A caterer recently told me she charged €50 per person for an intimate dinner party but barely broke even after factoring in her 3-hour round trip. Private home catering involves costs that don't exist in restaurant service. Transportation, extra prep time, and on-site challenges can destroy your margins if you don't price correctly.
The complete cost breakdown for home catering
Home catering jobs have sneaky expenses that restaurants never deal with. You've got to track every cost component or you'll wonder why your bank account stays empty despite busy weekends.
💡 Example cost breakdown:
Private dinner for 8 people, 3-course menu at €65 per person:
- Ingredients: €18 per person = €144
- Chef 6 hours at €35: €210
- Transportation there and back: €40
- Packaging/transport: €25
- Dishwashing/cleanup: €30
Total costs: €449 of €520 revenue = 86% cost ratio
Calculate your minimum selling price per person
Profitable catering requires keeping your cost ratio under 70%. That leaves 30% for overhead and actual profit - assuming nothing goes wrong.
Formula: Minimum price = Total costs / 0.70
💡 Example calculation:
Total costs €449 for 8 people:
- Minimum revenue: €449 / 0.70 = €641
- Per person: €641 / 8 = €80
- Current price €65 is too low!
Hidden costs you can't forget
These expenses will kill your margins faster than you can say "family dinner." It's the kind of thing you only learn after closing your first month at a loss:
- Preparation at home: 2-4 extra hours for mise-en-place
- Transportation: Fuel + travel time (calculate €0.35 per km)
- Transport materials: Coolers/warming boxes, extra pans
- Time on site: Setup, service, cleanup (often 2x longer than expected)
- Dishwashing and cleanup: At the client's place or back to your kitchen
⚠️ Note:
Always calculate with 20% extra time than planned. Private locations often have practical challenges: small kitchen, limited equipment, unclear access.
Different margins by catering type
Your pricing power depends entirely on how much service you're providing. More hands-on work = higher margins you can justify:
- Simple delivery: 25-30% margin (transport only)
- Reheating on site: 30-35% margin
- Full preparation + service: 35-45% margin
- Exclusive chef experience: 45-60% margin
💡 Example price difference:
Same menu, different service:
- Delivery only: €45 per person
- Reheating + serving: €65 per person
- Full preparation + service: €85 per person
Tools for accurate catering calculations
Food cost calculators help you track every ingredient expense and immediately spot pricing problems. You can test different scenarios and log all those sneaky cost items that add up.
These tools excel at tracking recipe costs and calculating portion prices for various group sizes. This prevents you from undervaluing your time and skills - something most caterers do without realizing it.
How do you calculate the margin on private catering? (step by step)
Calculate all ingredient costs per person
Add up all costs: main course, side dishes, amuse-bouche, dessert, drinks. Don't forget herbs, oil, and garnish. Add 10% for waste.
Add up all labor and transportation costs
Calculate preparation, transportation, time on site, and cleanup. Use an hourly rate of €30-40 for yourself. Add fuel costs and extra materials.
Determine your desired margin and calculate the selling price
For catering, 30-40% margin is standard. Divide your total costs by (1 - desired margin). At €50 costs and 35% margin: €50 / 0.65 = €77 minimum price per person.
✨ Pro tip
Quote your catering jobs with a 25% time buffer built into labor costs. Family dinners always take longer than planned due to kitchen limitations, chatty clients, or last-minute menu changes.
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 private catering?
For home catering, 30-40% margin is standard, depending on the service level. Full preparation on site can command 40-50% because of the extra time and expertise required.
How do I calculate transportation costs for catering?
Calculate €0.35 per kilometer for fuel and vehicle wear, plus your hourly rate for travel time. A 1-hour trip costs approximately €35 fuel plus €35 labor = €70 total. Don't forget to factor in round-trip distance.
Should I charge a surcharge for small groups?
Absolutely - for groups under 6 people, your fixed costs become proportionally expensive. Charge a minimum fee or add €5-10 per person surcharge for small groups to maintain profitability.
📚 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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