A local caterer recently lost money on a 30-person high-tea because they only priced the sandwiches and scones. They forgot about the three hours of prep time, transport costs, and the extra pastries needed for unexpected guests. Most caterers underestimate the true costs of group arrangements.
All costs of a high-tea arrangement
High-tea consists of many small bites, which means your cost price can quickly spiral. You're dealing with several types of costs:
- Ingredient costs: All products for sandwiches, scones, pastries
- Staff costs: Preparation, transport, service on-site
- Transport costs: Fuel, time, wear and tear
- Material costs: Dishes, linens, warming materials
- Unforeseen costs: Extra time, no-shows, damage
Calculate ingredient costs per person
Start by calculating all ingredients per person. Add up everything that hits the table:
💡 Example high-tea for 20 people:
- Sandwiches (salmon, egg, cucumber): €3.20 per person
- Scones with jam and clotted cream: €2.80 per person
- Mini pastries and macarons: €4.50 per person
- Tea (various types): €1.20 per person
- Decoration and napkins: €0.80 per person
Total ingredient costs: €12.50 per person
⚠️ Note:
Always calculate 10-15% extra ingredients for unexpected situations. Guests sometimes eat more than expected, or something breaks during transport.
Include staff costs
Catering demands many labor hours that get overlooked:
- Preparation: Shopping, mise-en-place, packing
- Transport: Driving back and forth
- On-site: Setup, service, cleanup
- Finishing: Cleaning materials, administration
💡 Example labor costs:
High-tea for 20 people, total 8 hours of work at €25/hour:
- Preparation: 4 hours
- Transport: 1 hour
- On-site: 2.5 hours
- Finishing: 0.5 hours
Labor costs: €200 ÷ 20 people = €10 per person
Calculate margin with all costs
Now you can calculate your total cost price and desired margin:
💡 Complete calculation:
- Ingredients: €12.50 per person
- Labor: €10.00 per person
- Transport + materials: €2.00 per person
- Buffer for unforeseen: €1.50 per person
Total cost price: €26.00 per person
With desired margin of 40%:
Selling price = €26.00 ÷ 0.60 = €43.33 per person
Standard margins for catering
From tracking this across dozens of restaurants, catering has different margins than regular restaurant sales:
- Food + labor combined: 60-70% of selling price
- Net margin: 30-40% (higher than restaurant due to risk)
- Minimum margin: 25% (otherwise not enough buffer for problems)
⚠️ Note:
Catering has more risks than restaurant sales: no-shows, extra time on-site, transport problems. So calculate a higher margin than your normal food cost.
Communicate prices to customers
Present your prices clearly and transparently:
- Per person pricing: €42.50 per person (incl. VAT)
- Minimum number: From 15 people
- What's included: All bites, tea, service, materials
- Extra costs: Travel costs over 25km, additional staff
With a food cost calculator like KitchenNmbrs you can keep all your catering calculations in one place and quickly create quotes with the right margins.
How do you calculate the margin on high-tea? (step by step)
Calculate ingredient costs per person
Make a list of all ingredients and add up the costs per person. Don't forget decoration, napkins and tea. Calculate 10-15% extra for unforeseen circumstances.
Add up all labor hours
Calculate preparation, transport, service and finishing together. Multiply by your hourly rate and divide by number of people. For catering this is often €8-12 per person.
Determine selling price with desired margin
Add up all costs (ingredients + labor + transport + buffer). Divide by desired margin percentage. With 35% margin you divide by 0.65. Round to a neat price.
✨ Pro tip
Always visit the venue 2 weeks before your high-tea event to check kitchen access, power outlets, and table space. Difficult setups can add 90 minutes to your labor costs if you don't plan ahead.
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?
For catering, 30-40% net margin is standard, higher than restaurants due to extra risks. Food and labor combined should stay below 70% of your selling price.
Do I need to calculate VAT separately for group arrangements?
Yes, high-tea falls under 9% VAT. Always calculate your margin on the price excluding VAT, then add 9% VAT for the final price to the customer.
How do I calculate transport costs?
Calculate €0.50-0.75 per kilometer back and forth, plus time for loading/unloading. For arrangements within 25km you can include this in your base price.
What if fewer guests come than expected?
Make agreements about minimum numbers and confirmation 48 hours in advance. Charge a surcharge for last-minute changes to protect your margin.
Are high-tea arrangements more profitable than regular catering?
High-tea often has higher margins because guests pay more for the experience. However, labor costs are high due to many small bites requiring detailed preparation.
How do I price dietary restrictions like gluten-free options?
Calculate specialty ingredients separately - they typically cost 20-30% more. Either build this into your base price or charge a small supplement per person with restrictions.
Should I include setup time in my labor calculations?
Absolutely. Setup and breakdown often take 1-2 hours total and many caterers forget this. Include travel time to the venue in your labor costs too.
📚 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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