Event agencies promise steady catering work, but their commission structure can silently drain your profits. You're covering transport costs, deploying staff on-site, and dealing with their 10-20% cut. Many caterers discover too late they're barely breaking even on agency jobs.
Understanding what an event agency asks for
Event agencies send bare-bones requests: headcount, event type, date, location. They skip the crucial details you need for accurate pricing.
💡 Example request:
"Corporate lunch for 80 people, 12:00-14:00, office building Amsterdam South. Budget €35 per person all-in."
What's missing: kitchen on-site? Plates/cutlery available? Buffet or served? Vegetarian options?
Fire back with specific questions before quoting. You'll avoid nasty surprises and underpricing disasters.
Mapping out all cost items
Catering costs stack up fast compared to regular restaurant service. Every item needs accounting:
- Food cost: ingredients per person
- Staff on-site: chef, service, dishwashing
- Transport: there and back, fuel, driver time
- Materials: plates, cutlery, crockery (if not provided)
- Setup/breakdown time: staff is busy longer than just serving
- Event agency commission: usually 10-20% of your invoice
⚠️ Watch out:
The event agency often charges the client €35-40 per person, but you receive 10-20% less due to their commission.
Calculating cost price per person
Catering runs on per-person pricing, not individual dishes. Build from food cost upward, adding every expense.
💡 Example calculation 80 people:
- Food cost: €12 per person = €960
- Staff (chef + service, 6 hours): €180
- Transport (there and back + time): €80
- Material rental: €120
- Event agency commission (15%): €201
Total costs: €1,541 = €19.26 per person
At €30 per person from the agency (€2,400 total), you pocket €859. That's 35.8% margin - solid for catering work.
Margin versus restaurant service
Catering margins work differently than restaurant operations. Higher operational costs, but you're not paying rent or utilities.
- Restaurant: food cost 28-35%, total margin 8-15%
- Catering: food cost 30-40%, total margin 25-40%
The elevated food cost gets balanced by reduced overhead. But catering carries more risk - weather problems, last-minute cancellations, transport breakdowns. I've seen this mistake cost restaurants EUR 200-400 monthly when they don't properly account for agency commissions in their initial calculations.
What to do if margins are too low
Sub-25% total margin? You've got three moves:
- Raise your price: ask €2-3 more per person
- Lower food cost: choose cheaper ingredients or smaller portions
- Work more efficiently: fewer staff, smarter logistics
⚠️ Watch out:
Never go below 20% total margin. Then you're working for nothing and risk unexpected costs.
Tracking catering costs digitally
Excel spreadsheets turn into chaos with multiple locations, varying menus, and different group sizes. You need better tracking.
Food cost calculators like tools such as KitchenNmbrs let you price each event accurately and monitor margins in real-time. You'll spot unprofitable requests before sending quotes.
How do you calculate the margin on a catering request?
Gather all information from the event agency
Ask for number of people, type of menu, location, available facilities and duration. Check if plates/cutlery are provided and what the agency's commission is.
Calculate your total cost price per person
Add up: food cost, staff on-site, transport, materials and event agency commission. Divide this by the number of people for cost price per person.
Check your margin percentage
Subtract your cost price from what you receive per person. Divide the difference by your revenue and multiply by 100. Aim for at least 25% margin.
✨ Pro tip
Track your last 5 agency events over 3 months to identify their actual commission patterns. You'll spot if they're taking 12% or 18%, letting you price more precisely on future quotes.
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 margin is normal for catering through an event agency?
Aim for 25-40% total margin. Below 20% puts you at risk, while above 45% often prices you out with agencies.
Should I include VAT in my margin calculation?
Always calculate excluding VAT. Catering carries 9% VAT, so €30 including VAT equals €27.52 excluding VAT for your margin math.
How do I calculate transport costs for catering?
Add fuel costs plus driver hourly rate for travel time. Amsterdam-area caterers typically charge €60-100 transport depending on distance.
What if the event agency thinks my price is too high?
Don't drop below 20% margin. Instead, offer alternatives: simpler menu, reduced on-site staff, or client-arranged materials.
How do I prevent surprises on event day?
Create detailed briefings with agencies. Confirm location, facilities, headcount and timeline 48 hours before the event.
Should I charge differently for weekend versus weekday catering?
Yes, add 10-15% for weekend events. Staff costs more on weekends, and you're giving up prime restaurant hours.
⚠️ 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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