Catering quotes demand far more than just tallying up ingredient costs. Staff wages, transport expenses, and setup fees typically consume 40-60% of your total budget. You need a systematic approach to capture every expense and build in healthy profit margins.
The 5 cost items of catering
Every comprehensive catering quote breaks down into these core components:
- Food costs - ingredients and preparation
- Staff - cooks, service, dishwashing
- Transport - fuel, time, vehicle costs
- Materials - dishes, warming equipment, decoration
- Setup/breakdown - time and labor on site
💡 Example: Corporate lunch 50 people
Luxury lunch buffet on-site, 2 hours service:
- Food per person: €18.50
- Staff (2 people, 5 hours): €200
- Transport (round trip): €45
- Materials (warming pans, dishes): €85
- Setup/breakdown: €120
Total costs: €1,375 (€27.50 per person)
Step 1: Calculate your food costs per person
Begin with your per-person food cost. These represent your raw ingredient expenses plus a buffer for unexpected shortfalls.
Build in 5-10% extra for waste. Should 50 people become 45 at the last minute, you're still covered financially.
⚠️ Note:
Buffet-style events generate 15-25% waste regularly. Guests pile plates high but don't finish, or entire dishes go untouched. Account for this in your food calculations.
Step 2: Calculate staff and time
Labor costs frequently become your second-largest expense after ingredients. Don't limit yourself to event duration - include:
- Preparation - shopping, prep, loading
- Travel time - to and from
- Service - setup, service, breakdown
- Afterwork - cleaning, unloading
From tracking this across dozens of restaurants, expect €20-25 per hour for service staff, €25-30 per hour for kitchen staff.
💡 Example: Staff calculation
Event from 4:00 PM-8:00 PM (4 hours), 2 people needed:
- Preparation: 2 hours × 2 people = 4 hours
- Travel time: 1 hour × 2 people = 2 hours
- Service: 4 hours × 2 people = 8 hours
- Breakdown: 1 hour × 2 people = 2 hours
Total: 16 hours × €22.50 = €360
Step 3: Transport and material costs
Transport gets calculated using distance and time factors. Standard rates: €0.35-0.50 per kilometer plus €20-25 hourly for driver wages.
Material expenses usually encompass:
- Warming equipment: €2-5 per person
- Extra dishes/cutlery: €1-3 per person
- Decoration/linens: €1-2 per person
- Disposable materials: €0.50-1 per person
Step 4: Margin and profit markup
Apply a 25-35% margin to your combined costs. This cushions against unexpected expenses and generates your profit.
💡 Example: Complete calculation
Reception 75 people, 3 hours service:
- Food: 75 × €12.50 = €937.50
- Staff: €480
- Transport: €65
- Materials: €180
- Subtotal costs: €1,662.50
- Margin 30%: €498.75
Quote price: €2,161.25 (€28.82 per person)
Digital tools
Systems like KitchenNmbrs let you establish standard catering menus with automated cost calculations. You'll generate quotes faster without recalculating every component manually.
How do you calculate a catering quote? (step by step)
Determine your food costs per person
Calculate the ingredient costs per person and add 10% for wastage and spillage. For buffets, you often add 15-25% extra for leftovers.
Calculate all staff costs
Add up: preparation + travel time + service time + breakdown. Multiply by number of people and hourly rate (€20-30 per hour).
Add transport and materials
Calculate €0.35-0.50 per kilometer plus driver time. Materials typically cost €3-8 per person (warming, dishes, decoration).
Add everything up and apply 25-35% margin
Total: food + staff + transport + materials. On top of this comes your profit margin of 25-35% for a healthy catering price.
✨ Pro tip
Build template quotes for 25, 50, and 100-person events with three service levels each. This cuts your quoting time by 60% and prevents costly oversights during busy booking periods.
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
How much staff do I need for catering?
Rule of thumb: 1 person per 25-30 guests for buffet service, 1 per 15-20 for plated meals. Always factor in prep time, travel, and breakdown hours in your calculations.
What if fewer guests show up than planned?
Build 5-10% waste into your food costs upfront. Establish a minimum guest guarantee with clients - typically 90% of the projected headcount gets charged regardless.
How do I calculate transport for catering?
Use kilometers × €0.35-0.50 plus travel time × driver hourly rate. For major events, consider billing transport as a separate line item to maintain transparency.
What margin is normal for catering?
A 25-35% margin on total costs is industry standard. Catering carries higher risks than restaurant service - weather delays, last-minute cancellations, equipment failures - so margins reflect that uncertainty.
Should I include equipment rental in my base quote?
Yes, but break it out clearly. Chafing dishes, linens, and serving utensils are essential costs that clients need to see itemized.
How do I handle dietary restrictions in my pricing?
Charge 15-20% extra for specialized dietary needs like gluten-free or vegan options. These require separate prep areas, different ingredients, and additional staff training time.
Do I need to calculate VAT separately for catering?
Catering typically falls under 9% VAT in most regions. Calculate your quote excluding VAT first, then add it as a separate line item for clarity.
📚 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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