Peak camping season brings intense pressure on your catering margins. You're juggling seasonal workers, massive group orders, and razor-thin profit windows. Your calculations need to reflect these seasonal realities.
The cost structure of campsite catering
Campsite catering creates different expenses than regular restaurant service. You'll hire seasonal workers, invest in bulk storage solutions, and often squeeze operations into cramped refrigeration spaces.
💡 Example campsite BBQ package:
For 50 people at a campsite:
- Meat and fish: €12.50 per person
- Vegetables and side dishes: €4.00 per person
- Bread and sauces: €2.50 per person
- Disposable tableware and packaging: €1.50 per person
Total food cost: €20.50 per person
Calculate your total costs per person
Campsite catering goes beyond ingredient costs. Transport fees, extra staffing, and seasonal risks all need space in your pricing strategy.
- Food cost: All ingredients plus packaging materials
- Labor cost: Extra hands for large group service
- Transport: Delivery to remote campsite locations
- Seasonal risk: Buffer for slower periods
⚠️ Note:
Campsites run at full capacity for just 6-8 weeks each year. Your margins must cover yearly expenses within this compressed timeframe, demanding higher percentages than standard catering.
The formula for campsite catering margin
The basic calculation stays the same, but percentages shift because of seasonal constraints.
Selling price excl. VAT = Total costs per person / (1 - Desired margin %)
💡 Example calculation:
BBQ package for 50 people:
- Food cost: €20.50 per person
- Labor (2 people, 4 hours): €4.00 per person
- Transport and materials: €1.50 per person
- Total costs: €26.00 per person
At 35% desired margin:
€26.00 / 0.65 = €40.00 excl. VAT per person
€40.00 × 1.09 = €43.60 incl. VAT per person
Seasonal margins for campsites
Campsites pack their revenue into peak months. You'll need higher margins to offset annual overhead costs squeezed into this brief window.
- High season (July-August): 35-45% margin
- Mid season (May-June, September): 30-40% margin
- Low season: Often break-even or loss
Specific cost items for campsite catering
Campsite operations create unique expenses that standard catering doesn't face. I've watched operations bleed €200-400 monthly by missing these hidden costs - a mistake that compounds quickly over a season.
💡 Additional cost items:
- Disposable tableware: €1.00-2.00 per person
- Refrigerated trucks or extra cooling: €50-100 per event
- Transport to remote locations: €0.50-1.50 per person
- Seasonal staff training: €200-500 per season
- Weather risk (canopy): €100-300 per event
Minimum order and prepayment
Campsite catering usually demands minimum orders and advance payment. This protects cash flow and cuts down no-show risks.
- Minimum order: 25-30 people for BBQ packages
- Prepayment: 50% upon booking, balance at delivery
- Cancellation terms: 48-72 hours advance notice
⚠️ Note:
Always base margin calculations on pre-VAT prices. Guest-facing prices include the 9% VAT rate.
Digital support for campsite catering
Systems that track recipes and seasonal cost fluctuations keep you profitable. You can quickly check if your BBQ packages still work when suppliers bump prices mid-season.
How do you calculate the margin on campsite catering? (step by step)
Calculate all costs per person
Add up: food cost, labor, transport, packaging and seasonal risk. Don't forget disposable tableware and extra cooling for large groups.
Determine your seasonal margin
Use 35-45% margin in high season to earn back your annual costs. In low season you often break even.
Calculate your selling price including VAT
Divide your total costs by (1 - margin %) for the price excl. VAT. Multiply by 1.09 for the final price including 9% VAT.
✨ Pro tip
Review your margins every 4 weeks during peak season to catch supplier price increases early. Lock seasonal package prices for 10-week periods maximum to protect against inflation eating your profits.
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 should I use for campsite catering?
Target 35-45% margins during high season. This exceeds standard catering rates because you're compressing annual overhead recovery into just 6-8 peak weeks.
Should I always pass on transport costs for campsite catering?
Yes, transport must be built into your cost structure. Remote campsite locations mean higher fuel expenses - budget €0.50-1.50 per person for delivery costs.
How do I handle weather risk in campsite catering?
Build a €100-300 buffer per event for weather contingencies. Bad weather creates unexpected costs for canopies, indoor relocations, or equipment protection.
How do I calculate labor cost for campsite catering?
Budget €25-30 hourly for seasonal staff. A 4-hour BBQ event requiring 2 workers costs roughly €4.00 per person in labor for 50 guests.
📚 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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