next month. You'll discover how setup costs scale and can price more accurately for any order size.
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 always pass on additional costs for allergen-free options?
Yes, otherwise you'll lose money. Allergen-free ingredients often cost 2-4x more and require extra preparation time. Be transparent about these additional costs in your quote.
How much additional cost can I charge for gluten-free catering?
An average of 20-40% additional costs is normal for allergen-free dishes. With complex dishes this can go up to 50%. Always calculate based on actual costs, not on gut feeling.
Can I prepare allergen-free dishes in the same kitchen?
Yes, but you must prevent cross-contamination by using separate workstations, tools and thorough cleaning between preparations. This costs extra time that you need to pass on.
Which allergens cost the most extra money in catering?
Gluten-free and lactose-free alternatives are usually the most expensive. Nut-free preparation mainly costs extra time due to thorough cleaning. Vegan options can be either more or less expensive.
How do I communicate additional costs to customers?
Be honest and transparent in your quote. Explain that allergen-free ingredients are more expensive and require extra preparation time. Most customers understand this and appreciate the honesty.
What's the minimum quantity needed to make allergen-free prep economical?
Even single portions can be profitable if priced correctly. But batches of 5-10 allergen-free items help spread the setup costs across multiple servings.
Should I charge extra for using separate equipment for allergen-free dishes?
Absolutely. Dedicated cutting boards, mixers, and utensils represent real equipment costs and cleaning time. Factor this into your hourly rate calculations.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 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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