Most caterers struggle with pricing when florists enter the picture, while solo catering follows straightforward cost formulas. You're suddenly managing pass-through expenses that don't fit your usual food cost calculations. The key lies in separating your core catering margins from partnership coordination fees.
What makes catering with partners different?
Regular catering involves only your direct costs: food, drinks, staff and materials. But partnering with a florist transforms you into a service coordinator. You're passing along their costs while earning a coordination fee.
💡 Example:
Wedding for 80 people:
- Catering: €45 per person = €3,600
- Florist: €1,200 (table arrangements and decoration)
- Total order value: €4,800
But what's your actual margin?
Calculate your catering margin first
For the catering portion, you'll use your standard calculation. Typical cost breakdown for catering events:
- Food cost: 25-35% (including packaging and transport)
- Staff costs: 25-35% (including travel time and setup)
- Other costs: 10-15% (fuel, material wear and tear)
- Profit: 20-30%
💡 Example catering calculation:
€45 per person, 80 people = €3,600
- Food cost: €3,600 × 30% = €1,080
- Staff: €3,600 × 30% = €1,080
- Other: €3,600 × 15% = €540
- Profit: €3,600 × 25% = €900
How do you handle florist costs?
You've got two approaches for the florist portion: fixed coordination fees or percentage markups. Each method has distinct advantages.
Option 1: Fixed hourly rate
Charge a set amount for florist coordination. Something like €50 per hour covers consultation, planning meetings and event-day supervision.
💡 Example fixed amount:
- Florist invoice: €1,200
- Your coordination: 4 hours × €50 = €200
- Charge to customer: €1,200 + €200 = €1,400
Your margin on flowers: €200
Option 2: Percentage markup
Apply a percentage markup to the florist's invoice. Standard rates run 15-25% for coordination and risk management. From years of working in professional kitchens, I've found this method works better for larger floral budgets where coordination complexity increases.
💡 Example percentage:
- Florist invoice: €1,200
- Your markup: 20% = €240
- Charge to customer: €1,200 + €240 = €1,440
Your margin on flowers: €240
⚠️ Note:
Establish clear agreements with customers upfront about external supplier charges. Transparency prevents payment disputes later.
Calculate your total margin
Now you can determine your actual profit on the complete order:
💡 Total calculation:
Order value to customer: €5,040
- Catering: €3,600 (margin: €900)
- Flowers: €1,440 (margin: €240)
Total margin: €1,140
Margin percentage: €1,140 / €5,040 = 22.6%
Don't forget VAT
Both catering and floral services fall under 9% VAT. However, you only charge VAT on your margins, not on florist pass-through costs.
- Your catering: €3,600 + 9% VAT = €3,924
- Your florist margin: €240 + 9% VAT = €261.60
- Florist costs: €1,200 (no VAT, you pass this through directly)
⚠️ Note:
Verify the florist's VAT registration status. VAT-registered florists charge 9% VAT that you pass to customers. Non-registered florists mean you only charge VAT on your coordination margin.
Risks with partnerships
External partnerships introduce additional risks that your margin should cover:
- Quality risk: Florist disappointments reflect on your reputation
- Timing risk: Florist delays can derail your entire event schedule
- Payment risk: You must pay florists regardless of customer payment timing
A 15-25% margin on external services compensates for these operational risks.
How do you calculate the margin on catering with a florist? (step by step)
Calculate your catering margin
Use your normal cost calculation for food and drinks. Calculate food cost (25-35%), staff (25-35%) and other costs (10-15%). The rest is your margin.
Determine your markup on the florist
Choose between a fixed hourly rate (€50-75/hour) for coordination or a percentage markup (15-25%) on their invoice. Percentage is easier with large orders.
Calculate your total margin
Add your catering margin and florist margin together. Divide this by the total order value for your actual margin percentage on the entire job.
✨ Pro tip
Review your supplier margins every 6 months and adjust based on coordination time actually spent. Track consultation hours, planning calls, and event-day supervision to ensure your 15-25% markup covers real costs.
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's a reasonable margin percentage for florist coordination?
15-25% is industry standard for coordination and risk management. Complex events with multiple consultations and detailed coordination justify higher percentages. Simple pass-through arrangements should stay on the lower end.
Do I pay VAT on the florist's full invoice amount?
No, only on your coordination margin. If florist costs are €1,200 and your margin is €240, you pay VAT solely on that €240. The €1,200 passes through directly without additional VAT from your end.
Should I use fixed fees or percentage markups for different supplier types?
It depends on coordination complexity and your time investment. Florists typically require more hands-on coordination than photographers who work independently. Match your fee structure to the actual work involved for each supplier type.
📚 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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