Pricing an all-inclusive wedding dinner is like assembling a complex recipe – miss one ingredient and the whole dish fails. Many caterers underprice and lose money on their biggest events because they forget hidden costs. You need a systematic approach that captures every expense from appetizers to cleanup.
All cost items for a wedding dinner
Catering involves more cost items than your regular restaurant service. Miss one and your profit margin vanishes completely.
- Food cost: ingredients for all courses
- Beverages: aperitif, wine with dinner, champagne toast
- Staff: cooks, servers, dishwashing on-site
- Transport: ingredients, equipment, staff
- Equipment: plates, glasses, cutlery (if you provide)
- Contingency: 5-10% buffer for extras
Calculate food cost for groups
Calculate per person, not per plate. At buffets, one guest eats significantly more than another – that's just reality.
💡 Example food cost 3-course dinner:
For 100 people:
- Appetizer: €4.50 per person
- Main course: €8.20 per person
- Dessert: €2.80 per person
- Bread, butter, garnish: €1.50 per person
Total food cost: €17.00 per person
⚠️ Note:
Always calculate 5-10% extra portions. Someone always shows up unexpectedly, or guests take double servings from the buffet.
Estimate beverage costs
Wedding beverages are typically all-inclusive. Base your calculations on average consumption per guest – but remember, wedding crowds drink more than regular diners.
- Aperitif: 1.5 glasses per person (prosecco, beer)
- Wine with dinner: 2-3 glasses per person
- Toast: 1 glass of champagne per person
- Coffee/tea: 1.5 cups per person
💡 Example beverage costs:
Per person (100 guests):
- Aperitif: €3.50
- Wine with dinner: €6.80
- Champagne toast: €2.20
- Coffee/tea: €1.50
Total beverage costs: €14.00 per person
Staff and service costs
You're paying staff for the entire day, not just service hours. This includes prep time, travel, setup, and breakdown.
- Preparation: 2-4 hours for 100 people
- Setup on-site: 1-2 hours
- Service: 4-6 hours
- Breakdown and cleaning: 1-2 hours
Calculate €20-25 per hour per staff member. For 100 guests you'll need at least 4-5 people minimum.
💡 Example staff costs:
5 staff members × 10 hours × €22.50 = €1,125
Per person: €11.25
Transport and equipment costs
These expenses get overlooked frequently, but they add up fast.
- Van rental: €150-250 per day
- Fuel: depends on distance
- Equipment rental: plates, glasses, cutlery (€2-4 per person)
- Linens: tablecloths, napkins (€1-2 per person)
Compile total price
Now you'll add up all costs and include your desired margin. Based on real restaurant P&L data, catering events that skip this step lose an average of €12-18 per person.
💡 Example total calculation (100 people):
- Food cost: €17.00 per person
- Beverages: €14.00 per person
- Staff: €11.25 per person
- Transport/equipment: €4.50 per person
- Contingency (8%): €4.05 per person
Total costs: €50.80 per person
At 40% margin: €50.80 / 0.60 = €84.67
Selling price: €85.00 per person
⚠️ Note:
Always calculate with selling price excl. VAT. For catering, 9% VAT applies to food and beverages.
Margin and profitability
Catering carries higher risks than restaurant service. So you need a higher margin to stay profitable long-term.
- Restaurant food cost: 28-35%
- Catering total costs: 55-65% (including all extras)
- Net catering margin: 35-45%
Food cost calculators help you track all your recipes and cost prices, so you can quickly adjust calculations for different group sizes.
How do you calculate the price per person? (step by step)
Calculate food cost per person
Add up all ingredients for appetizer, main course, dessert and side dishes. Calculate per person and add 8% for extra portions.
Estimate beverage consumption
Calculate 1.5 aperitif, 2-3 wines with dinner, 1 champagne toast and 1.5 coffee per person. Multiply by your purchase prices.
Calculate staff and extra costs
Add up staff hours (prep, service, breakdown), add transport and equipment costs. Divide by number of guests for cost per person.
Add margin
Add up all costs per person and divide by (1 - desired margin). At 40% margin: costs / 0.60. Round to a nice price.
✨ Pro tip
Test your pricing formula on 3 different wedding sizes (50, 100, 200 guests) before your next booking season. This reveals cost efficiencies at scale and helps you offer volume discounts strategically.
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 calculate for catering?
Calculate with 35-45% net margin. Catering involves more risks than restaurant service, so you need a higher margin to stay profitable. This accounts for last-minute changes and unexpected costs.
Should I include VAT in my cost price?
No, always calculate excluding VAT. Your selling price before VAT must cover your costs plus margin. You add the 9% VAT on top of that final amount.
How many extra portions should I calculate?
Calculate 5-10% extra portions minimum. At buffets some guests take double servings, and someone often shows up unexpectedly. Better to have leftovers than run short during service.
What if the venue is more than an hour away?
Include extra transport costs and staff travel time in your calculations. For drives over 1 hour, charge a surcharge of €5-10 per person to cover fuel and time.
How do I price different menu tiers?
Calculate each menu option separately with its own ingredient costs. Use a base price structure and add surcharges for premium ingredients like lobster or wagyu beef.
Should I charge differently for outdoor venues?
Yes, outdoor events require additional equipment like generators, tents, or portable sinks. Factor in weather contingencies and extra setup time – typically add €3-5 per person.
How do I handle dietary restrictions in pricing?
Price special dietary meals separately since they often use more expensive ingredients. Charge €5-15 extra per person for vegan, gluten-free, or kosher options depending on complexity.
📚 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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