Picture this: you've landed a catering contract at a major airport, but your usual pricing formula doesn't account for the €2,000 permit fee. Airport and train station catering demands completely different margin calculations due to security requirements, premium rental costs, and restricted access. These unique factors can turn a profitable-looking job into a financial disaster if not properly calculated.
Why airport and train station catering is different
Catering at airports and train stations hits you with cost items that simply don't exist at regular events. Security checks, special permits, and rental costs that can triple your normal expenses.
- Rental costs are often 2-3x higher than normal locations
- Security personnel often need to be present
- Access restrictions mean expensive deliveries
- Longer setup times due to checks
Calculate the cost price per person
For airport and train station catering, you always calculate per person, not per dish. This approach gives you better control over your total costs and prevents nasty surprises.
💡 Example cost price per person:
Event for 200 people at Schiphol:
- Food costs: €12.00 per person
- Extra venue rental: €3.00 per person
- Security personnel: €2.50 per person
- Transport and setup: €1.50 per person
Total cost price: €19.00 per person
Margin calculation with extra cost items
At these locations, your margin needs to be higher to cover all extra costs. A standard 30% food cost isn't realistic here - you'll lose money.
Formula:
Minimum selling price = Total cost price per person / (1 - Desired margin %)
💡 Example margin calculation:
Cost price per person: €19.00
Desired margin: 45%
Calculation: €19.00 / (1 - 0.45) = €19.00 / 0.55 = €34.55
Minimum selling price: €34.55 per person excl. VAT
Hidden costs you need to include
There are extra costs that don't exist with regular catering, but you absolutely must include them in your calculation. Based on real restaurant P&L data, these hidden costs often account for 15-25% of total project expenses.
- Permits: Often €500-1500 per event
- Security checks for staff: €25-50 per person
- Special insurance: Often 1-2% of contract value
- Longer setup: 2-3x more labor hours
- Expensive deliveries: Suppliers often charge a surcharge
⚠️ Note:
Always include these costs in your quote. If you forget them, a seemingly profitable job can still result in a loss.
Determine your break-even point
Due to high fixed costs, you've got a higher break-even point than normal. Always calculate what you need at minimum to avoid losing money.
Break-even formula:
Break-even number of people = Fixed costs / (Selling price per person - Variable costs per person)
💡 Example break-even:
Fixed costs event: €3,000 (rental, permits, setup)
Selling price: €35.00 per person
Variable costs: €15.00 per person
Break-even: €3,000 / (€35 - €15) = €3,000 / €20 = 150 people
You need a minimum of 150 people to break even
Pricing and negotiation
At these locations, you can ask higher prices because the customer often has no alternative. Use this to your advantage, but stay realistic with your pricing.
- Standard margin: 40-55% (higher than regular catering)
- Set a minimum order value (e.g., €5,000)
- Always charge a surcharge for last-minute changes
- Set cancellation costs in advance
⚠️ Note:
Make all extra costs transparent in your quote. Surprises afterward lead to unhappy customers and payment disputes.
How do you calculate the margin for airport/train station catering?
Calculate all cost items per person
Add up: food costs + extra rental + security personnel + transport + permits + insurance. Divide this by the number of people to get your cost price per person.
Determine your desired margin percentage
For airport/train station catering, 40-55% margin is realistic due to high fixed costs and limited competition. This is higher than regular catering (30-40%).
Calculate your minimum selling price
Use the formula: Cost price per person / (1 - Desired margin %). Then add VAT (9% for food) for your final quote amount.
✨ Pro tip
Always verify approved supplier requirements at least 6 weeks before your event. Some airports restrict deliveries to specific companies that charge 15-25% premium rates, which can destroy your margins if discovered last-minute.
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 can I charge for airport catering?
For airport and train station catering, you can charge 40-55% margin. This is higher than regular catering because you have extra costs for permits, security, and high rental prices.
How do I include security personnel in my cost price?
Security personnel usually costs €25-50 per hour per person. Calculate the total number of hours × rate, and divide this by the number of guests for the cost per person.
What if the customer finds my price too high?
Explain transparently what extra costs you have compared to regular catering. Show a cost breakdown with rental, permits, and security requirements. This justifies your higher price.
Should I set a minimum order value?
Yes, definitely. Due to high fixed costs (permits, security, setup), you need a minimum to be profitable. €5,000-7,500 is standard as a minimum.
What about VAT on airport catering?
Food is 9% VAT, also at airports and train stations. Make sure you always calculate your margin excluding VAT first, then add VAT for your final price.
How far in advance do I need to submit permits for airport catering?
Most airports require permit applications 4-6 weeks in advance. Train stations typically need 2-3 weeks minimum. Late applications often incur rush fees of €200-500.
Can I use my regular suppliers for airport and train station events?
Not always - many locations have approved supplier lists for security reasons. These approved suppliers typically charge 10-20% more but have pre-clearance for secure zones.
📚 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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