Last month, a chef quoted €25 per person for a 100-guest corporate lunch and barely broke even after transport and setup costs. Most caterers underprice because they forget catering involves different expenses than regular restaurant service. You must account for transport, on-site staff, materials and the risk of guest no-shows.
What is a realistic margin for catering?
Catering involves different cost structures than your restaurant operations. A healthy margin runs higher than your standard food cost percentage because of these additional expenses.
? Example margin breakdown:
- Food cost: 25-30%
- On-site staff: 15-20%
- Transport + materials: 5-8%
- Overhead + profit: 15-20%
Total costs: 60-78% = Margin 22-40%
Calculate cost per person
Catering pricing works per person, not per individual plate. Add up every expense and divide by your guest count.
? Example 100 people buffet:
Contract: €3,500 (€35 per person)
- Ingredients: €1,050 (€10.50 pp)
- Staff (5h × 3 people × €25): €375
- Transport + materials: €275
- Overhead: €350
Total costs: €2,050 = Margin €1,450 (41%)
Extra cost items in catering
Most caterers overlook these critical expenses:
- Transport: fuel, vehicle maintenance, driving time
- Setup time: arrival, equipment setup, post-event cleanup
- Extra staff: on-site service costs exceed restaurant labor
- Material costs: chafing dishes, warming equipment, disposable tableware
- Insurance: liability coverage outside your restaurant premises
⚠️ Note:
Always budget 5-10% extra ingredients for catering events. Guests consume more at buffets and you can't reorder mid-event if supplies run low.
Account for no-show risk
You'll prep for the confirmed headcount, but guest attendance varies. This risk needs pricing consideration. It's a pattern we see repeatedly in restaurant financials - caterers who don't factor no-shows often struggle with profitability.
- Business events: typically reliable (2-5% no-show rate)
- Private parties: higher uncertainty (5-15% no-show rate)
- Large events: budget minimum 10% attendance buffer
Set a minimum order value
Small catering contracts often lose money due to fixed transport and setup expenses.
? Example fixed costs:
- Transport: €150 (round trip)
- Setup + breakdown: 3 hours × €25 = €75
- Materials: €50
Fixed costs: €275 - Therefore minimum 30-40 people
Seasonal and price adjustments
Catering rates fluctuate based on seasonal demand and team availability.
- Peak season: 10-20% surcharge (May, June, September, December)
- Weekend premium: 15-25% extra for Saturday events
- Rush orders: bookings within 1 week = 20% surcharge
Food cost calculators for catering
Food cost calculators help you quickly determine per-person costs by scaling recipes to guest numbers. You can verify quote profitability before sending proposals to clients.
Related articles
How do you calculate a healthy catering margin?
Calculate your food cost per person
Add up all ingredients and divide by number of guests. Budget 5-10% extra for buffet behavior and no reordering option.
Add up fixed costs
Transport, setup time, materials and extra staff. These costs are always there, regardless of the number of guests.
Calculate your minimum selling price
Food cost + fixed costs + overhead + desired profit. Divide by number of people for price per person.
Check your total margin
A healthy margin is between 30-45%. Lower than 30% and you're not earning enough for all the extra work.
✨ Pro tip
Track your actual catering costs for the first 10 events and compare them to your estimates. Most caterers underestimate setup time by 30-45 minutes, which directly impacts labor 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 is a normal price per person for catering?
How do I prevent losing money on small events?
What if fewer guests show up than confirmed?
Can I charge the same prices as in my restaurant?
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
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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