Over 60% of caterers underprice conference packages by missing hidden costs that eat into profits. You've got welcome coffee, lunch buffets, afternoon breaks – each with different cost structures and staffing needs. Getting the math wrong means working harder for less money.
All cost elements of a conference package
A full-day conference consists of multiple moments, each with their own cost price. You can't just rely on the ingredient costs of lunch alone.
- Welcome with coffee and tea (morning)
- Coffee break with pastries (morning)
- Lunch (hot meal or buffet)
- Afternoon break with coffee and tea
- Drinks reception (optionally with snacks)
💡 Example cost breakdown:
Conference for 50 people:
- Welcome coffee: €3.50 per person
- Coffee break: €4.80 per person
- Lunch buffet: €18.50 per person
- Afternoon break: €2.20 per person
- Drinks reception: €8.90 per person
Total food cost: €37.90 per person
Hidden costs you often forget
Besides ingredients, there are extra costs specific to catering. These must be included in your cost price, otherwise you'll lose money.
- Transport: fuel, wear and tear, driving time
- Setup and breakdown: extra staff hours
- Materials: chafing dishes, crockery, linens
- No-show buffer: you prep for 50, only 45 show up
- Cleanup afterwards: extra time and materials
⚠️ Note:
Always factor in 5-10% no-show risk. You've prepped food that won't be consumed, but still costs money.
Calculating staff for events
With catering you work with different staffing levels than in your restaurant. You need people for setup, service and breakdown.
💡 Example staffing:
Conference 50 people, 8 hours total:
- Setup: 2 people × 2 hours = 4 hours
- Service: 3 people × 6 hours = 18 hours
- Breakdown: 2 people × 1 hour = 2 hours
Total: 24 labor hours × €18/hour = €432
The margin calculation step by step
For a healthy margin on catering you need a different cost ratio than in your restaurant. From tracking this across dozens of restaurants, I've seen standard ratios hit 55-70% for food plus labor combined.
The formula for your minimum selling price:
Minimum price = (Food cost + Labor costs + Other costs) / (1 - Desired profit margin)
💡 Complete calculation:
Conference 50 people, desired margin 25%:
- Food cost: €37.90 × 50 = €1,895
- Staff: €432 (see example above)
- Transport and materials: €180
- No-show buffer (5%): €95
Total costs: €2,602
Minimum price: €2,602 / 0.75 = €3,469
Per person: €69.38
Different packages and prices
Many caterers work with different service levels to serve different budgets. This gives you more flexibility in the market.
- Basic package: standard lunch, thermos coffee
- Premium package: extensive lunch, fresh coffee, luxury snacks
- Deluxe package: 3-course lunch, barista, champagne welcome
Each package has its own food cost percentage. Premium and deluxe can have higher margins because customers perceive more value.
Season and planning impact
Conference catering has peak periods that affect your margins. During busy periods you can charge higher prices, during quiet times you need to be sharper.
⚠️ Note:
Expect 10-15% higher demand in September-November and January-April. Plan your capacity and pricing accordingly.
How do you calculate the margin on a conference package? (step by step)
Calculate all food costs per component
Make a list of each moment: welcome, breaks, lunch, drinks reception. Calculate the ingredient costs per person for each component separately. Add these up for the total food cost per person.
Calculate labor costs for the whole day
Add up all labor hours: setup, service, breakdown. Multiply by your hourly rate including employer taxes. With catering this is often 30-40% of your total costs.
Add other costs and buffer
Include transport, materials and a no-show buffer of 5-10% in the total costs. Divide by (1 - desired profit margin) for your minimum selling price.
✨ Pro tip
Scout the venue 3-4 days before your event – basement kitchens, narrow hallways, or third-floor setups can add 90 minutes to your labor costs. Build that extra time into your quote upfront.
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 profit margin is normal for conference catering?
A healthy profit margin for catering is between 20-30%. This is higher than restaurant because you take on more risk with prep time and transport.
How do I factor transport costs into my price?
Calculate €0.35 per kilometer for fuel and wear and tear, plus travel time at your hourly rate. For events within 20km this is usually €50-80 total.
What if fewer guests show up than expected?
Always build a 5-10% no-show buffer into your cost price. Confirm final numbers 48 hours in advance and recalculate for major changes.
How do I compete with cheaper caterers?
Focus on value: fresh preparation, professional service, reliability. Cheap caterers often cut corners on quality or service level.
📚 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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